What is device management?
Device management means that people in charge, usually IT administrators, provide, set up, and monitor applications for devices. These devices include desktop PCs, laptops, tablets, and smartphones. They also take steps to prevent issues, like performing updates.
This includes the following areas:
- Configuration management: setting up and customizing devices
- Security management: enabling adequate protection, for example through updates, firewalls, encryption, or geofencing
- Monitoring: monitoring the status and use of the devices
- Support: supporting users by providing instructions and resolving problems and incidents
- Compliance: ensuring that all devices comply with regulatory and internal guidelines
Definition: Device management
With good device management, companies can run their IT operations smoothly. They can also gain control and security. This allows them to act strategically and use their IT resources effectively.
A device management server often works with an application on the client device. It can also delete contact data and other settings. This is useful for lost or stolen devices, as well as for devices of terminated employees.
Why device management is so important
Device management offers excellent control over an unlimited number of devices. Enterprise mobility management (EMM) professionals save time and reduce stress by having secure, reliable, and up-to-date information. They also benefit from a clear overview of devices. In addition, thanks to remote maintenance, automatic provisioning and zero-touch provisioning, those involved can act from anywhere.
A key factor is that automation reduces downtime and manual effort. This helps both IT teams and their clients. It makes everyday life easier. Tedious processes and time-consuming IT problems become things of the past.
With better device management, organizations save money. They use their devices and applications more effectively. This helps employees use their time more efficiently.
Security benefits
Good device management greatly improves security. Administrators gain better control and can act quickly in emergencies. This helps protect against data loss, malware, and unauthorized access.
In terms of security, teams can:
- Respond to security incidents and anomalies in real time
- Remotely lock or wipe stolen or lost devices
- Enforce password requirements, encryption or device shutdowns
- Prevent unauthorized apps and software from being installed
- Manage updates centrally to fix vulnerabilities
Mobile Device Management
When discussing device management, people often mention mobile device management (MDM). MDM focuses mainly on mobile applications and devices.
What is mobile device management?
Mobile device management means that IT administrators manage and secure mobile devices such as laptops, smartphones or tablets. Important requirements include the ability to remotely control and configure devices, install applications on them, and lock and secure stolen or lost mobile devices.
Companies generally accomplish mobile device management by using a special device management solution.
MDM software
Those responsible often use special software for mobile device management (MDM). It’s hard to manage many mobile devices in an organization. A dedicated system is almost necessary for this task.
Organizations also use this to save time, improve security, and make the best use of money and resources. MDM solutions should help by giving a clear overview, automating some tasks, and allowing bulk actions.
MDM tools focus on the following activities:
- Distributing and managing apps
- Monitoring device activities
- Implementing restrictions and blocking activities
- Determining the locations of mobile devices (geolocation)
- Checking installations
- Complying with security guidelines
Use cases for mobile device management
There are many industries, organizations and companies for which efficient device management is extremely important. This is even more important when many devices are in use. There are often many applications and information on these devices. A strong need for security also exists.
Scenarios like devices infected with malware or viruses can let hackers access sensitive data. These situations are not just a fantasy. They are all too often a reality.
Here are some striking examples of how companies use mobile device management in a dedicated way.
Example #1: School
A school manages the devices for students and teachers. This includes setting restrictions, using geofencing, and automatically installing updates. For example, the administrator can install or block apps on student tablets used in class. They can also update the devices, limit Internet access, or lock lost devices from a distance.
Example #2: Enterprise
A large company uses device management to optimize its own IT processes and manage numerous implementations simultaneously. One challenge is separating corporate data from personal data on employee-owned devices. Another challenge is enforcing strong security policies on all devices.
Example #3: Government agency
A government agency needs a safe digital space. This space should allow for easy device management and smooth daily operations.
For example, this could mean properly securing all official laptops that hold confidential citizen data. You can do this using a mobile device management solution. This works with encryption, regular updates and patches as well as blocking unauthorized applications
Example #4: University
At a university, lecturers, staff and students use many different devices. With mobile device management, you can efficiently manage all of these aspects, including comprehensive security and usage restrictions. An important task is to make sure students can access academic resources. This includes e-learning platforms and library databases.
Example #5: Medium-sized company
A medium-sized company wants to improve the security of its devices. It also wants to keep them in good condition. Additionally, the company aims to solve any IT problems quickly and effectively. For example, a company might equip its field staff with laptops and smartphones.
Now, companies must install and update apps and software, like CRM or project management tools, on all devices. A dedicated mobile device management solution guarantees that everyone involved can work effectively, securely and conveniently.
BYOD and MDM
The BYOD principle is important in today’s corporate world. This world values flexibility, agility, and different ways of working.
What is BYOD?
The idea of “Bring Your Own Device” (BYOD) is popular with younger workers. This means they use their own devices for work. It offers a high degree of flexibility and freedom, but also mixes work and private life (work/life blending).
IT administrators face a challenge. Devices not owned by the company are very hard to manage and control. This leads to the need for professional device management that includes both company-owned and employee-owned devices.
A key challenge with BYOD is to clearly separate personal and work data on a device.
How mobile device management supports BYOD
Although BYOD is a challenge for companies, it is by no means a hurdle. Measures can be taken to adequately prepare for this.
It is clear that dedicated mobile device management is the best way forward. This approach helps monitor, control, and manage many devices effectively. This guarantees secure, controlled and legally compliant use of private devices in the corporate environment.
This way, the onboarding of company-owned devices and employees’ personal devices can happen smoothly. Administrators can configure them with the necessary and desired settings while ensuring security at all times.
More security
Device management solutions make it possible to securely integrate personal devices into a company network. This works by using methods like encryption, strong password protection, and remote wipe. Remote wipe deletes data if a device is lost.
Access management
Sophisticated mobile device management makes it possible to effectively control who has access to which company resources. This effectively protects sensitive data and prevents unauthorized access. It also helps to keep track of the device inventory.
Separation of data
A good device management solution keeps professional and personal data separate on a device. This way, you keep company data secure and protect personal data.
Monitoring
IT administrators can monitor activities on private devices used for work. This allows them to intervene quickly if any problems arise.
Compliance
By consistently applying compliance and data protection requirements, private devices also meet the same compliance requirements.
Device management solution: important management features
Device management is a field for which companies usually use a dedicated software solution. It is therefore important to take a closer look at the characteristics that make for an appropriate solution.
The following are the most important functions that a device management solution includes.
Multi-platform device management
This is about mobile application management – distributing, updating and managing software across different platforms. The main benefit is the independence and mobility it offers. Devices can be managed anywhere and anytime. They can also work with different operating systems.
Device monitoring and tracking
Administrators receive real-time information on device statuses, usage patterns and locations. This means they can see everything important at all times. They can also track what is happening with each device.
As a result, they can often access a device remotely and take logical action. For example, admins can block certain apps or update devices with just a click.
Remote support and troubleshooting
Having remote access to devices and being able to initiate the right measures is a huge advantage. It means that IT teams can support the end user quickly and effectively with remote access in the event of problem. This is a big productivity boost, because unresolved IT problems can slow down individual users and whole groups.
Security and compliance
Adequate mobile device management makes everyday life easier and makes the work of IT administrators much more effective. It has a clear and direct impact when things become serious, especially regarding security. If someone steals or loses a device, you can block and delete it remotely. Encryption and the enforcement of passcodes also increase security and compliance.
Zero-touch provisioning
Process automation makes sense in many areas. In this case, software and updates are on an MDM server. This server can automatically or on-demand send updates and installations directly to a device.
Everyone involved has to invest significantly less time and effort. You can carry out configurations with minimal effort.
Find out how OTRS can help you with device management.
Best practices for
device management
Organizations can benefit from device management in many ways. They can save time and money, improve security, and ensure compliance. Device management also helps with scalability.
The best practices mentioned here show how professional device management can be better implemented and its benefits maximized.
Best practice #1: Use geofencing
Geofencing, or “geographical fence,” lets administrators limit device use based on where they are. If a device is located within a defined area, the system automatically restricts or blocks certain functions. For example, employees are often only allowed to access sensitive company data within an office building. Access from home or even from abroad is then automatically blocked thanks to geofencing. In schools, this technology ensures that devices are used only for teaching and learning.Best practice #2: Central administration with
Unified Endpoint Management (UEM)
The term Unified Endpoint Management (UEM) describes a central platform for managing and securing end devices in an organization. The aim is to simplify IT processes and eliminate security risks. MDM and UEM solutions help. They enforce uniform rules for devices - regardless of whether they are company-owned or private, or whether they are used in the office or at home.
Best practice #3: Introduce clear BYOD guidelines
If employees want to use their own devices for work, they should link this to clear guidelines. This should requireme them to access internal company data and resources securely.
Here are some examples of guidelines:
- Require device enrollment
- Clearly separate personal and business data
- Implement encryption and password protection
- Enable an option to delete company data remotely without affecting personal data
Best practice #4: Maintain an inventory list carefully
Every device that is used in an organization or network should be listed on an inventory list.
The following information is usually included for each device:
- User
- Device model
- Operating system
- Serial number
- Installed applications
It is important that the relevant information is up-to-date, correct and complete. For example, regular audits can easily guarantee that no unauthorized users or devices are accessing a network.
Best practice #5: Consider the entire life cycle
Devices travel a long way in organizations. Administrators and other stakeholders, provision, implement and monitor devices. However, this is not the end of the story. The life cycle includes procurement to deployment, maintenance, user changes and disposal.
If there are well-defined processes in place, this works well. Devices are always up to date. They do not pose any unnecessary risks – such as unsecured sensitive data. Users do not use them beyond a defined service life.
Best practice #6: Run regular backups
Regular backups are essential, especially when it comes to important company data. Test backups to ensure that you can restore data completely and correctly in an emergency.
Best practice #7: Combine with a ticket system
Combining a highly developed device management system with a ticket system makes sense in many respects. Users benefit from an all-in-one solution. They can combine areas such as ITSM with efficient device management.
Combining inquiries, problem management, service processes and device management creates excellent control over IT-relevant processes.
Conclusion: The many advantages of efficient
device management
Mobile device management is an area that can play a huge role for companies, organizations and institutions. Sophisticated device management – supported by an adequate software solution – make IT administrators’ day-to-day work easier.
Organizations as a whole also benefit from greater efficiency, functional processes and fewer IT problems. The time savings alone have significant monetary value, not to mention the reduced risks from security gaps.
It is important to take a closer look at this area. Implement a suitable solution and apply best practices. By using it consistently and integrating it into your day-to-day IT work, you will benefit immensely. You will also ensure a high return on investment.
Find out how you can make the most of device management.
