Tag: Policies

  • Creating an Effective Mobile Device Management Policy

    Creating an Effective Mobile Device Management Policy

    Creating an effective Mobile Device Management (MDM) policy is essential for safeguarding organizational data and managing mobile device usage. This guide outlines key aspects, common threats, best practices, and step-by-step instructions for developing a robust MDM policy. Enhance security and efficiency in the workplace with comprehensive guidelines tailored to protect sensitive information.

    What is a Mobile Device Management Policy?

    A Mobile Device Management (MDM) policy is a formal framework that governs the use, management, and security of mobile devices within an organization. It defines the protocols for device enrollment, usage, and overall management to protect sensitive data and mitigate security risks associated with mobile technology.

    Key Aspects of a Mobile Device Management Policy:

    1. Device Enrollment: Guidelines for how devices are registered within the organization’s MDM system, including eligibility criteria and enrollment procedures.
    2. Security Standards: Specifications for security measures required on devices, such as password strength, biometric authentication, encryption, and remote wipe capabilities in case of loss or theft.
    3. Usage Policies: Rules for acceptable use of mobile devices, including which applications can be installed, internet usage, and the distinction between personal and work-related activities.
    4. Monitoring and Reporting: Procedures for monitoring device compliance with organizational standards and generating reports on device usage and security status.
    5. Data Protection Measures: Strategies for ensuring the security of organizational data on mobile devices, such as data encryption, secure storage practices, and requirements for using Virtual Private Networks (VPNs).
    6. Support and Maintenance: Information on how employees can receive support for their devices, including troubleshooting, software updates, and hardware maintenance.
    7. Incident Management: A plan for responding to security incidents involving mobile devices, including reporting mechanisms and steps for remediation.

    An effective MDM policy not only enhances security but also helps in managing the risk associated with the use of mobile devices in the workplace.

    Common Threats of Mobile Devices in the Workplace

    Mobile devices have become integral to business operations, but they also pose several security threats. Recognizing these threats is crucial for implementing effective Mobile Device Management (MDM) policies. Here are some common threats faced by mobile devices in the workplace:

    1. Malware Attacks

    Malware can infect mobile devices through malicious applications, links, or email attachments. This can lead to data breaches and unauthorized access to sensitive information.

    2. Lost or Stolen Devices

    The loss or theft of mobile devices can result in significant data exposure if the device contains sensitive company information and lacks proper security measures such as encryption or remote wipe capabilities.

    3. Unsecured Wi-Fi Networks

    Connecting to public or unsecured Wi-Fi networks can expose mobile devices to man-in-the-middle attacks, allowing hackers to intercept data transmissions.

    4. Phishing Attacks

    Employees may fall victim to phishing attempts through emails or text messages, leading to the compromise of login credentials or sensitive data.

    5. Inadequate Device Security

    Devices that do not have adequate security features, such as strong passwords, secure lock screens, or up-to-date operating systems, are more vulnerable to unauthorized access.

    6. Shadow IT

    Employees may use unauthorized applications or services for work-related tasks, known as shadow IT, which can introduce security vulnerabilities and data leakage.

    7. Data Leakage

    Sensitive data can unintentionally be exposed through various means, such as sharing files via unsecured channels or failing to properly delete data from devices no longer in use.

    8. Loss of Control Over Data

    With multiple mobile devices in use, organizations may struggle to maintain control over where their data resides, who has access to it, and how it is being used.

    Addressing these threats requires a well-defined Mobile Device Management policy that includes security protocols, user education, and regular monitoring to safeguard sensitive information in the workplace.

    Best Practices for Mobile Device Management

    Implementing a Mobile Device Management (MDM) policy can significantly enhance the security and efficiency of mobile device usage within an organization. Here are some best practices to consider for effective MDM:

    1. Establish Clear Policies

    • Develop comprehensive MDM policies that outline the acceptable use of mobile devices, security standards, and procedures for reporting breaches. Ensure that all employees are familiar with these policies.

    2. Regular Security Audits

    • Conduct regular security assessments to identify vulnerabilities in the mobile device environment. This helps in keeping the MDM policy updated and effective against emerging threats.

    3. Device Enrollment Protocols

    • Implement strict device enrollment procedures to verify that only authorized devices are connected to the organization’s network. Use a streamlined process to make it easy for employees to enroll their devices.

    4. Enforce Strong Security Measures

    • Mandate strong passwords, multi-factor authentication, and encryption for all devices. Enable remote wipe capabilities to erase data on lost or stolen devices immediately.

    5. Educate Employees

    • Offer training and resources to educate employees about mobile security threats, such as phishing attacks and malware. Empower them to recognize and report suspicious activities.

    6. Monitor Device Compliance

    • Regularly monitor devices for compliance with security policies. Use automated tools to generate reports on device status, security updates, and policy violations.

    7. Manage Applications

    • Control which applications can be installed on work devices to minimize security risks. Use allowlisting or blocklisting to manage app access effectively.

    8. Implement VPNs

    9. Backup Data Regularly

    • Regularly backup mobile device data to prevent loss in case of theft, damage, or malware attacks. Implement a reliable backup solution that employees can easily use.

    10. Review and Update Policies

    • Revisit the MDM policy periodically to incorporate feedback from employees and address new security challenges. Keeping the policy dynamic ensures it remains effective.

    By following these best practices, organizations can better protect sensitive information while empowering employees to utilize mobile technology efficiently.

    How to Create a Mobile Device Management Policy

    Creating a Mobile Device Management (MDM) policy is essential for organizations that want to safeguard their data and ensure proper usage of mobile technology within the workplace. Here’s a step-by-step guide to help you create an effective MDM policy.

    1. Define the Purpose and Scope

    Start by clearly stating the objectives of the MDM policy. Define what types of mobile devices (smartphones, tablets, laptops) are covered and the scope of the policy in terms of who it affects within the organization.

    2. Conduct a Risk Assessment

    Identify potential risks associated with mobile device use in your organization. Analyze how mobile devices are used, the type of data they access, and how they connect to the corporate network. This will help to understand the vulnerabilities and specific threats that need addressing.

    3. Establish Enrollment Procedures

    Detail the process for enrolling devices into the MDM system. Specify eligibility criteria, required documentation, and the steps users need to take for device registration. Clearly outline any responsibilities for users during this process.

    4. Define Security Standards

    Outline the security measures that must be implemented on all mobile devices, including:

    • Password complexity and length requirements
    • Biometric authentication standards
    • Encryption requirements
    • Remote wipe capabilities in case of loss or theft

    5. Create Usage Policies

    Establish guidelines regarding the acceptable use of mobile devices within the organization. Include rules about:

    • Application installations (allow listing and blocklisting)
    • Internet usage
    • Distinction between personal and work-related activities

    6. Monitoring and Compliance

    Specify how compliance with the MDM policy will be monitored. Outline procedures for regular audits, reporting violations, and the consequences of non-compliance. Describe tools and techniques for monitoring device health and security status.

    7. Data Protection Measures

    Include strategies for protecting organizational data on mobile devices, such as:

    • Use of Virtual Private Networks (VPNs)
    • Secure storage practices
    • Requirements for data encryption
    • Data backup policies

    8. Incident Management Procedures

    Develop a plan to handle security incidents involving mobile devices. Include details on:

    • Reporting protocols for lost or stolen devices
    • Steps to remediate security breaches
    • Roles and responsibilities for incident response

    9. Provide Support and Maintenance Information

    Specify how employees can get support for their mobile devices. This could include troubleshooting procedures, information on software updates, and information on hardware maintenance.

    10. Review and Update the Policy Regularly

    Set a timeline for regularly reviewing and updating the MDM policy to address emerging security threats and changes in technology. Gather feedback from employees and make adjustments as necessary to ensure the policy remains relevant and effective.

    By following these steps, organizations can create a robust Mobile Device Management policy that protects sensitive data, mitigates security risks, and establishes clear guidelines for device use within the workplace.

  • Policy Management Software Types and Advantages

    Policy Management Software Types and Advantages

    Policy management software is the process of creating, reviewing, approving, organizing, and distributing all policy and procedure documents within an organization. Policy management allows companies to adapt as needed, ditching old policy glue for a modern, easy-to-understand format. Employees in an organization need to stay abreast of the latest threats, risks, and data, and perform their jobs by applicable rules and regulations. Policy management helps organizations ensure that all employees know how to operate and comply with their policies.

    Here are the articles to explain, What are the types and advantages of policy management software?

    Policy management software helps users manage policies from creation to approval and every step in between according to the organization’s established workflow. Policy management allows team leaders to distribute and share policies with all relevant employees. This process further helps organizations comply with external regulations and respond quickly to situations such as customer upgrades or security breaches.

    Types of Policy Management

    There are various types of policy management, some more effective than others. The type a company chooses depends on its size, budget, and preferences.

    • Paper: Outline your policies on physical paper, using old-fashioned methods like filing cabinets and binders to organize them. This approach is generally considered risky because paper policies are easily lost or damaged, are prone to security risks, and are time-consuming to update. Also, frequent printing can be expensive.
    • Mixed media: a mix of paper and digital solutions. It helps reduce paper usage and inefficiencies. This type of policy management allows organizations to collaborate and distribute policy documents more easily than paper-based ones. Mixed media policy management often involves uploading documents to shared intranet drives, digitally signing and tracking documents, and collaborating using tools such as Gmail, Google Workspace, Microsoft Teams, and more. This method is more secure than paper-based methods but is still prone to inefficiencies such as outdated or duplicate documents. Employees need to manually update these policies.
    • Digitally Based: Organize, update and distribute documents as efficiently as possible using cloud-based software. The software allows organizations to automate workflows and update policies in real-time, eliminating the need to distribute new policy documents every time a change occurs.

    Advantages of Using Policy Management

    Governance policies help teams stay up-to-date with the latest releases, keeping employees compliant in all situations.

    • Easy to update. Policy management helps prevent the loss of critical updates and new policies passed from managers to employees.
    • Risk Management. Employees who understand what is expected of them to comply with relevant policies can reduce their organization’s risk of non-compliance.
    • Save time by automating workflows. Policy management in large organizations brings policymakers closer to employees and gives policymakers greater influence. It also helps teams automate workflows to save time.
    • Report easily. Policy Management Documents all policies and revisions in one central location for easy reporting.
    • Accountability and transparency. Policy management helps track which employees made changes and makes the process more accountable and transparent.

    Basic Elements of Policy Management

    Policy management requires a system to maintain and update documentation. This is often referred to as the Policy Catalog. The more advanced the directory, the better it is for the organization.

    The basic elements of a good policy management system include:

    • Policy Review: Periodic reviews ensure all policies are up to date. This requires employees and managers to share, edit and approve files promptly.
    • Policy reporting: Status reporting is important for reporting to leadership and audit. They should allow for frequent and easy reporting.
    • Policy Approvals: Leads the approval of policies and lets the policy management team track the approval status of each policy.
    • Policy revisions: Policy management should facilitate easy updates that identify the latest version.

    Policy Management Best Practices

    A policy management system must be in place to be successful and maintained regularly to achieve positive outcomes. Follow these best practices:

    • Using the Software. Companies without an organized policy management system experience difficulties with policy consistency and communication. Additionally, manually distributing policies on paper, spreadsheets, or basic cloud storage systems leaves too much room for error. With software, organizations can automatically update company-wide policies. Policy versions are located in a central location, providing continuous access to all relevant stakeholders. Organizations also don’t have to worry about working with multiple policy versions at the same time, as the software always displays the newer version.
    • Prioritize consistency. Policy management needs to be consistent so that employees understand the importance of policies. Proper policy management provides managers with consistent disciplinary guidance that is necessary for fair treatment.
    • Make the policy accessible. Policies should be easily accessible to employees throughout the organization. Giving employees the ability to search and find the policy they’re looking for helps them understand exactly what the policy expects them to do so they can respond to the situation accordingly.
    • Provide policy training. Training based on company policy helps employees contextualize policy and improve long-term policy compliance management.
    • Review often. Reviewing and updating policies is an important part of policy management. Policies change frequently, and a good policy management system will keep up with those changes.
    What are the types and advantages of policy management software Image
    What are the types and advantages of policy management software? Photo by Mikhail Nilov from Pexels.
  • What are the Human Resource Policies and Procedures?

    What are the Human Resource Policies and Procedures?

    Human Resource Policies and Procedures; They can define as “continuing guidelines on the approach the organization intends to adopt in managing its people”. They exist formal rules adopted by a business that defines how to employ, train, assess, and reward the personnel, forming the philosophies of the organization; which lead to the principles that managers exist supposed to practice when coping with HR matters.

    Here is the article to explain, How to define the Human Resource Policies and Procedures?

    Consequently, human resource policies and procedures help in the decision-making process concerning staff when HR practices unfold. The assignment looks at an HR policies concept that promises to help organizations to manage various situations in the working environment. The central statement that this part attempted to discuss and debate is:

    Introduction;

    According to Salinas O. in his Article “Other concepts and tools in Human Resources”. Policies of recruitment, implementation, maintenance, development, and control of Human resources are vital for the proper performance of the workforce in the company.

    “In our opinion, the policies set by the company will never be unnecessary, just poorly developed or they have not been designed”.

    Advantages and Disadvantages of Human Resource Policies and Procedures;

    The main claim made for human resource policies and procedures is that when they exist well-organized; it can eliminate potential misinterpretations between employees and employers defining their rights and obligations within the firm.

    Ramey & Sniffen claim that;

    “Sound human resource policy is a necessity in the growth of any business or company”.

    Authors believe that recognition of this necessity usually appears after the increase in time and money wasted on resolving human resource issues. These resources could exist well spent on production, marketing, and planning for growth.

    Effective, consistent, and fair human resource decisions exist often made more time-consuming by a lack of written, standardized policies and procedures. The advantages of written HR policies may sound obvious, but there are also disadvantages.

    According to Armstrong, formal policies can be inflexible, constrictive, and platitudinous. Moreover, policies exist often expressed in abstract terms that may lead managers to get confused over abstractions.

    It appeared that even though HR experts tend to believe that written policies are a necessity, employees are usually against them; it as written records may become dangerous and can be used against them in a lawsuit and vice versa; the organization can become a subject to similar attacks.

    Organizational Analysis;

    We can notice examples that show us the relationship between cause and effect of the poorly developed policies; which further lead to organizational problems and low productivity. This can reflect in the following organizational examples analyzed below; however, some of the organizations mentioned have adopted some human resource policies and procedures which brought a positive impact on the organization.

    Organizational Examples;

    Wright et al. argue that companies start treating people as a human capital of competitive advantage; which can take through the human resource policies and procedures that best leverage HR practices and its performance. Hilton International’s UK hotels perceive this idea as being fundamentally concerned with the deployment of a service culture; throughout the organization by paying special attention to line manager involvement in human resource practice.

    HR policy stands also designed to address gender issues with an emphasis on equal opportunities and efficiency concerns. Not taking these issues seriously usually leads to sexual discrimination, particularly among the woman’s workforce sector.

    Examples of Human Resource Policies and Procedures Company;

    A study conducted by Standing describes the lack of reference to gender issues mostly in developing countries. It is exemplified that in Zimbabwe women’s formal sector employment is mainly in the service sector and women stand at the lower end of the hierarchy and salary grades. It exists also noted that in Uganda, only 3.7% of women are employed in professional, technical, clerical, and managerial occupations.

    LG Electronics India Company;

    LG Electronics India had come up with a new and improved HR Policy by introducing the Joyful Working 5 (JW5) program. To accelerate and strengthen the Culture at LGEIL as the survey stood conducted within the company; which mainly focused on the monotony employees are facing at work and the boredom they are undergoing. Such policy created the platform for both the employees and employers in a better understanding and pleasant work environment; which not only helped the company create a compelling future; but also build the culture of striving for the number one position in the industry.

    NHS Direct or UNISON Company;

    NHS Direct was planning to redundant some of their employees in the next few months. With the formal company policies in place; the UNISON union committee had fought back with the statement that NHS Direct has breached policy for reasons; which include failing to consult with UNISON’s collective committee that there were plans to issue an advance notice of redundancies.

    As a result, NHS Direct’s director of human resources said;

    “If the proposal is accepted, we would, wherever possible, offer staff alternative employment at nearby NHS Direct sites, and redundancies would only take effect as a last resort”.

    Blue Cross Company;

    This is a case about Blue Cross Company; according to Larson, Susan Baldwin working for Blue Cross Company claimed she existed subjected to various profanities and sexual innuendo from her boss. Blue Cross immediately interviewed Scott Head, the alleged harasser, and three other employees, but no one substantiated Baldwin’s claims. Rather than terminating or disciplining the supervisor, Blue Cross gave him a warning and offered to hire an industrial psychologist to counsel both him and Baldwin. She refused. When Baldwin refused Blue Cross’s subsequent offer to transfer her to another location, she stood terminated. Her lawsuit followed quickly.

    The court found that Blue Cross was not liable for discrimination for terminating Baldwin because, “Firing an employee because she will not cooperate with the employer’s reasonable efforts to resolving her complaints is not discrimination based on sex, even if the complaints are about sexual harassment”. The court also found that Blue Cross was not liable for the alleged acts of its supervisor; because it exercised reasonable care to promptly correct harassing behavior; as soon as it existed reported, and Baldwin unreasonably failed to take advantage of the remedial actions Blue Cross offered.

    Sharon Coleman a former legal secretary;

    A case about Sharon Coleman a former legal secretary in July 2008, won a legal battle in the European Court of Justice against her employers Attridge Law (now called EBR Attridge LLP); whom she accused of discriminating against her at the workplace and of having forced her into accepting voluntary redundancy.

    As Coleman had a 4-year-old son who existed disabled, born with a medical condition that led to his having difficulties in breathing and hearing. According to Coleman, she existed treated differently at work from other employees, who had normal children. By the law of Flexibility in the Workplace & Discrimination by Association, Coleman sued the company and won her legal battle.

    Eli Lilly & Company;

    Eli Lilly & Company (Lilly) world’s leading Pharmaceuticals Company; which claims to have a very good diversity program running at the company and existed also widely regarded as a very good employer, faced a federal lawsuit regarding the company’s human rights policies and practices. On April 20, 2006, a class-action lawsuit stood filed with the US District Court, Southern District of Indiana, by four black employees who had worked at Lilly. The lawsuit charged the company with being hostile and biased against them because of their race. Lilly stood accused of discriminating against the black employees based on race and denying them fair wages, promotions, performance evaluations, and discipline.

    General Electric Company;

    In terms of renovation, reinvention, transformation, or redesign; General Electric has done emphasis on having a good working relationship and keeping the best atmosphere for their employees. According to Immelt J, people are the most important value in General Electric. Therefore, the ability to recruit the best people in the world is a competitive advantage without comparison. A strategic point in the management of RH is the communication chain, at the same time; the leaders must be able to represent employers and employees. Clear human resource policies and procedures are essential so employees could understand their company and gain a sense of belonging.

    Harley Davison Company;

    Harley Davison has a human resources system based on formal training and learning management. The result of this is that their employees share a positive attitude that exists associated with the development and competitiveness of this Company.

    Harley Davison institutionalizes its commitment to learning and created the University of Harley to develop leaders, translating values into action with an emotional performance in which the value attached to learning applies and, the evaluation of individual performance shapes a new organization in which the learning share and it is the ingredient that binds employees.

    IKEA Company;

    For the Swede Ingvar Kamprad Founder of IKEA company, who started his idea in 1943, thinking about the necessities of the common people and nowadays his company has branches in 36 countries of Europe, Asia, North America and Oceania with more than 200 stores, the protection, and care of his employees is and will be one of the most important policy, doing of them, a company with high social responsibility.

    Currently, IKEA has more than 105.000 employees, for this reason; their greatest concern for them give their employees a good balance between work and personal life; therefore, they have kept flexibility in their tasks and activities, suitable schedules, plans of professional development, support in different studies as college or universities and medical coverage; consequently of their policies in RH and programs for employees, IKEA has received several awards.

    Walmart Company;

    WALMART is a company that is in the top 5 of the greatest companies in the world. Its success is based mainly on “customers and employees” the policies created around the employees were essential in his goals; Sam Walson founder offered their employees, benefits, and gains, they were part of the excellent results.

    In other words, Sam Walson wanted his employees to be members, encouraging cashiers to managers to think about how owners, ideas very successful likewise, for him, was fundamental to have employees with new ideas, clear thoughts, and a positive minds without bad habits from their previous jobs.

    Nestlé Company;

    Nestlé was a result of the merger in 1905 of the Anglo-Swiss Condensed Milk, founded in 1866, with (Farine Lactea) Nestlé SA.; Founded in 1867 by Henri Nestlé; who invented a product that continues to save the lives of children and newborn – infant formula for babies whose mothers cannot breastfeed; its success is the sum of a long and distinguished history, part of its success is based on the thought; that their partners should achieve a good balance between their careers and their privacy. Not only because it reinforces loyalty, satisfaction and it improves productivity; also it has a positive impact on the reputation of the Company and attracts and motivates employees.

    Microsoft Company;

    According to the list of Best Workplaces 2007, Microsoft has existed designated; as the company with a better working environment, the study includes credibility, respect, fairness, pride, and camaraderie. According to it, the Microsoft executives are fulfilling their promises in creating career and training opportunities and properly assigning functions (promotions to worthy people); the company involves employees in decision-making takes into account their suggestions, recognizes his work, and allows flexibility.

    American Express Company;

    Employee networks are a key element of American Express’ success in supporting diversity in the workplace. Currently, American Express has 10 networks open to all employees organized around topics of interest to African-American, Asian, Christian, Gay & Lesbian, Hispanic, Jewish, and Native American employees, as well as for People over 40, People with Disabilities, and Women. These networks provide support to American Express’ business objectives, including enhancing marketing efforts in targeted communities, supporting employee recruitment and retention initiatives, and participating in outreach and volunteer programs.

    These networks have also been instrumental in helping to introduce new policies and benefits to employees. For example, GLOBE, the company’s gay and lesbian network, was instrumental in having domestic partner benefits introduced back in 1997. And WIN, the women’s network, worked with management to introduce a customized companywide alternative work arrangements policy; as well as a free backup childcare center in several locations throughout the United States.

    ENRON Company;

    Mishandling of the resources human policies can lead to failure. Such as is the case of ENRON one of the seven biggest companies in the United States; the problem existed focused on a poor policy of recruitment and selection, due to, the chosen people with high qualifications; but they were not suitable for the position, besides people hired by just friendship, taking wrong decisions in critical situations.

    This is the case of Cindy Olson who was HR Vice-President of ENRON. She did not have enough knowledge about United States laws regarding employee benefits, giving wrong advice on investment over stock options. The previous point represents a serious violation of the financial legislation in the United State of America.

    Conclusions;

    Looking at the evidence provided, it seems that the production and maintenance of formal human resource policies and procedures records exist applied in ways that assure that personnel management policies are in use. Companies typically have to make revisions to established HR policies regularly; otherwise, there is a danger of those policies becoming outdated as the company grows; and as the regulatory and business environments in which it operates evolve.

    On the other side, Policies can make today and changed tomorrow who can stop the management from doing that? Most research on human resource (HR) policies in the workplace suggests that formal policies can contribute to variation in discrimination by altering employers’ behaviors. We consider an alternative manner by which HR policies influence formal discrimination complaints; human resource policies and procedures, especially those targeting employees, can raise employees’ rights awareness and encourage them to seek remedies for discrimination at work.

    What are the Human Resource Policies and Procedures Image
    What are the Human Resource Policies and Procedures?