A Student's BYOD Experiment

I am a technophile. I like technology, the latest gadgets, trends, software, and everything else. This is to be expected, as I’ve grown up in the age of digital media, smartphones, and the internet. I use technology everywhere, however, I recently noticed a technology black hole in my life: School. It seems backwards that in a time when more and more teens have a smartphone or a mobile device, the places where teens spend the majority of their time have not embraced this trend. A study by the Pew Internet & American Life Project in March of 2013 found that 37% of teens age 12-17 within the US own a smartphone. That amounts to a lot of untapped potential for educators with smartphones alone.

Don’t get me wrong, schools do have technology integration. However, many times technology is under-utilized in the classroom. I’ll use the school that I attend as an example. We have computer labs, Google Apps for Education, and an online grade viewing program. However, the IT infrastructure is aging and inadequate at times. My school is working to remedy the problem by creating a program where every student has an iPad to use for class, allow for easier access to materials, and other digital learning tools. This program has worked well but at the moment it is only available for several grade levels. The program will begin rolling out in our high school within the year, but many teachers are beginning to take the jump to digital learning early.


Since I am excited about this entrance of technology into the classroom I decided to embrace this new program while I don’t yet have an iPad. To do this I implemented my own BYOD strategy in order to efficiently use these digital resources. This strategy worked well for me, although some of my teachers are less than friendly to unauthorized technology in the classroom (Although, I remedied this by using some common sense regarding device usage). I started using my Android smartphone and Samsung Chromebook to complete assignments, take notes, and share materials through Google Apps for Education. Here are my three observations:

• It’s lighter
• It’s cheaper
• It’s faster
  

Lighter

Many times I have to take a whole binder of material home when I have an assignment for the class. This becomes quite a heavy load when I have six classes where I receive assignments regularly. A University of California (Riverside) study found that an average middle school student's backpack can weigh up to 37 pounds. Google Apps for Education, my smartphone and Chromebook, reduce this load significantly by allowing me to view and complete assignments online without the need to bring home a backpack full of extraneous documents.

Cheaper

This switch to digital learning is also cheaper. According to the few articles I could find, as there hasn't been much documentation, an average school or department of about 1000 students will spend anywhere from 20,000 to 40,000 on printer ink, toner, and paper - not to mention printer wear-and-tear costs. (Source 1 | Source 2)

Before the switch I had to print off an assignment or paper several times, once for each draft or revision, for the teacher’s review. With Google Apps for Education I can share a document with a teacher and get their feedback during the revision process without having to print off a new copy of a paper every time I find a portion that needs to be changed. This has significantly cut down on the amount of paper and ink I use for school, especially since I am taking classes that focus heavily on papers and writing assignments. This has the potential to save schools thousands of dollars every year.

(I also switched to using a Chromebook, instead of a laptop, and wrote about that experience a few weeks ago.)

Faster

This strategy has also been dramatically faster. Google Apps for Education allows collaboration within a document and instant saving of changes. This allows me to view the comments and grades of assignments the moment that a teacher adds them so that I can begin working on areas where I need improvement without having to wait for the teacher to give back the assignment in class. I can search all of my documents, and create files within Google Apps for Education. One of the best features of Google Apps for Education is its cloud based nature, which allows me to forego using a flash drive to transfer information and it also solves the problem of having different versions of the same information scattered across multiple computers.

Distraction

Many people claim that technology in the classroom is a distraction for students and that students will abuse devices in the classroom by playing games, going on social media, and texting others. While I agree that all of these things can happen I believe that distractions are always present in the classroom, staring out a window is just as easy as texting in class and it is generally a less conspicuous way to be distracted. Through my experiment, other students weren’t distracted by my smartphone usage, primarily because smartphones are commonplace, and I am hardly setting a precedent for phone use. Now that phone restrictions have been lightened at my school most students with smartphones are doing the same thing that I am, accessing assignments and enhancing their education by using their smartphones.

Going Forward

After completing this experiment for the past month I have decided that I will continue using this BYOD strategy for my education because of the many benefits that it provides. It has been easier to keep track of assignments, and although I haven’t seen any significant increase in my grades (because I'm already a pretty decent student) it has certainly made my life as a student easier. The integration of technology within classrooms increases the ease and efficiency of learning, especially at a time where so many students are constantly connected to the internet through mobile devices. Google Apps for Education and other digital learning services also offer a host of functionality at a minimal cost for educational institutions, in fact Google Apps for Education is free for educational institutions.

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Tyler Triemstra is a new intern at Newmind Group. He works on internal improvements to make the sales process more efficient, but mainly, he is learning a ton from the team at Newmind. He has a passion for technology and enjoys being part of a team that helps businesses use technology effectively.

Tyler is a senior in high school who enjoys reading, traveling, and volunteering. He can’t wait to graduate from high school and is busily searching for a college to attend.

BYOD vs Standardization - SaaS makes it easy

I started this BYOD series to show that the root of this conversation isn't about devices, specifically, but instead business goals. This post, the 3rd installment of the BYOD vs Standardization series, will touch on a few security misconceptions and strategies for becoming device agnostic. If you're not familiar with device standardization head back to the first post of this series, BYOD vs Standardization - Understanding Your Mobile Strategy Pt1. (Understanding the various device policy models can give insight into how to implement what this post will discuss, so check out part 2, BYOD to COPE: The Mobility Spectrum.

What is driving the mobile device discussion?

Without going into specifics of device policies and standardization, the reason for this discussion is productivity & mobility. Businesses want their employees to be productive and employees want to be mobile - use new technology that affords them new freedoms, like the ability to work where and when they can be most productive. A $2 cup of coffee is now a passport to internet connection, productivity, and better business - not to mention work-life balance.

Mobile Security Misconceptions

We've talked about business data security before. Stories about malware and hackers, like the Syrian Electronic Army hacking the NYTimes and Twitter websites, are everywhere and concentrate on the hackers. This sensationalism minimizes the root cause of the hack - HUMAN ERROR. The reason hackers in Syria were able to access these prominent websites was due to a lack of security protocols addressing human action in providing security credentials.

According to Financial Review, "The incursion was traced to India-based perpetrators who fooled staff at a US-based reseller of Melbourne IT ­services into handing over personal details and, as a result, the login and passwords which allowed someone to access and change key details for the websites."

Firewalls, anti-malware, double authentication, etc, would not have helped the NYTimes or Twitter avoid this intrusion, as the hackers had legitimate login credentials. One might want to move data to self-managed servers, implement extreme security measures that require access to particular network to gain access, etc. Is this really the answer?

Concentrating on network best practices and on policies that promote responsible actions by your employees are the better and so is allowing Software as a Service (SaaS) providers do what they do best.

SaaS vs Self-Managed

SaaS providers are specialists, not only in their software, but in storing the data they work with. The data passed through their systems are their "bread-and-butter" and securing it is in their best interest. So much so that many SaaS providers have their data stored in SSAE16 data centers (audited by 3rd parties), have implemented biometric safe-gaurds, 24/7 staffed security and foot patrols, environmental controls, advanced firewalls, backups & redundancies.

I know what you're thinking - "I can do that." True, but are you going to be as good at it while still being great at running your business?

Benefits of SaaS

Now that we've established it’s better to let a service provider be the expert of a solution, letting you be the expert of running your business, what are the benefits you can realize by going SaaS?

• Low cost for multiple device support
  SaaS platforms are looking to gain a broad user base and therefore build their platforms to run on most, if not all, popular platforms, browsers, operating systems, etc.
• No Cost Updates
  SaaS providers strive to stay relevant as new devices and platforms are released and will continue to update their platform so that your employees can access business data, with no update costs to your company.
• Zero Tech Debt
  Your company doesn't have to worry about maintaining a server, upgrading it, being relegated to outdated software
• True mobility
  The fact that (good) SaaS platforms are accessible by any device and any platform means that your employees have access anywhere, anytime - staying productive! Check out What's going on at Greenleaf Hospitality since they migrated over to Google Apps.

Downsides to SaaS

Let's keep this objective and be sure to touch on some downsides to SaaS:

• Lack of update control
  While the exact roadmap of platform updates is out of your control, most SaaS providers have a community where their user base can influence or suggest new features and development. Let's face it, letting them deal with staffing a large developer team is saving you hundreds of thousands a year. Not to mention they'll roll out with updates faster.
• Requires reliable web connection
  Putting your data in the "cloud", as it were, means that for your employees to be productive you'll need consistent reliable internet uptime and access. As most business is conducted online anyway, I'm pretty sure this one is covered. If your employees want to be mobile and work off-site, they probably already know how to find reliable connections.

Where to Start!?

Rolling out SaaS to every aspect of the company isn't realistic. Look to smaller sections or units of your business or department where data is database driven, requires network connections, and can be easily searched/filtered/queried. Look at some of these SaaS platforms to improve your operations:

• Project/process management - Podio, Trello, Basecamp
• Email - Gmail/Google Apps
• Document Collaboration - Drive/Google Apps
• Accounting - Freshbooks
• Marketing/Sales - Mailchimp, Marketo, CRM software, Streak, etc.

Many of these solutions have free versions or trial periods to help you evaluate usefulness, efficiency and implementation strategies.

Capitalize on efficiencies of scale, by moving to a SaaS provider and give your employees the freedom of mobility and increase productivity.

Don't know where to start?! Feeling intimidated?!

Newmind Group will help identify key areas of improvement and manage the project from start-to-finish eliminating your headaches!

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Daniel Proczko has been working with organizations and individuals to build & grow the entrepreneur community of Kalamazoo, MI. From organizing TEDx events, hack-a-thons, and documentary screenings to engaging with business leaders, Dan strives to inspire individuals with new ideas and better thinking.

Having always been interested in tech and understanding the value of innovation through IT, communicating the importance of strategic IT thinking is one of Dan's primary goals within Newmind Group.

BYOD to COPE: The Mobility Spectrum

This is part 2 of our look at mobile policy strategy and the great mobility debate. Be sure to read the first post, "BYOD vs Standardization - Understanding Your Mobile Strategy," to explore device standardization.

Environment & History

Look around the office of 10 years ago, and you’d probably find basically the same place as today. Sure, we have better computers now, but those are basically the same boxes as before.  So, in terms of tech, what’s changed?  For that answer we need to look in our pockets.

10 years ago, if you needed your work email on the go, you got a Blackberry.  Spreadsheets Presentations?  ThinkPad.  Fast forward to now, and you probably have a device in your pocket that an do all of that, and faster.  Wireless devices - whether phone, tablet, laptop, or any of the hybrids in between - have become indispensable at work.


So how to balance the needs of a mobile business community with security concerns, financial overheads & employee morale?  If we imagine the different possible configurations on a graph, it might look something like this:

What are my Mobile device policy Options?

With BYOD (Bring Your Own Device), the risks of unmanaged devices accessing and housing company data are mitigated by IT implementing management controls.  When this happens on an employee’s device, it can negate the freedoms BYOD is championed for.    The amount of employee satisfaction drops sharply, due to feelings of being hijacked.  When implementing BYOD try not to mandate controls on the devices, but instead look to create data access controls. This will keep morale up and also productivity.

Using the COPE (Corporate-Owned Personally-Enabled) model, the sweet spot for installing management software and controls is larger.  Since the device (and mobile plan) is paid for by the company, and since employees can customize it to their liking,  most workers are more apt to graciously allow a moderate level of company management without that nagging feeling of being boxed in or watched over.

Further options

You’re not relegated to BYOD or COPE.  There are a plethora of other options you can explore them and find the best fit for your culture.  Here are a few:

• CYOD (Choose Your Own Device)
  A liberated form of standardization, employees select a device from an approved list
• CLEO (Corporate Liable, Employee Owned)
  Reverse BYOD, where employee owns hardware and company pays for service
• BYOC (Bring Your Own Cloud)
  Not a mobility policy itself, but can be used to augment an existing setup

Criteria for Deciding

All the above are really different configurations to the same end: accessing data ubiquitously. Company culture and data access needs will be major factors in deciding how to form a mobile policy.  Here are some points to consider when shaping yours.

• What platforms can your IT staff support?
• What level of data mobility does each employee group need (CRM, financial, legal, procedural, everything)?
• What security requirements do you have for each type of data?
• How valuable is data ubiquity to your workers?
• How important is device freedom to your company culture?

Beyond these, there are bound to be company-specific criteria you’ll need to consider as well.  The best answer may end up being a full commitment for a specific model, or you may find choosing different models for different employee groups makes the most sense.  The point is to select the plan that best conforms to you.

Conclusion

As we all move forward into this tech-rich future, there will be new devices that again change the standard business paradigm.  To get the most out of these nascent capabilities, remaining aware of the full spectrum of options and how others are implementing them will be key to a future-ready company.

Part 3 of this series can be found here, "BYOD vs Standardization - SaaS makes it easy"

Luke Reynolds is a new member of Newmind's IT managed services team. Previously he worked with schools, not-for-profits, and businesses to help them acquire and deploy Google Chromebooks on the enterprise level.

Luke Reynolds enjoys writing, music, film, and any form of radical human expression. He's also a rabid proponent of Kalamazoo's local roller derby team, the Killamazoo Derby Darlins.

BYOD vs Standardization - Understanding Your Mobile Strategy Pt1

Mobile devices, collaboration & mobility, seem to be a hot topic recently. In just about everyone’s pocket is a device that gives them instant access to the Internet. A Nielsen study recently found that “66% of Americans 24-35 now own a smartphone.” With so many users owning their own mobile devices and bringing them to the workplace, its not surprising that IT departments and employees are clashing over ownership, data access and privacy.

Misconceptions

Employees aren’t waiting for IT & management approval to bring their devices to work. According to a CTIA study, “60 percent of IT professionals believe 25 percent or less of their employees are accessing work related information on their smartphone or tablet, while 57% of users said they access work related information on their smartphone or tablet at least once a week.” This may be why “smaller companies, with fewer than 500 employees, are less likely to communicate to their employees about BYOD and security.” Misconceptions about the workforce drive IT departments to prioritize the importance of strict mobile device policies, defaulting to device standardization. Standardization circumvents the grey areas of privacy and personal property, but comes with its own pitfalls.

Range of Device Standardization

Where does your organization currently stand?
Where do you want to be?

High device standardization
requires that everyone use the same type of PC (laptop vs desktop, Apple vs Microsoft vs Linux vs Unix), the same mobile phone (iPhone vs Android) even so far as to require the same model and software version (iPhone 4S or HTC ONE running Android v 4.1.2). This level of rigidity allows IT departments to specialize in a few devices and provide deeper levels of support, internally developing business operation platforms to obtain competitive advantage. High device standardization carries high device purchase costs and high technological debt, causing some enterprises to run outdated software.

Low (or zero) device standardization, BYOD, is essentially the exact opposite. Employees are able to use any device they like, creating an atmosphere that may have over 15 different types of devices, from different manufacturers, running different versions of software. This makes it difficult for IT employees to cultivate a high degree of proficiency in every device. Although IT staff may not be experts in all device types in an organization, this atmosphere opens the door for employees to create user groups and organize genius bars. The most important aspect of low device standardization is the high accessibility of data, which leads to greater gains and efficiencies, that we’ll explore in a later article of this series.

The Tipping Point is Mobility & Collaboration

As you’ve probably deduced, the conversation isn’t BYOD vs Standardization, but instead understanding the culture & needs of your workforce. If a high degree of mobility & collaboration is needed, then your data will need higher accessibility via more devices.

The goal is not to decide for your organization what level of mobility & accessibility is needed, but rather allow the organization and its members to dictate the level they require. Here are a few questions to help start to evaluate your organizational situation:

• Does your organization have employees spread geographically? 
• Is there a specific type of device the members of your organization already lean toward? 
• Do the software platforms and data formats in use require a particular device or platform for access?

Use the questions above, and form other questions, targeting value-driving processes within your organization to gather data about your company’s environment & attitudes toward personal devices & data access. Use those insights to create a BYOD & mobile device policy and IT data access strategy that will be easier and more positively viewed by your workforce.

In the next installment of this series, “BYOD to COPE: The Mobility Spectrum ”

Daniel Proczko has been working with organizations and individuals to build & grow the entrepreneur community of Kalamazoo, MI. From organizing TEDx events, hack-a-thons, and documentary screenings to engaging with business leaders, Dan strives to inspire individuals with new ideas and better thinking.

Having always been interested in tech and understanding the value of innovation through IT, communicating the importance of strategic IT thinking is one of Dan's primary goals within Newmind Group.

4 Simple Steps to an Effective BYOD & Mobile Policy

There is building momentum toward creating a connected & mobile workforce. This trend requires business data access through personal mobile devices. News headlines of leaked business-critical data, financial statements, corporate espionage, hacked corporate accounts, corrupted data flash across your eyes. BYOD & mobile devices won’t end in catastrophe or cause friction within your organization, but will require some change management and a mobile policy and some Mobile Device Management (MDM).

We took some time to chat with some IT directors and found some research showing that,

• 60 percent of IT professionals believe 25 percent or less of their employees are accessing work related information on their smartphone or tablet.
• 57 percent of users said they access work related information on their smartphone or tablet at least once a week.

It became clear that a BYOD/mobile policy is becoming a necessity and should have the following elements:

1. Set of expectations that align with your organization’s goals 
2. Clear and plain language 
3. Concise, so that everyone reads it 
4. Tools to enforce (Mobile Device Management)

Mobile Expectations

You want the most out of all of your employees and the best way to do that is to let them know exactly what you expect. Many employees are not privy to the overarching strategy of an organization and feel that their efforts are lost in the shuffle, as are their desires and need for work-life balance. Explaining how mobile devices fit into the corporate culture and goals of the organization will provide guidelines for their use within day-to-day operations. Your employees will appreciate being allowed to stay connected to their families and personal lives.

Clear and Plain Language

“Thou shall not pass”, Gandalf can get away with such words, but a mobile policy that is going to be understood should be written with plain English and not legalese. When was the last time you actually read the user agreement license on a new piece of software? (Well, you’re the head of IT, so probably always, but the majority of employees won’t.) So keep the language simple and clear. Using normal conversational vernacular will suffice.

Concise

One of our favorite mottos is KISS “Keep It Simple Stupid”. A mobile policy over 2 pages is probably pushing it. Remember, this is a document that should be a guideline for usage, not document every possible scenario (which is impossible, because that time the rhino came into the company bathroom to use their cell phone for a personal call, was not foreseeable...and not true, but you get the picture). Also, 11pt font single spaced makes our eyes cross and causes vertigo (not really, but it is hard to read) and we want everyone to read the new policy. If the entire policy can fit on a single page, great. If not, don’t go over 2 pages. We all have work to do.

What Not To Include

Policies already sound like a proverbial “ball and chain” and when approaching it employees will cringe thinking that management is going to restrict usage again or impose some arcane security requirement, or ban use all-together. When approaching your mobile policy, do not include the security policy or write an entirely new one. You’ve already got one and to keep it easy all you have to do is make sure the policy fits within it.

Mobile Device Management Tools

Sometimes its not enough to just have a policy; you want to sleep more soundly. Finding the right tool can be hard. You want to improve productivity, but you do want to keep data safe while keeping up morale. When evaluating an MDM be sure that it covers all types of devices, Mac PC, Android iOS, etc, provides network analysis, scales with your business, supports BYOD (if you’re not supplying mobile devices), links ties in with business reporting, and supports content management.

Newmind Group device management clients benefit from these features, but if you're not ready to make the jump to such a robust tool, try the lighter Meraki Mobile Device Management platform. It will monitor multiple device types, from iPads and Androids to Macs and PCs, and even monitor recent locations, and allow administrators to lock and erase devices, among other great features.

Meraki Mobile Device Management device list and connectivity.

Those are just 2 of the many tools available to help make your workforce mobile, collaborative, productive and secure.

Now go forth and create your mobile & BYOD policies. Remember to keep them short & clear, with easy to digest expectations that fit within your current security policy and you’ll be one step closer to a more connected & efficient workforce.