How to create a BYOD policy

Though BYOD isn’t new, it’s often under-managed.

If your team’s already using their phones and laptops for work, it’s time to make sure you’ve got a clear policy in place to protect your business.

We’ll take you through exactly how to create a robust bring your own device (BYOD) policy–with a free downloadable worksheet to help you build your own.

What is a BYOD policy?

A BYOD policy sets out how and when your teams can use their phones, tablets, or laptops to access company systems, data, and apps.

It outlines what’s allowed, what’s not, and how you’ll keep your business secure, while still giving people the flexibility to work from their own tech.

As well as offering control, it helps productivity, protects sensitive information, and helps you strike a balance between access and accountability.

Benefits and challenges of BYOD

Giving your team the freedom to use their own devices for work can bring some great business benefits, but it’s not without potential downsides. Here are some of the pros and cons.

Benefits can include:

• Lower costs: Fewer devices to buy and maintain means less strain on your IT budget.

• Happier teams: People like using their own tech (and they tend to take better care of it).

• More flexibility: BYOD supports remote and hybrid working without extra hardware (which is also good for recruiting and keeping talented people).

• Business continuity: With access to key systems from multiple devices and locations, your team can keep working even if something unexpected happens.

• Scalability: As your business grows, BYOD makes it easier to onboard new people quickly without needing to buy or provide new devices.

Challenges may be:

• Security gaps: Unlike company hardware, personal devices might not have the latest security patches, antivirus, or protections against phishing and malware.

See more about common cybersecurity mistakes and what is a cyberattack?

• Data privacy risks: Without the right controls, sensitive business data could end up in personal storage or accessed via unsecured or free public networks.

• Compliance headaches: If you’re in a heavily regulated sector, BYOD could complicate how you meet data protection standards like GDPR or other local regulations.

Why your business needs a BYOD policy

A BYOD policy helps you protect business and customer data, sets clear expectations, and makes sure you stay on the right side of legal and security obligations.

Can someone check work email on their own phone? What happens if their phone’s lost or stolen? Do they need to install company software? Without clear guidance, people take their best guess, and that’s where problems can start.

A good BYOD policy puts you back in control and keeps everyone on the same page.

For more, take a look at How policies, practices and people can put your business at risk.

What is an acceptable use policy for BYOD?

An acceptable use policy manages all the grey areas that often come with people using personal devices for work. As well as protecting your business, it helps your people understand where the boundaries are.

It typically includes:

• Who’s authorised, and which devices are allowed.

• Security measures like encryption, password protection or software updates.

• What apps or systems they can access.

• How they use or transfer data.

• What counts as misuse and the consequences.

For example, you might want to limit access to specific systems or websites or ban file transfers to personal cloud storage.

Whatever your rules, spell them out clearly and make sure they’re easy to follow.

How do I write a BYOD policy?

The best BYOD policies reflect your business size, risk profile, systems, and how you work.

Here’s how to get started:

1. Assess the risks

Identify what’s at stake. What systems do employees need access to? What’s the most sensitive data they could reach? Where are the vulnerabilities?

2. Set your scope

Decide which devices and roles the policy will apply to. Will it include smartphones only? Laptops? Contractors as well as your team?

3. Create your acceptable use rules

Explain exactly what’s allowed, what’s restricted, and what’s banned. Think about app use, network access, data sharing, and storage rules.

4. Define your security requirements

Include any mandatory software (like antivirus or VPN), minimum password standards, and if two-factor authentication is needed. You’ll also want to clarify what happens if a device is lost or stolen, and any team training requirements.

5. Plan your rollout

Make sure your team knows the policy is coming, where to find it, and where to go for help.

6. Keep it simple

Write it all down in plain language. If people don’t understand your policy, they won’t follow it.

7. Download our free worksheet

Use our BYOD policy worksheet to map your risks, define your requirements, and build a policy that fits your unique needs.

Having a BYOD policy makes sound business sense. It helps protect your systems, your data, and your people, while letting them work from anywhere.

Want more help creating your BYOD policy? Our V-Hub Digital Advisers are here to help.