Your company’s mobile usage is continually growing. The per-device cost of each wireless phone is going up exponentially. You are paying for devices that are no longer in use, and you don’t synchronize your employee data with your wireless device inventory to insure that unused devices are properly reassigned or cancelled. Many users have more than one device, and some are expensing other devices beyond that. Many of your devices aren’t fully optimized from a plan perspective. Your contracts are out of date, and even on those that are current, you don’t have the best-in-class pricing, discounts, credits, waivers that you should have. You have a wireless policy document in place, but no real way to insure that your users are adhering to it. You struggle to process and pay your wireless invoices on time, resulting in monthly late fees, and your internal chargeback process is entirely manual. You find it very difficult to budget for wireless services, and reporting on that spend is nearly impossible. Your users are requesting to be able to use their own devices, or to use non-company standard devices like Android-based phones and iPhones and iPads to access email and other corporate applications remotely. And, you hardly sleep at night.
If your company isn’t performing full lifecycle management of your mobile and wireless assets, the paragraph above likely describes your mobile device environment to a T.
There are a number of best practice guidelines for managing mobile devices. But what’s the best way to put those guidelines into practice, and who can you work with to get there? In ICOMM’s experience, here are the main best practices for insuring a well-managed mobile environment:
- Audit: First and foremost, you need to have a fully audited inventory of all of your devices, and an in-depth report of your voice, data and text usage across those devices. This would include verifying not only that every device you are paying for is actually in use, but WHO is using each device, and should each of those users have a corporate-owned mobile device.
- Contracts: Secondly, you need to verify your wireless carrier contracts are up-to-date, and provide the best rate plans, discounts and overall account structure to match the usage patterns across your environment.
- Optimization: Thirdly, you need to insure monthly (and during the course of the month, too!) that every device is optimized based upon its current usage pattern, that any unnecessary or unapproved services (GPS, application fees) are eliminated, and any necessary services (roaming plans, SMS plans) are added, and that any devices that belonged to terminated users are adjusted and accounted for timely and appropriately.
- Expense Management: Fourthly, you need to implement a Telecom Expense Management solution to keep track of all changes on the invoices, to validate those invoices to your inventory, any recently placed orders, and to your contract rates, to insure timely payment to avoid late fees, and to automate internal chargeback processes.
- Policy: Additionally, you need to have a complete wireless policy document in place, and verify that all wireless users understand the various provisions in that policy, including submitting change requests for adding things like international roaming plans when they will be traveling with their devices, and have reporting that can verify adherence to those policies and proactively alert when variances occur.
- Support: Beyond that, you need to have a full understanding of the security implications of allowing BYOD (bring your own devices) and employee-owned devices access to your various applications, including email, and you need to have software tools in place the monitor and project those applications and your corporate data. And, you need to have a wireless support organization that can respond to issues, handle end-user requests for help with their corporate-owned and employee-owned devices, and quickly and effectively roll out large-scale device upgrades and perform enterprise-wide carrier to carrier migrations.
These things are all achievable, but how many companies can do this entirely on their own? ICOMM Consulting specializes in assisting organizations in managing these mobile environments throughout the entire lifecycle, from contracting, procurement and deployment, to invoice review and plan optimization, to mobile device management and support, to policy development and adherence, to help desk services, to budgeting, chargeback, invoice payment and full and transparent reporting of all aspects of mobile environments.
Let ICOMM help guide you through achieving peace of mind and confidence that your mobile device environment is in the best shape it can be in, from here and into the future. And start sleeping at night again!
To view a PDF of these best practices, click here.