The BYOD Trend

Bring Your Own Device or BYOD is one of the most talked about trend last year. Basically, the trend calls for the attention of both the corporation and employees to utilise what they have on hand. In BYOD, employees are given the freedom to bring their devices may it be smartphone, laptops or tablets to their office and use those personally owned gadgets to access the company’s applications such as documents, printers, scanners, etc. The trend boomed last year as it has garnered a growing attention in the world of information technology. In fact, some advantages and disadvantages were laid down the table as the trend continues to grow.

ADVANTAGES OF FOLLOWING THE BYOD TREND

1. Lower cost for corporations. BYOD generally attracts the employees to bring their preferred devices to work. This has implies a positive effect to companies because purchasing a significant amount of costly equipment will not be regarded as vital. And since employees use their own personal devices, they are expected to take extra care of the gadgets. Sometimes, breakages and wastage occurs because people do not regard the company’s properties as important.
2. More flexibility for employees. Since employees will be given the freedom to access their files using their own gadgets, the works that need to be done will not only be confined in offices. For this reason and another, employees enjoy more their work because they are not forced to use corporate-issued devices which are most of the time, not their preference. Some employees tend to be more productive when they use their own devices because they like them so much that they had invested their own money in them.
3. Better standing for the business. Studies show that 44% of job hunters find companies more attractive when they follow the BYOD trend. A defined policy for the BYOD trend will surely fish top players in the industry. The trend will be advantageous if the company wants to win a person to take over their competition.

DISADVANTAGES OF BRINGING YOUR OWN DEVICE

1. The cost of the trend will be shouldered by the employees. Following the trend will create a dilemma for those employees who do not want to have a device that can be used to access company information even in mobile mode. You cannot expect everyone to have the same preferences. If you are an employee who does not throw much attention to technology, knowing that your company follows the trend will make you feel hanging. The gravity of the agony will be double when the company did not state that the cost will not be shouldered by them.
2. The security of the confidential files. It’s a general knowledge that companies can’t afford to lose their data. If you are the company owner, it’s quite understandable if you will have a little hesitation to give your companies the full freedom to access your company’s information even if they are out of the corporate vicinity. Negative thoughts such as leakage to the competitors and “What will happen when the employee decides to leave the company?” will surely arise.

CONSIDERATIONS WHEN IMPLEMENTING THE BYOD TREND

1. A strong policy. Although given the freedom the access to company’s confidential files even in mobile mode, employees should still follow a set of rules to ensure that the company’s code of conduct will not be violated.
2. An established access. When implementing the trend, IT managers should be strict when giving access to employees. The access should be tailor-fitted to what the job description of the employee. To outline which access should be given to an employee, the question of “Who needs what and for what?” should be answered.
3. The right management tools. Data should still be controlled whenever files are being accessed on mobile. IT managers should configure the network access of the users by providing an authentication. 

BYOD is a trend that should be utilised to positive use. Be sure that before implementing a trend in your own workplace, considerations and concerns were outlined first to avoid mistakes, data loss and information theft. BYOD is just one of the benefits that you can utilise when you decide to get the managed document services of Capita Document & Information Services. To know more about our other services, reach us through phone at 0800 313 4910. 

What is Docucheck® Consultancy?

EFFECTS OF THE PRINTING COST OF EMPLOYEES

We have mentioned in our previous blog post that an average employee is estimated to print 60 pages per day which amounts to 12,000 sheets in a year.  The figure is surprising because managers give the employees the freedom to print on their own -- giving them the option of printing whatever they want, how they wanted a document to be printed, etc.

What’s unknown to us is that a huge amount of the printing cost of employees goes to printed pages that were never intended to be printed like web printouts that only contain a URL at the bottom of the page or a banner ad at the top or the chain replies of an email.  When analyzed, the waste that was generated by sloppy printing is truly frustrating. Additionally, the number of wasted pages does not only contribute to the large printing cost of the company but to the carbon footprint of the company as well.

In order to hit the two problems stated, Capita Right Documents Solutions designed Docucheck® Consultancy.

WHAT IS DOCUCHECK CONSULTANCY?

Launched in 1996, Docucheck® Consultancy helped Capita and their clients to minimise the printing cost of their company through analyzing the working environment of the business. After the thorough analysis of the problem, Capita Right Documents Solution has generated a way of reviewing the printing cost, usage, user needs and office environment needs of the business. It paved way for the business to better understand how they can utilise the number of equipment that they have. Additionally, proper printing management were learned resulting to defining the best way to support and manage the solution going forward.

Through continues innovation, Capita Right Documents solution has devised a way to reduce the cost of total cost of ownership of their clients from 15% to 40%. Furthermore, Docucheck® Consultancy has provided better environmental working practices for the employees of their client. All in all, it can be concluded that this innovation is a win-win situation for both Capita Right Document Solutions and their clients. Docucheck® onsultancy opened the possibilities for the client to improve its business while having user satisfaction and user productivity.

CONCLUSION

Companies are not fully aware of their true printing cost, volumes and requirements. Furthermore, employees of those companies are not well knowledgeable of the available devices that they have leading them to not fully utilising the equipment. Thus, it can be said that employees doesn’t have a strategy when it comes to office print solutions.

Since everyone is getting active to become a part of an environment-friendly community, Docucheck® Consultancy, one of Capita Right Documents Solutions’ managed document services, can enable companies of all sizes and industries to save money while meeting the growing demand for environmental responsibility and accountability.