Why Hong Kong companies must seriously mull over work-from-anywhere scheme

Driven by the consumerization of IT, user-owned devices are increasingly used for business purposes, forcing significant changes in organisations. Local companies would be well advised to adopt bring-your-own-device (BYOD) policies. Such policies empower people to choose the device of their choice and encourage workplace mobility, but in a managed way that doesn't force the organisation to relinquish control over corporate data. In other words, businesses get the 'pros' without the 'cons'.

As Hong Kong's workforce becomes more technologically sophisticated – think about the high rate of smartphone penetration, for example – they expect greater flexibility in how, when and where they can access business applications, data and information. Given the freedom to use their own device, people can be more productive at any time and from any place on their smartphone, tablet or notebook. However, this can be a cause of concern for IT departments, due to misconceptions about the complexities of allowing user-owned devices to connect to the corporate network. At Citrix, we have long championed the benefits of BYOD, both within our own company and for the world of business in general. We've found that the following key elements need to be considered when implementing a formal BYOD policy.

Don't make BYOD complicated, just be prepared – engage stakeholders and establish best practices

Properly engaging stakeholders and understanding best practices should be the starting point for any BYOD programme. The Citrix Workplace of the Future Report - an independent survey of 1,900 senior IT decision makers around the globe – found that on average, IT, C-level executives and HR are the groups that are most commonly involved in formulating BYOD policies.

Fail to prepare? Prepare to fail – set policies and parameters up front, and be clear about them

Right from the start, it's imperative that all stakeholder groups agree on the key criteria for a successful BYOD policy. Without considering the following fundamentals, it is difficult or impossible, to implement a comprehensive policy.

Eligibility – who can participate?
Devices – what is allowed?
Apps and data – what is available?
Support – what services are offered?
Legal – what are the implications of use?
Financial – who owns and pays for what?

Establish the requirements of each stakeholder group, then tailor your BYOD policy to suit.

Now make it happen – a secure and simple BYOD policy is the most effective

Hong Kong is highly technologically advanced, so local organisations have easy access to the right IT infrastructure and software-as-a-service (SaaS) applications to support a secure and efficient roll-out of the BYOD policy. Done right, the policy will ensure the security of sensitive business information while providing end-users (your colleagues) with far more flexible IT.

The IT team also benefits: freed from having to provide and maintaining corporate devices, it can instead focus on offering secure services, secure access to virtual desktops and apps, and cloud-based services. Usually, people also take better care of their own devices and have a better understanding of its full capabilities. This reduces their reliance on IT support, so the organisation saves on both initial device procurement and subsequent support.

In Citrix own BYOD program, over half our employees said their productivity had improved as a result of BYOD, while the organisation has achieved an annual 18-20 percent operational cost savings. That's pretty compelling in terms of real value generated from BYOD.

With a reliable and secure IT infrastructure in place, organisations can ensure that all business priorities have the capability to scale and accommodate changing business needs. For instance, work-shifting –

The process of allowing people to choose the ideal time and place for their work – reduces downtime lost to travelling and ensures business continuity. People have the means to be productive whenever and wherever. Unsurprisingly, they enjoy this freedom, so there are HR benefits too.

Being the tortoise, not the hare – avoid misconceptions, be thorough

By keeping the approach to BYOD simple and secure, common misconceptions should be dispelled and barriers to implementing best practice policies removed. Just remember:

• "Don't fight it, feature it!" – embrace the flexibility BYOD enables
• Keep it simple – the best BYOD policy is the simplest
• Embrace self-service – let people choose the apps, device and data they want and need
• Ensure information security – sensitive business information is protected on a centralized and secure IT infrastructure

With a strategic BYOD policy, organisations can easily ensure business information is available when and where it is needed, while meeting security requirements. In an era when organisations need access to business apps and services constantly, BYOD enables employees to access the service of their choice from any device or operating system. Along with the cost savings and productivity gains it makes possible, I believe Hong Kong businesses will find the business case for BYOD compelling.