Mobile technology is indispensable in the modern workplace. Due to its versatility, it offers a range of benefits, but also comes with considerable risks to the business. It is essential to consider both advantages and disadvantages of using mobile technology in business.

What is mobile technology?

Mobile technology is exactly what the name implies - technology that is portable. Examples of mobile IT devices include:

• laptop, tablets and netbook computers
• smartphones
• global positioning system (GPS) devices
• wireless debit/credit card payment terminals

Portable devices use many different communications technologies, including:

• wireless fidelity (Wi-Fi) - a type of wireless local area network technology
• bluetooth - connects mobile devices wirelessly
• data networking services for mobile phones - such as 3G, 4G and 5G wireless cellular technologies, global system for mobile communications (GSM) and general packet radio service (GPRS) data services
• virtual private networks - secure access to a private network

These technologies enable us to network mobile devices, such as phones and laptops, to our offices or the internet while travelling or working from remote locations.

Advantages of mobile technology

The benefits of using mobile technology in business can lead to:

• higher efficiency and productivity of staff
• better quality and flexibility of service you offer your customers
• the ability to accept payments wirelessly
• increased ability to communicate in and out of the workplace
• greater access to modern apps and services
• improved networking capabilities

Mobile devices can link you directly into the office network while working off-site. For example, you could remotely:

• set up a new customer's account
• access existing customer records
• check prices and stock availability
• place an order online

Rapid developments in cloud computing are boosting the use of mobile devices in business, supporting more flexible working practices and accessing services over the internet. 

Disadvantages of mobile technology

Main disadvantages that come with the use of mobile technology in business include:

• Costs - new technologies and devices are often costly to purchase and require ongoing maintenance and upkeep.
• Workplace distractions - as the range of technologies and devices increases, so does the potential for them to disrupt productivity and workflow in the business.
• Additional training needs - staff may need instructions and training on how to use new technology.
• Increased IT security needs - portable devices are vulnerable to security risks, especially if they contain sensitive or critical business data.

If you are using mobile devices for business, you should take measures to ensure that the devices, and the data they access, remain safe. See more on cyber security for business and securing your wireless systems.

Mobile phones and smartphones are familiar features of business life. The ability to make, receive and divert calls, and receive voicemail is important to business users.

What are the mobile services?

As well as telephony on the go, mobile devices also offer data transmission services through:

• global system for mobile communications (GSM) - the first global standard for mobile communication that allows mobile devices to exchange digitised and compressed data
• general packet radio service (GPRS) - an 'always-on' data service similar to broadband, but at slower transfer rates sometimes known as 2G
• 'third generation' (3G) and 'fourth generation' (4G) cellular data services, also offering always-on connection at rates comparable to broadband
• 'fifth generation' (5G) cellular networks - gradually being rolled out across the UK, 5G denotes the latest major phase of telecommunications standards

Many mobile handsets are capable of accessing these data services and include functions such as email and web access, and simplified office applications. These handsets are often known as smartphones.

Importance of mobile phones in business communication

Mobile phones are vital in modern businesses for many reasons. For example:

• A mobile handset can provide a network connection for other devices, such as tablet computers and laptops using Bluetooth. However, most new laptops and tablets have wireless capability built in making this method virtually redundant.
• Smartphones such as the iPhone, Android, Windows phones etc can combine phone and a pocket-sized computing into a single device. They are a versatile business tool - handling email, offering diary functions, providing data connection for laptops along with conventional mobile phone use.
• Near-universal availability of cellular networks and the established billing systems between operators, which allow you to use your device outside your service provider's network, make these services very useful for keeping in contact while travelling.

Disadvantages of mobile telephony services in business

Potential pitfalls can include:

• Costs of new data services - these can be expensive, so it is important to get the right tariff for your business.
• Data transmission rates - although improving rapidly, mobile data transmission rates are not as good as wireless local area networks using wireless technology.
• Depending on the device, size can be an issue - eg smartphone keyboards may be small and therefore difficult to use, and their size also makes them easier to lose or damage.

Read more about choosing business phone systems.

Mobile IT devices can use almost any wired and wireless networking technologies, as long as they are enabled to do so, either by in-built capability or via a network adapter.

What are the different types of mobile networks?

Several different technologies exist that support mobile networking, including:

• using the global system for mobile communications (GSM), general packet radio service (GPRS) and third-generation (3G), fourth-generation (4G) and fifth-generation (5G) services offered by mobile networks
• cable connection to 'wired' local area networks (LANs) - Ethernet is the most popular wired LAN technology
• secure 'wireless LANs' within office buildings or public 'hot spots' such as internet cafes - wireless fidelity (Wi-Fi) is the most popular wireless LAN technology
• Bluetooth or infra-red connection to another mobile device that offers one or more of the above connection capabilities
• extranets that can be accessed remotely, allowing mobile staff to use limited areas of your business' website and data
• use of smartphones to facilitate instant email access

Real-time application of mobile networking

Sometimes you don't need networking capability on the move. It might be sufficient to download and upload the information required at the start and end of the day from the office computer system.

However, real-time communication with the office can be important in delivering business benefits, such as efficient use of staff time, improved customer service and a greater range of products and services delivered. Examples include:

• making presentations to customers, and being able to download product information to their network during the visit
• quotations and interactive order processing
• checking stock levels via the office network
• interacting with colleagues while travelling - sending and receiving emails, collaborating on responses to tenders, delivering trip reports in a timely manner

Disadvantages of mobile networking

There can be issues with maintaining the security of portable devices and the data they can access. For example, due to their small size, these devices can be easy to steal. It is also possible for data to be intercepted using some of these mobile technologies - such as Bluetooth or Wi-Fi. It is therefore important to put measures in place to secure your wireless systems.

Bring Your Own Device (BYOD) is a practice of allowing employees to use their own personal laptops, smartphones, tablets or other devices for work. It has become increasingly popular in recent years, and especially during the COVID-19 pandemic, as a way of enabling employees to work remotely, accessing their business' network and data from home or on the go.

The practice of BYOD offers many benefits but it is not without risk, especially when it comes to security and data protection.

Advantages of BYOD

For some businesses, a successful, well-controlled BYOD environment can:

• offer greater flexibility
• increase workforce mobility
• increase efficiency and productivity
• raise employee satisfaction
• allow greater choice in device type
• cut hardware spend and software licencing costs
• cut down on device management for business-owned devices

With proper use and safety precautions, allowing employees to use their own devices for work can be an ideal workplace policy for some businesses.

However, where BYOD is not completely understood and adequately regulated, it can seriously threaten the security of business data and systems.

BYOD issues around security and privacy

BYOD raises a number of data protection concerns and can lead to vulnerabilities in information security. For example:

• Intentionally or accidentally, private information could leak from unprotected and unmanaged devices.
• Personal devices may lack data encryption capabilities or can be lost or stolen, increasing the risks of data loss or exposure.
• Personal devices may contain malicious apps or malware or be more vulnerable to attack from online threats.
• Responsibility to manage passwords, anti-virus and anti-malware protection, security patches and other safety measures, falls onto the device owner, meaning you have little to no control over safeguarding the device.
• Storage of business and personal data on the same device may be challenging. You must also consider the security of data once it is stored on the device.
• You may need to modify your current IT infrastructure and tech support to make it BYOD compliant, across the whole range of devices and applications your employees will be using.

From a legal perspective, the responsibility for protecting personal information rests with the data controller (ie the organisation), not the device owner. Read the Information Commissioner's Office guidelines on BYOD and data protection and be aware of your duties under the data protection laws, including the UK General Data Protection Regulation (UK GDPR).

BYOD and home working best practices

If your staff are working from home and using their own devices to access company software, you should:

• consider using multi-factor authentication for remote access
• ensure that the device owner's data and the organisation's data are kept separate
• ensure that staff cannot inadvertently or deliberately move the organisation's data into their personal storage on the device or onto separate personally-owned devices
• be aware that the device's security may be compromised and plan accordingly, eg update out-of-date and unpatched operating systems or software

If your staff are using their own devices and their own software to access your business applications and data, bear in mind the increased potential for your systems and data to be compromised. For example:

• out-of-date software or operating systems, weak passwords or insecure methods of communications, such as personal email accounts, may be vulnerable to exploitation
• devices are likely to be shared between family members, so unauthorised people may be able to access personal data
• personal devices are unlikely to encrypt data, making it vulnerable in the event of loss or theft of the device
• data can easily be moved to other insecure storage, including personally-owned USB sticks and external hard drives, which can increase the potential for loss

Consider these security risks and put in place measures to mitigate them to avoid potential data breaches.

Create a Bring Your Own Device (BYOD) policy

Rolling out a BYOD programme in your organisation requires three critical components:

• a software application for managing the devices that are connecting to the network
• a written policy outlining both the employer's and the user's responsibilities
• a user agreement, acknowledging that they have read and understood the policy

Before developing your policy, you should conduct a thorough risk assessment and carefully consider your responsibility for data access, processing and storage.

A BYOD policy should aim to protect the security and integrity of your company data and technology infrastructure. It should cover things like:

• acceptable use - which activities are allowed/not allowed for business or personal use
• devices - which devices are permitted/not permitted
• apps - which apps are permitted/not permitted, including download of new apps
• ownership of apps and data and their management
• support and service - how to deal with connectivity issues, configuration of apps, etc
• security - what measures will be put in place to prevent unauthorised access to company's data and system, enable remote management of device, etc
• liabilities - eg for costs associated with the device or for the loss of data or device
• termination of access - eg for non-compliance with policy, or an employee exit

As well as a policy, you should at the very least provide your employees with clear guidance on:

• how to secure their device by keeping software up to date
• how to use strong passwords
• how to minimise the storage of personal data on their devices

It is important that staff understand when and how they should report potential data breaches if these occur on their personal devices.

The National Cyber Security Centre has detailed guidance for organisations considering integrating BYOD into their practices.

Tablet computers are devices that run cut-down versions of 'standard' office software packages and similar applications to automate tasks or access and share information. Their small size can make extended use inconvenient, but they are ideal for remote access to email, schedules and documents.

Laptop computers, netbooks and some tablet devices give you the full functionality of a desktop PC and can handle the full range of office software.

Most modern laptops and tablets can connect to the internet or your business' computer network via wireless technology.

Reasons to use laptops in business

Mobile networking devices such as laptops and tablets can be used for a wide variety of purposes. Key features include immediate access to data and more flexible ways of doing business.

It is often possible to carry out the same tasks that you would in an office while on the move, as many mobile devices operate the same software as office PCs. For example:

• salespeople can use laptops and handhelds to make presentations, check stock levels, make quotations, and place online orders while on customer premises
• laptops are ideal for 'hot-desking' and other types of flexible working, such as homeworking and working while travelling away from the office
• laptops and tablet computers allow users to keep in touch via email while out of the office

Disadvantages of laptops and tablets over desktops

Depending on the tasks, smaller devices such as laptops and tablets may not always be appropriate. For example:

• Tablet keyboards can be small and more difficult to use. Choosing one with a stylus can avoid this problem and can be quicker than typing or using a touchscreen.
• Laptops, netbooks and tablets present additional security issues - eg they are easy to steal or lose. When using mobile devices employees should be made aware of the need to keep devices and business information secure.
• If using public wireless fidelity networks (Wi-Fi) to access the internet, it may not always be possible to find a secure network for your mobile device. This may prevent you from accessing your business information when you need to.

As with all technology, training can be key to delivering the full benefits. Find out how to identify staff IT training and learning needs.

There are many things to consider when using mobile technology in your business. Here are some best practice tips to help you make the most of it.

Do:

• Audit your business to see where mobile devices and technologies may be of most use.
• Look at the potential for increased flexibility in the way you work.
• Look at any new opportunities that may be arising - for example, the introduction of 'pay as you go' mobile phones gave retailers a chance to start selling top-ups.
• Train your staff to use these devices and understand the security issues.
• Draw up an 'acceptable use' policy for your staff and make sure that they understand any limitations, eg on personal use or rules around using handheld mobile devices whilst driving. See our sample telephone usage policy.
• Include your mobile devices in any software audits and updates.
• Assign an ID number to each mobile device and keep track of who's using it.
• Ensure that data is secure in the event that a mobile device is stolen.
• Back up mobile data regularly, along with other valuable corporate data.
• Use secure technologies, for example virtual private networks (VPNs), when connecting to your network from outside locations. See securing your wireless systems.
• Use passwords to control access to mobile devices and your business network.
• Check whether mobile devices - and data - are covered by your insurance.
• Consider computer health and safety at work.
• Keep up to date with new developments - mobile technologies are growing rapidly and new opportunities to apply them in your business can come at any time. See 7 essential technology upgrades for your business.

Don't:

• Allow mobile devices to have free access to all sensitive corporate data, unless strong security measures (VPNs, authentication and encryption) are in place.
• Leave mobile devices in areas where they can be seen or easily taken.
• Share or leave password information in places where unauthorised users can find it.

If you're concerned about the security of your mobile devices and technology, find out how to protect your business online.

Mobile technology is indispensable in the modern workplace. Due to its versatility, it offers a range of benefits, but also comes with considerable risks to the business. It is essential to consider both advantages and disadvantages of using mobile technology in business.

What is mobile technology?

Mobile technology is exactly what the name implies - technology that is portable. Examples of mobile IT devices include:

• laptop, tablets and netbook computers
• smartphones
• global positioning system (GPS) devices
• wireless debit/credit card payment terminals

Portable devices use many different communications technologies, including:

• wireless fidelity (Wi-Fi) - a type of wireless local area network technology
• bluetooth - connects mobile devices wirelessly
• data networking services for mobile phones - such as 3G, 4G and 5G wireless cellular technologies, global system for mobile communications (GSM) and general packet radio service (GPRS) data services
• virtual private networks - secure access to a private network

These technologies enable us to network mobile devices, such as phones and laptops, to our offices or the internet while travelling or working from remote locations.

Advantages of mobile technology

The benefits of using mobile technology in business can lead to:

• higher efficiency and productivity of staff
• better quality and flexibility of service you offer your customers
• the ability to accept payments wirelessly
• increased ability to communicate in and out of the workplace
• greater access to modern apps and services
• improved networking capabilities

Mobile devices can link you directly into the office network while working off-site. For example, you could remotely:

• set up a new customer's account
• access existing customer records
• check prices and stock availability
• place an order online

Rapid developments in cloud computing are boosting the use of mobile devices in business, supporting more flexible working practices and accessing services over the internet. 

Disadvantages of mobile technology

Main disadvantages that come with the use of mobile technology in business include:

• Costs - new technologies and devices are often costly to purchase and require ongoing maintenance and upkeep.
• Workplace distractions - as the range of technologies and devices increases, so does the potential for them to disrupt productivity and workflow in the business.
• Additional training needs - staff may need instructions and training on how to use new technology.
• Increased IT security needs - portable devices are vulnerable to security risks, especially if they contain sensitive or critical business data.

If you are using mobile devices for business, you should take measures to ensure that the devices, and the data they access, remain safe. See more on cyber security for business and securing your wireless systems.

Mobile phones and smartphones are familiar features of business life. The ability to make, receive and divert calls, and receive voicemail is important to business users.

What are the mobile services?

As well as telephony on the go, mobile devices also offer data transmission services through:

• global system for mobile communications (GSM) - the first global standard for mobile communication that allows mobile devices to exchange digitised and compressed data
• general packet radio service (GPRS) - an 'always-on' data service similar to broadband, but at slower transfer rates sometimes known as 2G
• 'third generation' (3G) and 'fourth generation' (4G) cellular data services, also offering always-on connection at rates comparable to broadband
• 'fifth generation' (5G) cellular networks - gradually being rolled out across the UK, 5G denotes the latest major phase of telecommunications standards

Many mobile handsets are capable of accessing these data services and include functions such as email and web access, and simplified office applications. These handsets are often known as smartphones.

Importance of mobile phones in business communication

Mobile phones are vital in modern businesses for many reasons. For example:

• A mobile handset can provide a network connection for other devices, such as tablet computers and laptops using Bluetooth. However, most new laptops and tablets have wireless capability built in making this method virtually redundant.
• Smartphones such as the iPhone, Android, Windows phones etc can combine phone and a pocket-sized computing into a single device. They are a versatile business tool - handling email, offering diary functions, providing data connection for laptops along with conventional mobile phone use.
• Near-universal availability of cellular networks and the established billing systems between operators, which allow you to use your device outside your service provider's network, make these services very useful for keeping in contact while travelling.

Disadvantages of mobile telephony services in business

Potential pitfalls can include:

• Costs of new data services - these can be expensive, so it is important to get the right tariff for your business.
• Data transmission rates - although improving rapidly, mobile data transmission rates are not as good as wireless local area networks using wireless technology.
• Depending on the device, size can be an issue - eg smartphone keyboards may be small and therefore difficult to use, and their size also makes them easier to lose or damage.

Read more about choosing business phone systems.

Mobile IT devices can use almost any wired and wireless networking technologies, as long as they are enabled to do so, either by in-built capability or via a network adapter.

What are the different types of mobile networks?

Several different technologies exist that support mobile networking, including:

• using the global system for mobile communications (GSM), general packet radio service (GPRS) and third-generation (3G), fourth-generation (4G) and fifth-generation (5G) services offered by mobile networks
• cable connection to 'wired' local area networks (LANs) - Ethernet is the most popular wired LAN technology
• secure 'wireless LANs' within office buildings or public 'hot spots' such as internet cafes - wireless fidelity (Wi-Fi) is the most popular wireless LAN technology
• Bluetooth or infra-red connection to another mobile device that offers one or more of the above connection capabilities
• extranets that can be accessed remotely, allowing mobile staff to use limited areas of your business' website and data
• use of smartphones to facilitate instant email access

Real-time application of mobile networking

Sometimes you don't need networking capability on the move. It might be sufficient to download and upload the information required at the start and end of the day from the office computer system.

However, real-time communication with the office can be important in delivering business benefits, such as efficient use of staff time, improved customer service and a greater range of products and services delivered. Examples include:

• making presentations to customers, and being able to download product information to their network during the visit
• quotations and interactive order processing
• checking stock levels via the office network
• interacting with colleagues while travelling - sending and receiving emails, collaborating on responses to tenders, delivering trip reports in a timely manner

Disadvantages of mobile networking

There can be issues with maintaining the security of portable devices and the data they can access. For example, due to their small size, these devices can be easy to steal. It is also possible for data to be intercepted using some of these mobile technologies - such as Bluetooth or Wi-Fi. It is therefore important to put measures in place to secure your wireless systems.

Bring Your Own Device (BYOD) is a practice of allowing employees to use their own personal laptops, smartphones, tablets or other devices for work. It has become increasingly popular in recent years, and especially during the COVID-19 pandemic, as a way of enabling employees to work remotely, accessing their business' network and data from home or on the go.

The practice of BYOD offers many benefits but it is not without risk, especially when it comes to security and data protection.

Advantages of BYOD

For some businesses, a successful, well-controlled BYOD environment can:

• offer greater flexibility
• increase workforce mobility
• increase efficiency and productivity
• raise employee satisfaction
• allow greater choice in device type
• cut hardware spend and software licencing costs
• cut down on device management for business-owned devices

With proper use and safety precautions, allowing employees to use their own devices for work can be an ideal workplace policy for some businesses.

However, where BYOD is not completely understood and adequately regulated, it can seriously threaten the security of business data and systems.

BYOD issues around security and privacy

BYOD raises a number of data protection concerns and can lead to vulnerabilities in information security. For example:

• Intentionally or accidentally, private information could leak from unprotected and unmanaged devices.
• Personal devices may lack data encryption capabilities or can be lost or stolen, increasing the risks of data loss or exposure.
• Personal devices may contain malicious apps or malware or be more vulnerable to attack from online threats.
• Responsibility to manage passwords, anti-virus and anti-malware protection, security patches and other safety measures, falls onto the device owner, meaning you have little to no control over safeguarding the device.
• Storage of business and personal data on the same device may be challenging. You must also consider the security of data once it is stored on the device.
• You may need to modify your current IT infrastructure and tech support to make it BYOD compliant, across the whole range of devices and applications your employees will be using.

From a legal perspective, the responsibility for protecting personal information rests with the data controller (ie the organisation), not the device owner. Read the Information Commissioner's Office guidelines on BYOD and data protection and be aware of your duties under the data protection laws, including the UK General Data Protection Regulation (UK GDPR).

BYOD and home working best practices

If your staff are working from home and using their own devices to access company software, you should:

• consider using multi-factor authentication for remote access
• ensure that the device owner's data and the organisation's data are kept separate
• ensure that staff cannot inadvertently or deliberately move the organisation's data into their personal storage on the device or onto separate personally-owned devices
• be aware that the device's security may be compromised and plan accordingly, eg update out-of-date and unpatched operating systems or software

If your staff are using their own devices and their own software to access your business applications and data, bear in mind the increased potential for your systems and data to be compromised. For example:

• out-of-date software or operating systems, weak passwords or insecure methods of communications, such as personal email accounts, may be vulnerable to exploitation
• devices are likely to be shared between family members, so unauthorised people may be able to access personal data
• personal devices are unlikely to encrypt data, making it vulnerable in the event of loss or theft of the device
• data can easily be moved to other insecure storage, including personally-owned USB sticks and external hard drives, which can increase the potential for loss

Consider these security risks and put in place measures to mitigate them to avoid potential data breaches.

Create a Bring Your Own Device (BYOD) policy

Rolling out a BYOD programme in your organisation requires three critical components:

• a software application for managing the devices that are connecting to the network
• a written policy outlining both the employer's and the user's responsibilities
• a user agreement, acknowledging that they have read and understood the policy

Before developing your policy, you should conduct a thorough risk assessment and carefully consider your responsibility for data access, processing and storage.

A BYOD policy should aim to protect the security and integrity of your company data and technology infrastructure. It should cover things like:

• acceptable use - which activities are allowed/not allowed for business or personal use
• devices - which devices are permitted/not permitted
• apps - which apps are permitted/not permitted, including download of new apps
• ownership of apps and data and their management
• support and service - how to deal with connectivity issues, configuration of apps, etc
• security - what measures will be put in place to prevent unauthorised access to company's data and system, enable remote management of device, etc
• liabilities - eg for costs associated with the device or for the loss of data or device
• termination of access - eg for non-compliance with policy, or an employee exit

As well as a policy, you should at the very least provide your employees with clear guidance on:

• how to secure their device by keeping software up to date
• how to use strong passwords
• how to minimise the storage of personal data on their devices

It is important that staff understand when and how they should report potential data breaches if these occur on their personal devices.

The National Cyber Security Centre has detailed guidance for organisations considering integrating BYOD into their practices.

Tablet computers are devices that run cut-down versions of 'standard' office software packages and similar applications to automate tasks or access and share information. Their small size can make extended use inconvenient, but they are ideal for remote access to email, schedules and documents.

Laptop computers, netbooks and some tablet devices give you the full functionality of a desktop PC and can handle the full range of office software.

Most modern laptops and tablets can connect to the internet or your business' computer network via wireless technology.

Reasons to use laptops in business

Mobile networking devices such as laptops and tablets can be used for a wide variety of purposes. Key features include immediate access to data and more flexible ways of doing business.

It is often possible to carry out the same tasks that you would in an office while on the move, as many mobile devices operate the same software as office PCs. For example:

• salespeople can use laptops and handhelds to make presentations, check stock levels, make quotations, and place online orders while on customer premises
• laptops are ideal for 'hot-desking' and other types of flexible working, such as homeworking and working while travelling away from the office
• laptops and tablet computers allow users to keep in touch via email while out of the office

Disadvantages of laptops and tablets over desktops

Depending on the tasks, smaller devices such as laptops and tablets may not always be appropriate. For example:

• Tablet keyboards can be small and more difficult to use. Choosing one with a stylus can avoid this problem and can be quicker than typing or using a touchscreen.
• Laptops, netbooks and tablets present additional security issues - eg they are easy to steal or lose. When using mobile devices employees should be made aware of the need to keep devices and business information secure.
• If using public wireless fidelity networks (Wi-Fi) to access the internet, it may not always be possible to find a secure network for your mobile device. This may prevent you from accessing your business information when you need to.

As with all technology, training can be key to delivering the full benefits. Find out how to identify staff IT training and learning needs.

There are many things to consider when using mobile technology in your business. Here are some best practice tips to help you make the most of it.

Do:

• Audit your business to see where mobile devices and technologies may be of most use.
• Look at the potential for increased flexibility in the way you work.
• Look at any new opportunities that may be arising - for example, the introduction of 'pay as you go' mobile phones gave retailers a chance to start selling top-ups.
• Train your staff to use these devices and understand the security issues.
• Draw up an 'acceptable use' policy for your staff and make sure that they understand any limitations, eg on personal use or rules around using handheld mobile devices whilst driving. See our sample telephone usage policy.
• Include your mobile devices in any software audits and updates.
• Assign an ID number to each mobile device and keep track of who's using it.
• Ensure that data is secure in the event that a mobile device is stolen.
• Back up mobile data regularly, along with other valuable corporate data.
• Use secure technologies, for example virtual private networks (VPNs), when connecting to your network from outside locations. See securing your wireless systems.
• Use passwords to control access to mobile devices and your business network.
• Check whether mobile devices - and data - are covered by your insurance.
• Consider computer health and safety at work.
• Keep up to date with new developments - mobile technologies are growing rapidly and new opportunities to apply them in your business can come at any time. See 7 essential technology upgrades for your business.

Don't:

• Allow mobile devices to have free access to all sensitive corporate data, unless strong security measures (VPNs, authentication and encryption) are in place.
• Leave mobile devices in areas where they can be seen or easily taken.
• Share or leave password information in places where unauthorised users can find it.

If you're concerned about the security of your mobile devices and technology, find out how to protect your business online.

Mobile technology is indispensable in the modern workplace. Due to its versatility, it offers a range of benefits, but also comes with considerable risks to the business. It is essential to consider both advantages and disadvantages of using mobile technology in business.

What is mobile technology?

Mobile technology is exactly what the name implies - technology that is portable. Examples of mobile IT devices include:

• laptop, tablets and netbook computers
• smartphones
• global positioning system (GPS) devices
• wireless debit/credit card payment terminals

Portable devices use many different communications technologies, including:

• wireless fidelity (Wi-Fi) - a type of wireless local area network technology
• bluetooth - connects mobile devices wirelessly
• data networking services for mobile phones - such as 3G, 4G and 5G wireless cellular technologies, global system for mobile communications (GSM) and general packet radio service (GPRS) data services
• virtual private networks - secure access to a private network

These technologies enable us to network mobile devices, such as phones and laptops, to our offices or the internet while travelling or working from remote locations.

Advantages of mobile technology

The benefits of using mobile technology in business can lead to:

• higher efficiency and productivity of staff
• better quality and flexibility of service you offer your customers
• the ability to accept payments wirelessly
• increased ability to communicate in and out of the workplace
• greater access to modern apps and services
• improved networking capabilities

Mobile devices can link you directly into the office network while working off-site. For example, you could remotely:

• set up a new customer's account
• access existing customer records
• check prices and stock availability
• place an order online

Rapid developments in cloud computing are boosting the use of mobile devices in business, supporting more flexible working practices and accessing services over the internet. 

Disadvantages of mobile technology

Main disadvantages that come with the use of mobile technology in business include:

• Costs - new technologies and devices are often costly to purchase and require ongoing maintenance and upkeep.
• Workplace distractions - as the range of technologies and devices increases, so does the potential for them to disrupt productivity and workflow in the business.
• Additional training needs - staff may need instructions and training on how to use new technology.
• Increased IT security needs - portable devices are vulnerable to security risks, especially if they contain sensitive or critical business data.

If you are using mobile devices for business, you should take measures to ensure that the devices, and the data they access, remain safe. See more on cyber security for business and securing your wireless systems.

Mobile phones and smartphones are familiar features of business life. The ability to make, receive and divert calls, and receive voicemail is important to business users.

What are the mobile services?

As well as telephony on the go, mobile devices also offer data transmission services through:

• global system for mobile communications (GSM) - the first global standard for mobile communication that allows mobile devices to exchange digitised and compressed data
• general packet radio service (GPRS) - an 'always-on' data service similar to broadband, but at slower transfer rates sometimes known as 2G
• 'third generation' (3G) and 'fourth generation' (4G) cellular data services, also offering always-on connection at rates comparable to broadband
• 'fifth generation' (5G) cellular networks - gradually being rolled out across the UK, 5G denotes the latest major phase of telecommunications standards

Many mobile handsets are capable of accessing these data services and include functions such as email and web access, and simplified office applications. These handsets are often known as smartphones.

Importance of mobile phones in business communication

Mobile phones are vital in modern businesses for many reasons. For example:

• A mobile handset can provide a network connection for other devices, such as tablet computers and laptops using Bluetooth. However, most new laptops and tablets have wireless capability built in making this method virtually redundant.
• Smartphones such as the iPhone, Android, Windows phones etc can combine phone and a pocket-sized computing into a single device. They are a versatile business tool - handling email, offering diary functions, providing data connection for laptops along with conventional mobile phone use.
• Near-universal availability of cellular networks and the established billing systems between operators, which allow you to use your device outside your service provider's network, make these services very useful for keeping in contact while travelling.

Disadvantages of mobile telephony services in business

Potential pitfalls can include:

• Costs of new data services - these can be expensive, so it is important to get the right tariff for your business.
• Data transmission rates - although improving rapidly, mobile data transmission rates are not as good as wireless local area networks using wireless technology.
• Depending on the device, size can be an issue - eg smartphone keyboards may be small and therefore difficult to use, and their size also makes them easier to lose or damage.

Read more about choosing business phone systems.

Mobile IT devices can use almost any wired and wireless networking technologies, as long as they are enabled to do so, either by in-built capability or via a network adapter.

What are the different types of mobile networks?

Several different technologies exist that support mobile networking, including:

• using the global system for mobile communications (GSM), general packet radio service (GPRS) and third-generation (3G), fourth-generation (4G) and fifth-generation (5G) services offered by mobile networks
• cable connection to 'wired' local area networks (LANs) - Ethernet is the most popular wired LAN technology
• secure 'wireless LANs' within office buildings or public 'hot spots' such as internet cafes - wireless fidelity (Wi-Fi) is the most popular wireless LAN technology
• Bluetooth or infra-red connection to another mobile device that offers one or more of the above connection capabilities
• extranets that can be accessed remotely, allowing mobile staff to use limited areas of your business' website and data
• use of smartphones to facilitate instant email access

Real-time application of mobile networking

Sometimes you don't need networking capability on the move. It might be sufficient to download and upload the information required at the start and end of the day from the office computer system.

However, real-time communication with the office can be important in delivering business benefits, such as efficient use of staff time, improved customer service and a greater range of products and services delivered. Examples include:

• making presentations to customers, and being able to download product information to their network during the visit
• quotations and interactive order processing
• checking stock levels via the office network
• interacting with colleagues while travelling - sending and receiving emails, collaborating on responses to tenders, delivering trip reports in a timely manner

Disadvantages of mobile networking

There can be issues with maintaining the security of portable devices and the data they can access. For example, due to their small size, these devices can be easy to steal. It is also possible for data to be intercepted using some of these mobile technologies - such as Bluetooth or Wi-Fi. It is therefore important to put measures in place to secure your wireless systems.

Bring Your Own Device (BYOD) is a practice of allowing employees to use their own personal laptops, smartphones, tablets or other devices for work. It has become increasingly popular in recent years, and especially during the COVID-19 pandemic, as a way of enabling employees to work remotely, accessing their business' network and data from home or on the go.

The practice of BYOD offers many benefits but it is not without risk, especially when it comes to security and data protection.

Advantages of BYOD

For some businesses, a successful, well-controlled BYOD environment can:

• offer greater flexibility
• increase workforce mobility
• increase efficiency and productivity
• raise employee satisfaction
• allow greater choice in device type
• cut hardware spend and software licencing costs
• cut down on device management for business-owned devices

With proper use and safety precautions, allowing employees to use their own devices for work can be an ideal workplace policy for some businesses.

However, where BYOD is not completely understood and adequately regulated, it can seriously threaten the security of business data and systems.

BYOD issues around security and privacy

BYOD raises a number of data protection concerns and can lead to vulnerabilities in information security. For example:

• Intentionally or accidentally, private information could leak from unprotected and unmanaged devices.
• Personal devices may lack data encryption capabilities or can be lost or stolen, increasing the risks of data loss or exposure.
• Personal devices may contain malicious apps or malware or be more vulnerable to attack from online threats.
• Responsibility to manage passwords, anti-virus and anti-malware protection, security patches and other safety measures, falls onto the device owner, meaning you have little to no control over safeguarding the device.
• Storage of business and personal data on the same device may be challenging. You must also consider the security of data once it is stored on the device.
• You may need to modify your current IT infrastructure and tech support to make it BYOD compliant, across the whole range of devices and applications your employees will be using.

From a legal perspective, the responsibility for protecting personal information rests with the data controller (ie the organisation), not the device owner. Read the Information Commissioner's Office guidelines on BYOD and data protection and be aware of your duties under the data protection laws, including the UK General Data Protection Regulation (UK GDPR).

BYOD and home working best practices

If your staff are working from home and using their own devices to access company software, you should:

• consider using multi-factor authentication for remote access
• ensure that the device owner's data and the organisation's data are kept separate
• ensure that staff cannot inadvertently or deliberately move the organisation's data into their personal storage on the device or onto separate personally-owned devices
• be aware that the device's security may be compromised and plan accordingly, eg update out-of-date and unpatched operating systems or software

If your staff are using their own devices and their own software to access your business applications and data, bear in mind the increased potential for your systems and data to be compromised. For example:

• out-of-date software or operating systems, weak passwords or insecure methods of communications, such as personal email accounts, may be vulnerable to exploitation
• devices are likely to be shared between family members, so unauthorised people may be able to access personal data
• personal devices are unlikely to encrypt data, making it vulnerable in the event of loss or theft of the device
• data can easily be moved to other insecure storage, including personally-owned USB sticks and external hard drives, which can increase the potential for loss

Consider these security risks and put in place measures to mitigate them to avoid potential data breaches.

Create a Bring Your Own Device (BYOD) policy

Rolling out a BYOD programme in your organisation requires three critical components:

• a software application for managing the devices that are connecting to the network
• a written policy outlining both the employer's and the user's responsibilities
• a user agreement, acknowledging that they have read and understood the policy

Before developing your policy, you should conduct a thorough risk assessment and carefully consider your responsibility for data access, processing and storage.

A BYOD policy should aim to protect the security and integrity of your company data and technology infrastructure. It should cover things like:

• acceptable use - which activities are allowed/not allowed for business or personal use
• devices - which devices are permitted/not permitted
• apps - which apps are permitted/not permitted, including download of new apps
• ownership of apps and data and their management
• support and service - how to deal with connectivity issues, configuration of apps, etc
• security - what measures will be put in place to prevent unauthorised access to company's data and system, enable remote management of device, etc
• liabilities - eg for costs associated with the device or for the loss of data or device
• termination of access - eg for non-compliance with policy, or an employee exit

As well as a policy, you should at the very least provide your employees with clear guidance on:

• how to secure their device by keeping software up to date
• how to use strong passwords
• how to minimise the storage of personal data on their devices

It is important that staff understand when and how they should report potential data breaches if these occur on their personal devices.

The National Cyber Security Centre has detailed guidance for organisations considering integrating BYOD into their practices.

Tablet computers are devices that run cut-down versions of 'standard' office software packages and similar applications to automate tasks or access and share information. Their small size can make extended use inconvenient, but they are ideal for remote access to email, schedules and documents.

Laptop computers, netbooks and some tablet devices give you the full functionality of a desktop PC and can handle the full range of office software.

Most modern laptops and tablets can connect to the internet or your business' computer network via wireless technology.

Reasons to use laptops in business

Mobile networking devices such as laptops and tablets can be used for a wide variety of purposes. Key features include immediate access to data and more flexible ways of doing business.

It is often possible to carry out the same tasks that you would in an office while on the move, as many mobile devices operate the same software as office PCs. For example:

• salespeople can use laptops and handhelds to make presentations, check stock levels, make quotations, and place online orders while on customer premises
• laptops are ideal for 'hot-desking' and other types of flexible working, such as homeworking and working while travelling away from the office
• laptops and tablet computers allow users to keep in touch via email while out of the office

Disadvantages of laptops and tablets over desktops

Depending on the tasks, smaller devices such as laptops and tablets may not always be appropriate. For example:

• Tablet keyboards can be small and more difficult to use. Choosing one with a stylus can avoid this problem and can be quicker than typing or using a touchscreen.
• Laptops, netbooks and tablets present additional security issues - eg they are easy to steal or lose. When using mobile devices employees should be made aware of the need to keep devices and business information secure.
• If using public wireless fidelity networks (Wi-Fi) to access the internet, it may not always be possible to find a secure network for your mobile device. This may prevent you from accessing your business information when you need to.

As with all technology, training can be key to delivering the full benefits. Find out how to identify staff IT training and learning needs.

There are many things to consider when using mobile technology in your business. Here are some best practice tips to help you make the most of it.

Do:

• Audit your business to see where mobile devices and technologies may be of most use.
• Look at the potential for increased flexibility in the way you work.
• Look at any new opportunities that may be arising - for example, the introduction of 'pay as you go' mobile phones gave retailers a chance to start selling top-ups.
• Train your staff to use these devices and understand the security issues.
• Draw up an 'acceptable use' policy for your staff and make sure that they understand any limitations, eg on personal use or rules around using handheld mobile devices whilst driving. See our sample telephone usage policy.
• Include your mobile devices in any software audits and updates.
• Assign an ID number to each mobile device and keep track of who's using it.
• Ensure that data is secure in the event that a mobile device is stolen.
• Back up mobile data regularly, along with other valuable corporate data.
• Use secure technologies, for example virtual private networks (VPNs), when connecting to your network from outside locations. See securing your wireless systems.
• Use passwords to control access to mobile devices and your business network.
• Check whether mobile devices - and data - are covered by your insurance.
• Consider computer health and safety at work.
• Keep up to date with new developments - mobile technologies are growing rapidly and new opportunities to apply them in your business can come at any time. See 7 essential technology upgrades for your business.

Don't:

• Allow mobile devices to have free access to all sensitive corporate data, unless strong security measures (VPNs, authentication and encryption) are in place.
• Leave mobile devices in areas where they can be seen or easily taken.
• Share or leave password information in places where unauthorised users can find it.

If you're concerned about the security of your mobile devices and technology, find out how to protect your business online.

Mobile technology is indispensable in the modern workplace. Due to its versatility, it offers a range of benefits, but also comes with considerable risks to the business. It is essential to consider both advantages and disadvantages of using mobile technology in business.

What is mobile technology?

Mobile technology is exactly what the name implies - technology that is portable. Examples of mobile IT devices include:

• laptop, tablets and netbook computers
• smartphones
• global positioning system (GPS) devices
• wireless debit/credit card payment terminals

Portable devices use many different communications technologies, including:

• wireless fidelity (Wi-Fi) - a type of wireless local area network technology
• bluetooth - connects mobile devices wirelessly
• data networking services for mobile phones - such as 3G, 4G and 5G wireless cellular technologies, global system for mobile communications (GSM) and general packet radio service (GPRS) data services
• virtual private networks - secure access to a private network

These technologies enable us to network mobile devices, such as phones and laptops, to our offices or the internet while travelling or working from remote locations.

Advantages of mobile technology

The benefits of using mobile technology in business can lead to:

• higher efficiency and productivity of staff
• better quality and flexibility of service you offer your customers
• the ability to accept payments wirelessly
• increased ability to communicate in and out of the workplace
• greater access to modern apps and services
• improved networking capabilities

Mobile devices can link you directly into the office network while working off-site. For example, you could remotely:

• set up a new customer's account
• access existing customer records
• check prices and stock availability
• place an order online

Rapid developments in cloud computing are boosting the use of mobile devices in business, supporting more flexible working practices and accessing services over the internet. 

Disadvantages of mobile technology

Main disadvantages that come with the use of mobile technology in business include:

• Costs - new technologies and devices are often costly to purchase and require ongoing maintenance and upkeep.
• Workplace distractions - as the range of technologies and devices increases, so does the potential for them to disrupt productivity and workflow in the business.
• Additional training needs - staff may need instructions and training on how to use new technology.
• Increased IT security needs - portable devices are vulnerable to security risks, especially if they contain sensitive or critical business data.

If you are using mobile devices for business, you should take measures to ensure that the devices, and the data they access, remain safe. See more on cyber security for business and securing your wireless systems.

Mobile phones and smartphones are familiar features of business life. The ability to make, receive and divert calls, and receive voicemail is important to business users.

What are the mobile services?

As well as telephony on the go, mobile devices also offer data transmission services through:

• global system for mobile communications (GSM) - the first global standard for mobile communication that allows mobile devices to exchange digitised and compressed data
• general packet radio service (GPRS) - an 'always-on' data service similar to broadband, but at slower transfer rates sometimes known as 2G
• 'third generation' (3G) and 'fourth generation' (4G) cellular data services, also offering always-on connection at rates comparable to broadband
• 'fifth generation' (5G) cellular networks - gradually being rolled out across the UK, 5G denotes the latest major phase of telecommunications standards

Many mobile handsets are capable of accessing these data services and include functions such as email and web access, and simplified office applications. These handsets are often known as smartphones.

Importance of mobile phones in business communication

Mobile phones are vital in modern businesses for many reasons. For example:

• A mobile handset can provide a network connection for other devices, such as tablet computers and laptops using Bluetooth. However, most new laptops and tablets have wireless capability built in making this method virtually redundant.
• Smartphones such as the iPhone, Android, Windows phones etc can combine phone and a pocket-sized computing into a single device. They are a versatile business tool - handling email, offering diary functions, providing data connection for laptops along with conventional mobile phone use.
• Near-universal availability of cellular networks and the established billing systems between operators, which allow you to use your device outside your service provider's network, make these services very useful for keeping in contact while travelling.

Disadvantages of mobile telephony services in business

Potential pitfalls can include:

• Costs of new data services - these can be expensive, so it is important to get the right tariff for your business.
• Data transmission rates - although improving rapidly, mobile data transmission rates are not as good as wireless local area networks using wireless technology.
• Depending on the device, size can be an issue - eg smartphone keyboards may be small and therefore difficult to use, and their size also makes them easier to lose or damage.

Read more about choosing business phone systems.

Mobile IT devices can use almost any wired and wireless networking technologies, as long as they are enabled to do so, either by in-built capability or via a network adapter.

What are the different types of mobile networks?

Several different technologies exist that support mobile networking, including:

• using the global system for mobile communications (GSM), general packet radio service (GPRS) and third-generation (3G), fourth-generation (4G) and fifth-generation (5G) services offered by mobile networks
• cable connection to 'wired' local area networks (LANs) - Ethernet is the most popular wired LAN technology
• secure 'wireless LANs' within office buildings or public 'hot spots' such as internet cafes - wireless fidelity (Wi-Fi) is the most popular wireless LAN technology
• Bluetooth or infra-red connection to another mobile device that offers one or more of the above connection capabilities
• extranets that can be accessed remotely, allowing mobile staff to use limited areas of your business' website and data
• use of smartphones to facilitate instant email access

Real-time application of mobile networking

Sometimes you don't need networking capability on the move. It might be sufficient to download and upload the information required at the start and end of the day from the office computer system.

However, real-time communication with the office can be important in delivering business benefits, such as efficient use of staff time, improved customer service and a greater range of products and services delivered. Examples include:

• making presentations to customers, and being able to download product information to their network during the visit
• quotations and interactive order processing
• checking stock levels via the office network
• interacting with colleagues while travelling - sending and receiving emails, collaborating on responses to tenders, delivering trip reports in a timely manner

Disadvantages of mobile networking

There can be issues with maintaining the security of portable devices and the data they can access. For example, due to their small size, these devices can be easy to steal. It is also possible for data to be intercepted using some of these mobile technologies - such as Bluetooth or Wi-Fi. It is therefore important to put measures in place to secure your wireless systems.

Bring Your Own Device (BYOD) is a practice of allowing employees to use their own personal laptops, smartphones, tablets or other devices for work. It has become increasingly popular in recent years, and especially during the COVID-19 pandemic, as a way of enabling employees to work remotely, accessing their business' network and data from home or on the go.

The practice of BYOD offers many benefits but it is not without risk, especially when it comes to security and data protection.

Advantages of BYOD

For some businesses, a successful, well-controlled BYOD environment can:

• offer greater flexibility
• increase workforce mobility
• increase efficiency and productivity
• raise employee satisfaction
• allow greater choice in device type
• cut hardware spend and software licencing costs
• cut down on device management for business-owned devices

With proper use and safety precautions, allowing employees to use their own devices for work can be an ideal workplace policy for some businesses.

However, where BYOD is not completely understood and adequately regulated, it can seriously threaten the security of business data and systems.

BYOD issues around security and privacy

BYOD raises a number of data protection concerns and can lead to vulnerabilities in information security. For example:

• Intentionally or accidentally, private information could leak from unprotected and unmanaged devices.
• Personal devices may lack data encryption capabilities or can be lost or stolen, increasing the risks of data loss or exposure.
• Personal devices may contain malicious apps or malware or be more vulnerable to attack from online threats.
• Responsibility to manage passwords, anti-virus and anti-malware protection, security patches and other safety measures, falls onto the device owner, meaning you have little to no control over safeguarding the device.
• Storage of business and personal data on the same device may be challenging. You must also consider the security of data once it is stored on the device.
• You may need to modify your current IT infrastructure and tech support to make it BYOD compliant, across the whole range of devices and applications your employees will be using.

From a legal perspective, the responsibility for protecting personal information rests with the data controller (ie the organisation), not the device owner. Read the Information Commissioner's Office guidelines on BYOD and data protection and be aware of your duties under the data protection laws, including the UK General Data Protection Regulation (UK GDPR).

BYOD and home working best practices

If your staff are working from home and using their own devices to access company software, you should:

• consider using multi-factor authentication for remote access
• ensure that the device owner's data and the organisation's data are kept separate
• ensure that staff cannot inadvertently or deliberately move the organisation's data into their personal storage on the device or onto separate personally-owned devices
• be aware that the device's security may be compromised and plan accordingly, eg update out-of-date and unpatched operating systems or software

If your staff are using their own devices and their own software to access your business applications and data, bear in mind the increased potential for your systems and data to be compromised. For example:

• out-of-date software or operating systems, weak passwords or insecure methods of communications, such as personal email accounts, may be vulnerable to exploitation
• devices are likely to be shared between family members, so unauthorised people may be able to access personal data
• personal devices are unlikely to encrypt data, making it vulnerable in the event of loss or theft of the device
• data can easily be moved to other insecure storage, including personally-owned USB sticks and external hard drives, which can increase the potential for loss

Consider these security risks and put in place measures to mitigate them to avoid potential data breaches.

Create a Bring Your Own Device (BYOD) policy

Rolling out a BYOD programme in your organisation requires three critical components:

• a software application for managing the devices that are connecting to the network
• a written policy outlining both the employer's and the user's responsibilities
• a user agreement, acknowledging that they have read and understood the policy

Before developing your policy, you should conduct a thorough risk assessment and carefully consider your responsibility for data access, processing and storage.

A BYOD policy should aim to protect the security and integrity of your company data and technology infrastructure. It should cover things like:

• acceptable use - which activities are allowed/not allowed for business or personal use
• devices - which devices are permitted/not permitted
• apps - which apps are permitted/not permitted, including download of new apps
• ownership of apps and data and their management
• support and service - how to deal with connectivity issues, configuration of apps, etc
• security - what measures will be put in place to prevent unauthorised access to company's data and system, enable remote management of device, etc
• liabilities - eg for costs associated with the device or for the loss of data or device
• termination of access - eg for non-compliance with policy, or an employee exit

As well as a policy, you should at the very least provide your employees with clear guidance on:

• how to secure their device by keeping software up to date
• how to use strong passwords
• how to minimise the storage of personal data on their devices

It is important that staff understand when and how they should report potential data breaches if these occur on their personal devices.

The National Cyber Security Centre has detailed guidance for organisations considering integrating BYOD into their practices.

Tablet computers are devices that run cut-down versions of 'standard' office software packages and similar applications to automate tasks or access and share information. Their small size can make extended use inconvenient, but they are ideal for remote access to email, schedules and documents.

Laptop computers, netbooks and some tablet devices give you the full functionality of a desktop PC and can handle the full range of office software.

Most modern laptops and tablets can connect to the internet or your business' computer network via wireless technology.

Reasons to use laptops in business

Mobile networking devices such as laptops and tablets can be used for a wide variety of purposes. Key features include immediate access to data and more flexible ways of doing business.

It is often possible to carry out the same tasks that you would in an office while on the move, as many mobile devices operate the same software as office PCs. For example:

• salespeople can use laptops and handhelds to make presentations, check stock levels, make quotations, and place online orders while on customer premises
• laptops are ideal for 'hot-desking' and other types of flexible working, such as homeworking and working while travelling away from the office
• laptops and tablet computers allow users to keep in touch via email while out of the office

Disadvantages of laptops and tablets over desktops

Depending on the tasks, smaller devices such as laptops and tablets may not always be appropriate. For example:

• Tablet keyboards can be small and more difficult to use. Choosing one with a stylus can avoid this problem and can be quicker than typing or using a touchscreen.
• Laptops, netbooks and tablets present additional security issues - eg they are easy to steal or lose. When using mobile devices employees should be made aware of the need to keep devices and business information secure.
• If using public wireless fidelity networks (Wi-Fi) to access the internet, it may not always be possible to find a secure network for your mobile device. This may prevent you from accessing your business information when you need to.

As with all technology, training can be key to delivering the full benefits. Find out how to identify staff IT training and learning needs.

There are many things to consider when using mobile technology in your business. Here are some best practice tips to help you make the most of it.

Do:

• Audit your business to see where mobile devices and technologies may be of most use.
• Look at the potential for increased flexibility in the way you work.
• Look at any new opportunities that may be arising - for example, the introduction of 'pay as you go' mobile phones gave retailers a chance to start selling top-ups.
• Train your staff to use these devices and understand the security issues.
• Draw up an 'acceptable use' policy for your staff and make sure that they understand any limitations, eg on personal use or rules around using handheld mobile devices whilst driving. See our sample telephone usage policy.
• Include your mobile devices in any software audits and updates.
• Assign an ID number to each mobile device and keep track of who's using it.
• Ensure that data is secure in the event that a mobile device is stolen.
• Back up mobile data regularly, along with other valuable corporate data.
• Use secure technologies, for example virtual private networks (VPNs), when connecting to your network from outside locations. See securing your wireless systems.
• Use passwords to control access to mobile devices and your business network.
• Check whether mobile devices - and data - are covered by your insurance.
• Consider computer health and safety at work.
• Keep up to date with new developments - mobile technologies are growing rapidly and new opportunities to apply them in your business can come at any time. See 7 essential technology upgrades for your business.

Don't:

• Allow mobile devices to have free access to all sensitive corporate data, unless strong security measures (VPNs, authentication and encryption) are in place.
• Leave mobile devices in areas where they can be seen or easily taken.
• Share or leave password information in places where unauthorised users can find it.

If you're concerned about the security of your mobile devices and technology, find out how to protect your business online.

Mobile technology is indispensable in the modern workplace. Due to its versatility, it offers a range of benefits, but also comes with considerable risks to the business. It is essential to consider both advantages and disadvantages of using mobile technology in business.

What is mobile technology?

Mobile technology is exactly what the name implies - technology that is portable. Examples of mobile IT devices include:

• laptop, tablets and netbook computers
• smartphones
• global positioning system (GPS) devices
• wireless debit/credit card payment terminals

Portable devices use many different communications technologies, including:

• wireless fidelity (Wi-Fi) - a type of wireless local area network technology
• bluetooth - connects mobile devices wirelessly
• data networking services for mobile phones - such as 3G, 4G and 5G wireless cellular technologies, global system for mobile communications (GSM) and general packet radio service (GPRS) data services
• virtual private networks - secure access to a private network

These technologies enable us to network mobile devices, such as phones and laptops, to our offices or the internet while travelling or working from remote locations.

Advantages of mobile technology

The benefits of using mobile technology in business can lead to:

• higher efficiency and productivity of staff
• better quality and flexibility of service you offer your customers
• the ability to accept payments wirelessly
• increased ability to communicate in and out of the workplace
• greater access to modern apps and services
• improved networking capabilities

Mobile devices can link you directly into the office network while working off-site. For example, you could remotely:

• set up a new customer's account
• access existing customer records
• check prices and stock availability
• place an order online

Rapid developments in cloud computing are boosting the use of mobile devices in business, supporting more flexible working practices and accessing services over the internet. 

Disadvantages of mobile technology

Main disadvantages that come with the use of mobile technology in business include:

• Costs - new technologies and devices are often costly to purchase and require ongoing maintenance and upkeep.
• Workplace distractions - as the range of technologies and devices increases, so does the potential for them to disrupt productivity and workflow in the business.
• Additional training needs - staff may need instructions and training on how to use new technology.
• Increased IT security needs - portable devices are vulnerable to security risks, especially if they contain sensitive or critical business data.

If you are using mobile devices for business, you should take measures to ensure that the devices, and the data they access, remain safe. See more on cyber security for business and securing your wireless systems.

Mobile phones and smartphones are familiar features of business life. The ability to make, receive and divert calls, and receive voicemail is important to business users.

What are the mobile services?

As well as telephony on the go, mobile devices also offer data transmission services through:

• global system for mobile communications (GSM) - the first global standard for mobile communication that allows mobile devices to exchange digitised and compressed data
• general packet radio service (GPRS) - an 'always-on' data service similar to broadband, but at slower transfer rates sometimes known as 2G
• 'third generation' (3G) and 'fourth generation' (4G) cellular data services, also offering always-on connection at rates comparable to broadband
• 'fifth generation' (5G) cellular networks - gradually being rolled out across the UK, 5G denotes the latest major phase of telecommunications standards

Many mobile handsets are capable of accessing these data services and include functions such as email and web access, and simplified office applications. These handsets are often known as smartphones.

Importance of mobile phones in business communication

Mobile phones are vital in modern businesses for many reasons. For example:

• A mobile handset can provide a network connection for other devices, such as tablet computers and laptops using Bluetooth. However, most new laptops and tablets have wireless capability built in making this method virtually redundant.
• Smartphones such as the iPhone, Android, Windows phones etc can combine phone and a pocket-sized computing into a single device. They are a versatile business tool - handling email, offering diary functions, providing data connection for laptops along with conventional mobile phone use.
• Near-universal availability of cellular networks and the established billing systems between operators, which allow you to use your device outside your service provider's network, make these services very useful for keeping in contact while travelling.

Disadvantages of mobile telephony services in business

Potential pitfalls can include:

• Costs of new data services - these can be expensive, so it is important to get the right tariff for your business.
• Data transmission rates - although improving rapidly, mobile data transmission rates are not as good as wireless local area networks using wireless technology.
• Depending on the device, size can be an issue - eg smartphone keyboards may be small and therefore difficult to use, and their size also makes them easier to lose or damage.

Read more about choosing business phone systems.

Mobile IT devices can use almost any wired and wireless networking technologies, as long as they are enabled to do so, either by in-built capability or via a network adapter.

What are the different types of mobile networks?

Several different technologies exist that support mobile networking, including:

• using the global system for mobile communications (GSM), general packet radio service (GPRS) and third-generation (3G), fourth-generation (4G) and fifth-generation (5G) services offered by mobile networks
• cable connection to 'wired' local area networks (LANs) - Ethernet is the most popular wired LAN technology
• secure 'wireless LANs' within office buildings or public 'hot spots' such as internet cafes - wireless fidelity (Wi-Fi) is the most popular wireless LAN technology
• Bluetooth or infra-red connection to another mobile device that offers one or more of the above connection capabilities
• extranets that can be accessed remotely, allowing mobile staff to use limited areas of your business' website and data
• use of smartphones to facilitate instant email access

Real-time application of mobile networking

Sometimes you don't need networking capability on the move. It might be sufficient to download and upload the information required at the start and end of the day from the office computer system.

However, real-time communication with the office can be important in delivering business benefits, such as efficient use of staff time, improved customer service and a greater range of products and services delivered. Examples include:

• making presentations to customers, and being able to download product information to their network during the visit
• quotations and interactive order processing
• checking stock levels via the office network
• interacting with colleagues while travelling - sending and receiving emails, collaborating on responses to tenders, delivering trip reports in a timely manner

Disadvantages of mobile networking

There can be issues with maintaining the security of portable devices and the data they can access. For example, due to their small size, these devices can be easy to steal. It is also possible for data to be intercepted using some of these mobile technologies - such as Bluetooth or Wi-Fi. It is therefore important to put measures in place to secure your wireless systems.

Bring Your Own Device (BYOD) is a practice of allowing employees to use their own personal laptops, smartphones, tablets or other devices for work. It has become increasingly popular in recent years, and especially during the COVID-19 pandemic, as a way of enabling employees to work remotely, accessing their business' network and data from home or on the go.

The practice of BYOD offers many benefits but it is not without risk, especially when it comes to security and data protection.

Advantages of BYOD

For some businesses, a successful, well-controlled BYOD environment can:

• offer greater flexibility
• increase workforce mobility
• increase efficiency and productivity
• raise employee satisfaction
• allow greater choice in device type
• cut hardware spend and software licencing costs
• cut down on device management for business-owned devices

With proper use and safety precautions, allowing employees to use their own devices for work can be an ideal workplace policy for some businesses.

However, where BYOD is not completely understood and adequately regulated, it can seriously threaten the security of business data and systems.

BYOD issues around security and privacy

BYOD raises a number of data protection concerns and can lead to vulnerabilities in information security. For example:

• Intentionally or accidentally, private information could leak from unprotected and unmanaged devices.
• Personal devices may lack data encryption capabilities or can be lost or stolen, increasing the risks of data loss or exposure.
• Personal devices may contain malicious apps or malware or be more vulnerable to attack from online threats.
• Responsibility to manage passwords, anti-virus and anti-malware protection, security patches and other safety measures, falls onto the device owner, meaning you have little to no control over safeguarding the device.
• Storage of business and personal data on the same device may be challenging. You must also consider the security of data once it is stored on the device.
• You may need to modify your current IT infrastructure and tech support to make it BYOD compliant, across the whole range of devices and applications your employees will be using.

From a legal perspective, the responsibility for protecting personal information rests with the data controller (ie the organisation), not the device owner. Read the Information Commissioner's Office guidelines on BYOD and data protection and be aware of your duties under the data protection laws, including the UK General Data Protection Regulation (UK GDPR).

BYOD and home working best practices

If your staff are working from home and using their own devices to access company software, you should:

• consider using multi-factor authentication for remote access
• ensure that the device owner's data and the organisation's data are kept separate
• ensure that staff cannot inadvertently or deliberately move the organisation's data into their personal storage on the device or onto separate personally-owned devices
• be aware that the device's security may be compromised and plan accordingly, eg update out-of-date and unpatched operating systems or software

If your staff are using their own devices and their own software to access your business applications and data, bear in mind the increased potential for your systems and data to be compromised. For example:

• out-of-date software or operating systems, weak passwords or insecure methods of communications, such as personal email accounts, may be vulnerable to exploitation
• devices are likely to be shared between family members, so unauthorised people may be able to access personal data
• personal devices are unlikely to encrypt data, making it vulnerable in the event of loss or theft of the device
• data can easily be moved to other insecure storage, including personally-owned USB sticks and external hard drives, which can increase the potential for loss

Consider these security risks and put in place measures to mitigate them to avoid potential data breaches.

Create a Bring Your Own Device (BYOD) policy

Rolling out a BYOD programme in your organisation requires three critical components:

• a software application for managing the devices that are connecting to the network
• a written policy outlining both the employer's and the user's responsibilities
• a user agreement, acknowledging that they have read and understood the policy

Before developing your policy, you should conduct a thorough risk assessment and carefully consider your responsibility for data access, processing and storage.

A BYOD policy should aim to protect the security and integrity of your company data and technology infrastructure. It should cover things like:

• acceptable use - which activities are allowed/not allowed for business or personal use
• devices - which devices are permitted/not permitted
• apps - which apps are permitted/not permitted, including download of new apps
• ownership of apps and data and their management
• support and service - how to deal with connectivity issues, configuration of apps, etc
• security - what measures will be put in place to prevent unauthorised access to company's data and system, enable remote management of device, etc
• liabilities - eg for costs associated with the device or for the loss of data or device
• termination of access - eg for non-compliance with policy, or an employee exit

As well as a policy, you should at the very least provide your employees with clear guidance on:

• how to secure their device by keeping software up to date
• how to use strong passwords
• how to minimise the storage of personal data on their devices

It is important that staff understand when and how they should report potential data breaches if these occur on their personal devices.

The National Cyber Security Centre has detailed guidance for organisations considering integrating BYOD into their practices.

Tablet computers are devices that run cut-down versions of 'standard' office software packages and similar applications to automate tasks or access and share information. Their small size can make extended use inconvenient, but they are ideal for remote access to email, schedules and documents.

Laptop computers, netbooks and some tablet devices give you the full functionality of a desktop PC and can handle the full range of office software.

Most modern laptops and tablets can connect to the internet or your business' computer network via wireless technology.

Reasons to use laptops in business

Mobile networking devices such as laptops and tablets can be used for a wide variety of purposes. Key features include immediate access to data and more flexible ways of doing business.

It is often possible to carry out the same tasks that you would in an office while on the move, as many mobile devices operate the same software as office PCs. For example:

• salespeople can use laptops and handhelds to make presentations, check stock levels, make quotations, and place online orders while on customer premises
• laptops are ideal for 'hot-desking' and other types of flexible working, such as homeworking and working while travelling away from the office
• laptops and tablet computers allow users to keep in touch via email while out of the office

Disadvantages of laptops and tablets over desktops

Depending on the tasks, smaller devices such as laptops and tablets may not always be appropriate. For example:

• Tablet keyboards can be small and more difficult to use. Choosing one with a stylus can avoid this problem and can be quicker than typing or using a touchscreen.
• Laptops, netbooks and tablets present additional security issues - eg they are easy to steal or lose. When using mobile devices employees should be made aware of the need to keep devices and business information secure.
• If using public wireless fidelity networks (Wi-Fi) to access the internet, it may not always be possible to find a secure network for your mobile device. This may prevent you from accessing your business information when you need to.

As with all technology, training can be key to delivering the full benefits. Find out how to identify staff IT training and learning needs.

There are many things to consider when using mobile technology in your business. Here are some best practice tips to help you make the most of it.

Do:

• Audit your business to see where mobile devices and technologies may be of most use.
• Look at the potential for increased flexibility in the way you work.
• Look at any new opportunities that may be arising - for example, the introduction of 'pay as you go' mobile phones gave retailers a chance to start selling top-ups.
• Train your staff to use these devices and understand the security issues.
• Draw up an 'acceptable use' policy for your staff and make sure that they understand any limitations, eg on personal use or rules around using handheld mobile devices whilst driving. See our sample telephone usage policy.
• Include your mobile devices in any software audits and updates.
• Assign an ID number to each mobile device and keep track of who's using it.
• Ensure that data is secure in the event that a mobile device is stolen.
• Back up mobile data regularly, along with other valuable corporate data.
• Use secure technologies, for example virtual private networks (VPNs), when connecting to your network from outside locations. See securing your wireless systems.
• Use passwords to control access to mobile devices and your business network.
• Check whether mobile devices - and data - are covered by your insurance.
• Consider computer health and safety at work.
• Keep up to date with new developments - mobile technologies are growing rapidly and new opportunities to apply them in your business can come at any time. See 7 essential technology upgrades for your business.

Don't:

• Allow mobile devices to have free access to all sensitive corporate data, unless strong security measures (VPNs, authentication and encryption) are in place.
• Leave mobile devices in areas where they can be seen or easily taken.
• Share or leave password information in places where unauthorised users can find it.

If you're concerned about the security of your mobile devices and technology, find out how to protect your business online.