BYOC Eliminates Personal-Professional Technology Barrier

Originally Featured in Construction Executive September 2011 Issue view here http://www.constructionexec.com/Issues/September_2011/Special_Section4.aspx

By Mike McWilliams

Every employee has his or her own preferences when it comes to food, clothes, music and cars. Technology is no different. In the first quarter of 2011, Digital Trends ranked Apple iPhone 3GS, Samsung SCH-U450, Motorola Droid, RIM Blackberry 8500 series and Apple iPhone 4 as the top five brands among 230 million mobile phone users. Consumer Reports named Dell, HP, Sony and Compaq as the top 2011 laptop brands, with Apple in close contention.

Choices may abound, but personal preferences—such as ease of use, price, features and capabilities—influence a person’s selection. To date, people have had more control of their device selection at home than at work, but many companies are erasing the at-home/at-work technology barrier by allowing employees to select their own devices. The concept is called Bring Your Own Computer (BYOC).

BYOC is based on the idea that employees prefer to work on their personal device than on the device provided by their employer. More often than not, the one-shoe-fits-all approach to technology is unproductive. Employees spend countless hours learning how to use the device, troubleshooting and, in some cases, figuring out how to leverage the technology to handle their job requirements.

With BYOC, employees already are familiar with their personal device and know how to use its features and capabilities to the fullest extent—helping them be more effective, productive and engaged in their day-to-day work responsibilities.

Analysts forecast that during the next 10 years, IT consumerization (consumers influencing technology trends that drive change in the enterprise) is expected to force more change than any other trend. BYOC is one of those changes.

Setting up BYOC for Success
Given the proliferation of mobile consumer devices, companies must find ways to balance what employees and employers want in order to remain competitive, resilient and productive. Employees want simple access to their desktop applications from any device they choose, while employers need control over security, performance and user experience while minimizing IT support costs. Though BYOC may sound complicated to support, advance planning and preparation can ease the transition and help companies achieve that balance.

When implementing a BYOC program, as with any other company initiative, laying out expectations and guidelines ahead of time are the keys to success. From a business perspective, companies must consider the financial, legal and support elements of a BYOC program. On the technical side, IT and security teams must understand and implement a solution that adheres to existing policies and compliance requirements.

While many details must be taken into account, four key questions should be asked at the beginning of the process.

1. How much should be allocated to the employee stipend? Companies must take into account the work requirements and duties of their target BYOC users to estimate program funds. For example, look at job descriptions, travel schedules and computer usage to estimate what devices employees need and the expected costs. Do they need a laptop, tablet or smartphone? Is a warranty necessary? On average, companies that implement a BYOC program have reimbursement parameters ranging from $1,000 to $2,500 per employee.
2. Should there be an expiration term? On average, companies that offer a BYOC program are on a three-year device cycle. By implementing a program with an expiration date, employers have a designated time frame to evaluate the employee’s performance and determine if the program is a good fit. Additionally, the employee does not feel locked into the program and can easily opt out at the end of the term. By setting date parameters, employers make it clear that this is a benefit, not an entitlement.
3. Are all employees eligible for the program? In the construction industry, many employees are on their computers most of the work day. Managers need to determine if the program is going to be company-wide, in specific departments or only offered to certain employees.
4. How is security compliance maintained? Desktop virtualization, in which a personal computing environment is separated from the physical machine, is the best way to implement a BYOC program. This setup ensures no confidential documents reside on the physical machine so company information is not compromised if it gets lost, stolen or damaged.

Employer Benefits
By allowing employees to choose their preferred device and to access data from anywhere on any device, companies put the “personal” back into personal computing. This is a key advantage, particularly in today’s technologically savvy era.

While a BYOC program may be perceived primarily as an employee benefit, employers have a lot to gain as well, including improved company perception and employee satisfaction. Additional benefits include:

1. Reduced IT support costs. Supporting an employee’s computer requires money and time. BYOC can lower support costs, as employees log on with relatively simple devices they already know how to use, rather than with more complicated laptop computers that require patching and other maintenance. When employees purchase their own computers, it is their property and they are responsible if something happens to it. Instead of calling IT staff with computer issues, they call the manufacturer to troubleshoot, freeing up internal IT personnel to focus on revenue-generating projects. Additionally, companies no longer have to plan to purchase employee hardware. With a BYOC program, the company invests a small amount each time instead of shouldering a large capital expense.
2. Increased employee productivity and efficiency. Working on a machine that they understand allows employees to be more efficient and productive because they don’t have to struggle to learn a new device. With desktop virtualization and cloud technologies, employees can access data anywhere, anytime and from any device—giving them flexibility and giving employers a way to maximize employee productivity in and out of the office.
3. Improved device care. The construction industry is hard on its equipment. Mobile devices are sturdier and more robust than older technologies, but they still are fragile and can be damaged on jobsites. When someone spends money to buy something, particularly something they like, they tend to take better care of it. With a BYOC program, employees are more apt to buy protective gear for the device and be more careful with it, thereby reducing money spent on replacements and maximizing a device’s lifespan.

As the workplace strives to balance the needs of employees and employers, BYOC is a business-friendly program worth considering. Employees’ pursuit of a healthy work/life balance, coupled with their addiction to technology, is driving corporate innovation. Companies cannot afford to overlook this workplace shift and expect to remain competitive. By leveraging available technologies and best practices to support the needs of employees, companies can make BYOC a win-win proposition for the entire company.