There is no denying that competitive business operations require the use of the latest technologies for communications. Wireless systems, in particular, are crucial to day-to-day business activities as they offer the advantage of mobility.
As such, it is not uncommon for companies to provide their staff with various mobile devices to use. Some may get a free smartphone within a substantial internet package, while others may receive a smartphone along with a tablet PC or a laptop. These are all provided for by the business organization, aiming for the use of these devices to help improve operational performance and harness other benefits for the company.
However, studies reveal that telecommunications is the second highest non-operating expense for a lot of businesses. This, however, is not purely due to the cost of the service. Reports show that there is much wastage stemming from fixed contracts and device abuse.
Because of this, it’s integral to company sustainability to develop a staff mobile devices policy that can put a halt to unnecessary cash outflow from this component of day-to-day work.
How to Develop a Staff Mobile Devices Policy
A new policy can be challenging to create, so careful planning is essential. If your company is in need of a more practical staff mobile devices policy, here are five great tips that can help:
1. Conduct an Expense Reduction Analysis (ERA)
This is a smart starting point in developing the policy because a company will be able to procure accurate data regarding the mobile devices and the plans allocated to employees. Telecom expense management software is ideal for this purpose.
From the data, it will become apparent if the mobile device and plan are appropriate for the employee, or if cost issues are caused by careless usage.
When developing a policy, it is always advisable to be armed with unquestionable data. These will establish the necessity of all the new components of the policy.
2. Understand user behavior with the help of human resources (HR)
HR personnel can thoroughly assess the human factor that is generating cost issues and provide the company valuable information. They can identify the different potential reasons behind non-work-related usage.
Likewise, the department can recommend a variety of solutions that can address those reasons.
3. Consider using a GPS tracking system
Downloadable workforce track technology can complement the information shared by the HR team. A GPS tracking system can provide data about employee activities and whether or not they are strictly using their mobile devices for work-related activities.
Just like the information derived from the ERA and from HR, the data from this technology can support the need for the policy and the features to include in or exclude from it.
4. Ensure employee awareness and commitment
Gather employees and discuss the impending change. In so doing, you can explain why you are creating a new mobile device policy. Along with that, you can get a consensus on the relevance of the mobile devices in their work, and the specific features and apps that employees really need their devices to possess.
It is also the perfect opportunity to get their commitment to restricting usage to the purposes for which they were provided the devices in the first place.
5. Renegotiate your mobile plans with the company’s service provider
Most service providers are willing to sit down and discuss concerns regarding products and services. Likewise, many of them would not mind customizing packages and presenting you a variety of available programs to fit the specific requirements for your staff’s mobile devices.
For example, if you need to limit the data allocation for the mobile devices to prevent abusive use, consider an online recharge program that the company can have control over. With this program, you can improve employee behavior and prompt them to become more conscientious of how they use their mobile devices.
By being open about your company’s true needs, you present the opportunity for your service provider to accurately cater to you, strengthening your business relationship.
To ensure the efficacy of the policy, you may want to include a secret incentive program. This is easy to implement when you use TEM software to monitor the devices’ activities and expenses. The company can reward staff members (with additional services and features, a device upgrade, and others) who have been proven to use their mobile devices responsibly.
Guest Author : Al-moottil P Antony is a C-Suite Executive Support Professional for Zain, a leading mobile and data services operator with a commercial footprint in 8 Middle Eastern and African countries.