Mobile Device Management

The Ever-Shifting View of the Office Landscape

The traditional landscape of the office is changing. Today remote workers and home-offices are the norm for many industries, and even those employees who work in an office environment are now less likely to be tied to their desks. Mobile technology has had an impact on every level of the organization. Now free of technology tethers, employees are free to roam the halls of their company’s campus, checking email and creating content in the lunchroom, the parking lot, and in the hallways.

Enterprises need to prepare their mobile-enabled workforce for success in this style of working, so they can access the content they need, in this new office landscape. One of the best ways to do so is to provide a secure solution for sharing, syncing, creating and editing business-sensitive material via a mobile device, letting employees be productive wherever they may be. When choosing a solution to enable employees to securely access and share mobile content, be sure that it has a number of key capabilities. While many consumer-grade options are available, these free solutions do not provide the level of security that an enterprise needs to mitigate the risk of data leakage.

The first thing security admins should look for in a mobile file sharing solution is centralized IT control and management capabilities. This will ensure that IT admins have visibility into all data activities, as well as the ability to create content retention policies, provision new users with mobile content access and also pull reports of file and user activities. The solution should also manage password policies to ensure strong authentication, so only authorized users can access company content, which can be often sensitive in nature.

Another key capability needed by mobile workers is a secure online space for project and team collaboration. Providing easy-to-use and secure online tools that enable collaboration are a must, so employees don’t work around IT-provided solutions. Many workers are probably familiar with Dropbox for sharing and syncing personal content such as vacation photos, but it does not have the appropriate levels of security and control for business use. An enterprise grade solution should support not only internal collaboration but also allow for simple collaboration with external team members, such as partners or vendors.

Mobile employees need to access, edit and sync enterprise content whenever and wherever they are without exposing sensitive business information. To ensure these functions are working smoothly, organizations should invest in solutions that are built to function seamlessly on all devices and networks. Most employees are also already accustomed to their current workflow, and existing business tools. The chosen solution for securely sharing files on mobile devices should work with existing workflow tools for both internal and external users. Plug-ins for standard business solutions will ensure that data is not duplicated when it’s sent, no matter the recipient. Additionally, the data that employees are accessing is often already stored in established enterprise content management (ECM) systems, such as Microsoft SharePoint, and businesses need workers to securely access these files. Investing in a solution that integrates with employees’ current workflow will help improve productive collaboration and ensure version control is maintained as employees around the globe work together.

Any company worth its brand reputation is always looking towards future growth, which is the by-product of increased productivity. So when investing in security and productivity solutions, make sure they’re able to support that growth, whether it’s in number of employees, types of devices used, or regions where business is done, by investing in a flexible, scalable solution. Getting to this flexibility means evaluating which kind of cloud solution is the right fit for an organization’s business model. Different companies need different types of cloud deployment for their data, based on company preference and applicable industry regulations. Enterprises should use a solution that allows them to utilize public, or private cloud models.

Finally, after evaluating the technical details of enterprise-grade secure mobile file-sharing solutions, consider this - what are the industry titans using? Industry leaders are bound to be using a solution that meets the strictest security requirements, and that is compliant with the latest industry and government regulations.

As office infrastructure, landscapes and interactions evolve, technology and policies must also be updated. Understanding how mobile workers are interacting with company data is a simple way to boost company security and productivity, and aligning solutions with the functionality outlined here will ensure that employees are off and running, mobile device in hand. As they race to keep pace with the changing office landscape, and seize the inherent productivity gains, the security of proprietary company data has become a serious issue facing organizations. By properly safeguarding the data utilized by mobile-enabled workers, organizations can reap the productivity gains of this shifting office landscape, while mitigating any associated data risks.


Yorgen Edholm is CEO at Accellion


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Yorgen Edholm

Yorgen Edholm is CEO at Accellion

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