We’ve all clicked send and then thought “oops…”
Email might be nearly 50 years old, but sometimes I think we’re only just getting the hang of it. Take sending emails for work from your personal phone. If you’re like a lot of people you added your work email to your regular email app—the “regular” email app where you also have your personal email. This little thing leads to a whole host of email security problems, but the solution is simple—just use two different email apps: one for work, one for personal.
However most people don’t add another app because the option isn’t put right in front of them. There are plenty of apps out there and it’s pretty easy to install a second app and only use it for work. How do you get people to start using an email app just for work?
Device Management Systems.
When you manage company-owned or personal devices used for work (aka BYOD) with a device management system you can automatically install additional apps on everyone’s phones. Want everyone to use Outlook for iOS or Android? Have it automatically installed when the device is enrolled in the device management system (DMS). Regardless of whether it’s a company or BYOD phone, the app is there for people to use.
“Why?” you ask. “Why have two apps? I’m careful, I pay attention” you say. It’s a hassle and a bother to deal with two apps. Perhaps, but read on .
Poor work email security practices
Let me know if either of these “email oopsies” sound familiar:
Scenario 1: You need to email someone for work. You’re in a rush and quickly tap to open a new email. You address it to the right person. You write an entirely typo-free email. Click send. The person at work replies, but you miss the reply later because you realize you accidentally sent the email from your personal account and don’t check that often at work. To make matters worse, the colleague sends you an email later, but since your work and personal emails are now in their recent sent history it gets sent to your personal rather than work email. Now you have to figure out why you’re not always getting emails from people. Or you read important emails late…because they were sent to your personal, not work, email.
Scenario 2: You need to send a crucial, and sensitive, document to someone at work—let’s say Barb the head of HR. Barb really needs this document right away and you happen to have it on your phone. You open your email app and start typing “Barb” in the To: field. You tap the first Barb you get, attach the document, finish the email and tap “Send”. Done. Barb from HR emails you later wondering where the document is. You tell her you emailed it to her an hour ago. You check your Sent items and realize you emailed this sensitive document not to “Barb of HR” but Barb your friend from High School. Oops.
These scenarios are real and either I’ve done them or watched people do them. I used a single email app for all my email for a very long time. Much more convenient to have only one email app to check. True, until one of the above scenarios hits you.
Even worse email security issues at work
Much worse than the above issues is how vulnerable email is to a host of exploits, such as phishing scams. Having work email, which is usually heavily filtered by your work’s servers, next to your unfiltered personal email. Company’s have to take on the additional risk of personal email security and their own corporate email security and can’t properly manage either.
A while ago I decided enough was enough and I started using one app for personal email and a different app for work. Sure, I have to check two email apps, but I also don’t have to worry about mixed up address books or sending a work email from my personal account by accident. This is a good first step, but it isn’t far enough for true email security.
Sometimes all it takes to change a habit is offering a simple solution, like, when you use your phone for work, a “work” email app is automatically installed for you. Helping people make a simple, clear, and secure distinction between work and personal—especially on BYOD devices—is exactly what a device management system like SKY WORK does—and does extremely simply.
Device management helps email security
We’ve talked both about why BYOD is great for productivity and how to set your company up for success getting onboard with BYOD. We developed SKY WORK so any company can support BYOD, make sure company data is protected, and employees get real productivity boosts with a number of benefits:
- Device management gives you tools to make sure everyone has all the apps they need to get their work done.
- Device management lets you quickly and painlessly remove company data from a phone or laptop that was lost or stolen.
- Device management helps you set reasonable security settings on devices so customer and company data is protected from theft.
Unlike enterprise device management solutions, SKY WORK was designed to be set up and rolled out without a huge IT investment or special IT training. You can go from signing up for SKY WORK to having a device managed and secure in as little as 15 minutes. It’s that easy.
If you’d like to learn more and get on our early access list to SKY WORK for yourself, fill in the form below and you’ll be one of the first to learn how enterprise-grade device management can be easy to use at companies of all sizes.