5 Key Challenges of Adopting Managed Mobility Services and How to Overcome Them

Why This Matters

In today’s fast-paced business environment, where technology reigns supreme, Managed Mobility Services (MMS) are emerging as a critical component for organizational success and competitive edge. MMS entails the outsourcing and management of mobile devices and associated services, crucial for modern companies to efficiently acquire, provision, and support a myriad of mobile technologies such as smartphones, tablets, and other essential field force devices. This relevance is particularly pronounced in industries like technology, retail, and finance, where seamless mobility is not just an advantage—it's a necessity.

Consider the finance sector, for example, where security and operational efficiency are paramount. Here, MMS offers a lifeline by providing services that enhance mobile device management while safeguarding sensitive financial data through robust access controls and monitoring. Similarly, in the retail industry, where mobile point-of-sale systems, inventory management, and customer engagement tools are increasingly mobile-centric, MMS helps ensure these critical functions operate smoothly and without interruption.

The demand for Managed Mobility Services has been fueled by several converging trends. The proliferation of mobile devices is one, with global smartphone usage projected to surpass six billion users by 2025, according to Statista. Meanwhile, the rise of remote work and hybrid workforces has accelerated the need for secure, efficient mobile solutions. Moreover, the ever-evolving cybersecurity landscape now requires more sophisticated, managed approaches to protect against vulnerabilities inherent in mobile technologies.

Emerging needs such as real-time data analytics and artificial intelligence enhancements underscore the necessity for integrated Managed Mobility Services. Companies are increasingly seeking solutions that go beyond device management to include comprehensive analytics and AI support, which can turn mobile device data into actionable insights, thereby driving business growth and operational excellence.

Thus, Managed Mobility Services stand at the intersection of necessity and innovation, offering businesses in all sectors the tools to not only manage their mobile assets effectively but also leverage them for strategic advantage. In this rapidly evolving digital landscape, MMS will continue to be instrumental in empowering organizations to navigate the complexities of mobile technology with confidence and foresight.

The Basics of

Managed Mobility Services (MMS) refers to a suite of services aimed at managing and optimizing mobile devices, wireless networks, and related services within an organization. The key components of MMS include:

1. Device Procurement and Deployment: Sourcing, purchasing, and setting up devices such as smartphones, tablets, and other mobile tech for business use.

2. Mobile Device Management (MDM): Implementing tools and software to monitor, secure, and manage mobile devices within a company's ecosystem.

3. Application Management: Handling the acquisition, deployment, updating, and removal of mobile applications used across devices.

4. Security Management: Protecting data on mobile devices, ensuring compliance with data privacy regulations, and setting up security protocols.

5. Expense Management: Tracking and optimizing costs associated with mobile device use, including wireless service charges and device costs.

6. Support and Maintenance: Providing technical support and regular maintenance to ensure devices are operating effectively and efficiently.

In a business context, MMS functions by centralizing the management of all aspects related to mobile technology, which streamlines operations, enhances security, and reduces costs. Companies use these services to manage their mobile workforce effectively, ensuring employees have the tools they need while maintaining a secure and compliant environment.

Real-World Examples:

1. Retail Sector: A national retail chain uses MMS to equip sales associates with tablets to process sales, check inventory, and assist customers. By using MMS, the company ensures secure transactions and device management, reducing downtime.

2. Healthcare Facilities: Hospitals and clinics implement MMS to manage devices used by doctors and nurses for accessing patient records and scheduling. This ensures compliance with healthcare regulations and secure handling of sensitive information.

3. Construction Companies: A construction firm leverages MMS to manage mobile devices used on-site by workers for plans, schedules, and communication. This minimizes operational disruptions and ensures up-to-date software and security protocols are followed.

By leveraging MMS, these businesses can focus more on their core operations while maintaining robust mobile technology systems that enhance productivity and security.

Key Benefits

Adopting Managed Mobility Services (MMS) offers numerous benefits to businesses, ranging from streamlined operations to enhanced competitive positioning. Here are the top benefits of MMS and their positive impacts:

1. Increased Efficiency

- Streamlined Device Management: MMS helps businesses manage their mobile devices more efficiently by handling provisioning, deployment, and management through a single platform. This centralized approach reduces the administrative burden on IT departments.

- Improved Workflows: Automating mobile device management allows employees to focus on core business activities. For example, a case study of a large retail chain using MMS saw a 30% reduction in IT workload, enabling the IT team to support other critical functions.

2. Cost Savings

- Reduced Operational Costs: By outsourcing mobility management, companies can lower costs related to device lifecycle management, repairs, and replacements.

- Predictable Expense Models: MMS often operates on a subscription basis, allowing companies to predict and control their mobility budgets. Statistics show that businesses using MMS can reduce their mobility costs by up to 20%, as cited in a report by Gartner.

3. Improved Security

- Enhanced Data Protection: MMS providers implement robust security protocols, ensuring data encryption, secure access, and compliance with industry standards. This is crucial for sectors handling sensitive information.

- Remote Management: In case of a lost or stolen device, MMS allows organizations to remotely lock or wipe data, preventing breaches. A healthcare provider increased their security rating by partnering with an MMS provider, reducing data breach incidents by 40%.

4. Improved Customer Experience

- Seamless Service Delivery: With efficient mobile device management, field employees can provide better and faster service, enhancing customer satisfaction. An example is a logistics firm that used MMS to streamline delivery operations, improving on-time deliveries by 15%.

- Access to Latest Technology: MMS ensures that employees have the latest technology, enabling them to serve customers better with up-to-date applications and hardware.

5. Competitive Advantage

- Adaptability and Scalability: MMS allows businesses to quickly scale their operations up or down based on demand, providing flexibility that can result in a competitive edge.

- Innovation and Agility: Companies using MMS can quickly adopt new technologies, maintaining a tech-savvy image and staying ahead of competitors. For example, a tech startup increased its market share by 10% by utilizing MMS to support new app launches more efficiently.

In summary, Managed Mobility Services can transform how businesses operate, offering significant improvements in efficiency, cost control, security, customer satisfaction, and competitive positioning. With the right MMS strategy, organizations can focus on strategic growth and operational excellence.

Challenges to Watch For

Adopting Managed Mobility Services (MMS) can streamline operations and provide significant business benefits. However, several challenges can arise during implementation and management. Understanding these obstacles is essential for creating effective strategies to overcome them.

1. Data Security Concerns

Challenge:

With the integration of MMS, companies allow third-party oversight over sensitive data accessed via mobile devices. This raises concerns about data breaches and unauthorized access.

Solution:

To mitigate security risks, businesses should invest in solutions with robust security features, such as encryption, multi-factor authentication, and data loss prevention technologies. It's critical to perform thorough due diligence when selecting an MMS provider, ensuring they comply with industry standards and regulations, such as GDPR or HIPAA.

Preparation:

- Conduct a security audit to identify vulnerabilities and create a comprehensive security policy.

- Train employees on best practices for mobile security, including phishing awareness and secure device usage.

- Establish incident response protocols with the MMS provider to handle any breaches swiftly.

Example: Companies can look to industries like finance and healthcare, where rigorous security practices are essential, as models for implementing secure MMS frameworks.

2. Costs and Budget Concerns

Challenge:

While MMS can lead to cost savings in the long run, the initial implementation and service fees can pose financial challenges.

Solution:

Develop a clear budget and cost-benefit analysis to understand potential savings versus expenses. Evaluate MMS providers based on scalability, allowing you to adjust services as your needs change, preventing overinvestment in capabilities not yet required.

Preparation:

- Work with financial planning teams to develop flexible budgeting strategies.

- Consider phased implementation, focusing first on critical areas that will deliver immediate ROI.

- Look for providers that offer a range of pricing models tailored to various business sizes and needs.

Example: Small to medium enterprises might start by outsourcing only particular elements of MMS, testing effectiveness without overcommitting financially.

3. Integration with Existing Systems

Challenge:

Integrating MMS with legacy systems can be complex, potentially causing disruptions and compatibility issues.

Solution:

Choose MMS providers with proven integration capabilities. Prioritize solutions offering APIs or connectors compatible with existing systems to minimize disruption.

Preparation:

- Conduct a thorough assessment of current IT infrastructure to identify potential integration challenges.

- Work with IT teams to create a detailed integration plan, including timelines and roles.

- Invest in training IT staff to manage integration processes effectively.

Example: Companies can learn from successful case studies where businesses in similar industries have integrated MMS effectively, adopting strategies that proved successful.

4. Lack of Expertise

Challenge:

Businesses may lack the internal expertise to manage or oversee MMS processes adequately.

Solution:

Invest in training programs to upskill employees on MMS management, or hire staff with the necessary expertise to navigate these services.

Preparation:

- Establish partnerships with training providers specializing in MMS to enhance team capabilities.

- Consider hiring dedicated MMS professionals or a project manager to oversee the adoption process.

Example: Retail companies have invested in leadership development and technical training programs to foster expertise among their workforce, leading to smoother MMS adoption.

5. Resistance to Change

Challenge:

Employees and departments may resist transitioning to new systems and workflows.

Solution:

Implement change management practices that involve clear communication of the benefits and provide support throughout the transition period.

Preparation:

- Develop a communication strategy about MMS benefits to get buy-in from all stakeholders.

- Use pilot programs to demonstrate the effectiveness of MMS, gathering feedback and adjusting accordingly.

- Offer incentives or recognition for teams successfully navigating the transition.

Example: Technology companies often utilize internal champions—early adopters who can influence peers positively—helping to ease resistance and encourage acceptance.

By addressing these common challenges with strategic planning and investing in the right resources, businesses can efficiently implement managed mobility services while minimizing potential disruptions and maximizing benefits.

How to Get Started with KanBo

Implementing Managed Mobility Services (MMS) in a business setting using KanBo's features is a structured process that ensures effective collaboration and management. Here’s a step-by-step guide that leverages KanBo’s capabilities for seamless implementation.

Step 1: Initial Assessment

Before jumping into implementation, conduct an assessment of the current mobility needs and landscape of your organization.

- KanBo Feature: Cards and Lists

- Use Cards to capture individual assessments, such as current mobility tools, user pain points, and areas of improvement.

- Organize these Cards into Lists within a Space dedicated to the assessment phase. This could include lists such as Current State, Challenges, and Opportunities.

Step 2: Planning

Develop a strategic MMS plan by defining objectives, identifying key performance indicators (KPIs), and designing a roadmap for implementation.

- KanBo Feature: Board Templates and Timeline

- Employ a Board Template designed for planning phases to ensure consistency and structure.

- Utilize the Timeline feature to visualize project milestones, deadlines, and critical path activities.

Step 3: Execution

Initiate the MMS deployment, starting with infrastructure setup, device management policies, and end-user training.

- KanBo Feature: Spaces, Labels, and Card Relationships

- Create dedicated Spaces for different execution tasks such as Infrastructure Setup, Policy Deployment, and Training.

- Use Labels to categorize efforts (e.g., infrastructure, training).

- Establish Card Relationships to manage dependencies between tasks and ensure a logical execution flow.

Step 4: Monitoring

Track progress and ensure that MMS plans are being executed as intended.

- KanBo Feature: Activity Stream and MySpace

- Leverage the Activity Stream for real-time updates and to track team involvement and progress.

- Encourage team members to use MySpace for managing their tasks from various Spaces, promoting individual accountability.

Step 5: Evaluation

Assess the success of the MMS implementation against predefined KPIs and gather feedback for continuous improvement.

- KanBo Feature: SPACE, Card Templates, and Forecast Chart

- Create overarching SPACE for the evaluation project where insights and reports are consolidated.

- Use Card Templates to standardize feedback collection and reporting.

- The Forecast Chart can be used to analyze project outcomes and identify trends or areas needing improvement.

KanBo Installation Options for Decision-Makers

1. On-Premises Installation: Ideal for organizations needing stringent data control, such as government or security-sensitive sectors. This option allows complete oversight of your data.

2. Cloud Installation: Best for organizations favoring scalability and remote access, offering fast deployment and robust security.

3. GCC High Cloud Installation: Designed for regulated industries that require compliance with federal data protection standards, ensuring top-tier security.

4. Hybrid Installation: Combines the flexibility of cloud with the control of on-premises solutions, allowing separation of sensitive data handling.

Each installation option ensures that KanBo can be tailored to meet your specific organizational needs, maximizing both security and efficiency.

Implementing MMS with KanBo facilitates streamlined workflows, enhanced collaboration, and ensures that mobility services are aligned with strategic goals. By effectively using KanBo’s features, organizations can achieve a cohesive and transparent work environment, driving productivity and innovation in Mobility Services.

Measuring Success

To comprehensively measure the success of Managed Mobility Services (MMS), businesses should track a set of key performance indicators (KPIs) and metrics that illustrate the impact and effectiveness of these services. By consistently monitoring these indicators, organizations can ensure continuous improvement and strategic alignment. Here are some of the most relevant metrics and ways to track them:

1. Return on Investment (ROI):

- Impact: ROI measures the profitability and financial gains obtained from investing in MMS relative to the cost. A positive ROI indicates that the investment in MMS is yielding greater benefits than costs.

- Monitoring: Calculate ROI by comparing the total gains from increased productivity, reduced downtime, and cost savings against the investment costs of implementing and maintaining MMS. This can be reviewed on a quarterly or annual basis.

2. Customer Retention Rate:

- Impact: A robust MMS can enhance customer satisfaction through better service delivery, potentially increasing retention rates. Retaining customers is often less costly than acquiring new ones.

- Monitoring: Track the number of repeat customers over a period. Use customer feedback and satisfaction surveys to gauge synergy between MMS enhancements and customer loyalty.

3. Cost Savings:

- Impact: Evaluate reductions in operational costs thanks to efficient device management, streamlined operations, and reduced need for IT support due to the effective use of MMS.

- Monitoring: Compare pre- and post-MMS implementation costs, including IT personnel, hardware costs, maintenance, and repair expenses. Regular ledger reviews can spotlight cost-saving areas.

4. Time Efficiency:

- Impact: The implementation of MMS should ideally reduce the time spent on device management, allowing employees to focus on core business activities.

- Monitoring: Track metrics like average time spent on resolving device-related issues before and after MMS implementation. Tools that log IT team efforts or digital workflows can provide insights.

5. Employee Productivity:

- Impact: Effective MMS deployment can improve employee efficiency by minimizing device-related disruptions and providing seamless access to applications and data.

- Monitoring: Assess productivity by measuring outputs such as tasks completed or projects delivered. Employee feedback and time-tracking tools can give deeper insights into productivity changes.

6. Security Incidents:

- Impact: One of the critical goals of MMS is to enhance the security of mobile devices. A reduction in security breaches or compromised devices indicates effective security management.

- Monitoring: Keep a detailed log of security incidents, including frequency and severity. Regular security audits and reports will help in continually enhancing the security protocols.

7. Device Performance:

- Impact: MMS should ensure efficient device functionality. Proper management should lead to optimal device performance and lifespan.

- Monitoring: Track device downtime and performance metrics using management software that provides insights into device health and uptime.

8. User Satisfaction:

- Impact: Satisfied users indicate that the MMS is meeting their needs effectively, leading to higher productivity and morale.

- Monitoring: Conduct regular surveys and feedback sessions to gather user opinions on MMS. This qualitative data can supplement quantitative metrics for a comprehensive view of user satisfaction.

By establishing a consistent routine for monitoring these metrics, businesses can adapt their MMS strategies in line with performance data, enabling more informed decision-making and enhancements. Continuous tracking and analysis will help organizations fine-tune their mobility services to align with broader business objectives and emerging technological trends.

KanBo Cookbook: How to work with KanBo

KanBo Implementation Cookbook for Managed Mobility Services (MMS)

Understanding KanBo Features and Principles

KanBo acts as a flexible platform that provides real-time visualization, task management, and seamless communication—all of which are crucial for Managed Mobility Services (MMS). Key features include the hierarchical structuring of work through Workspaces, Spaces, Folders, and Cards, integration with Microsoft products, and robust customization options. These features help MMS providers efficiently manage the acquisition, provisioning, and support of devices while maintaining control over corporate resources and information.

Business Problem Analysis

For Managed Mobility Services, effective coordination and management of resources are critical. The primary challenge is to efficiently manage device provisioning and support within a structured environment while ensuring strategic goals are met. With KanBo, these tasks can be organized and tracked in real-time, facilitating smoother operations and better accountability.

Drafting the Solution

Step-by-Step KanBo Implementation for MMS

1. Create a Workspace for MMS:

- From your KanBo dashboard, click the "+" icon to create a new Workspace specifically for MMS.

- Name it accordingly, describe its purpose, and select the type of Workspace (Private, Public, Org-wide).

- Assign roles, setting permissions for Owners, Members, or Visitors to manage who has access to what.

2. Establish Folders for Different Service Categories:

- Within the MMS Workspace, use the Sidebar to navigate to Workspaces & Spaces and click the three-dot menu to "Add new folder."

- Create Folders for various categories such as "Device Acquisition," "Provisioning," and "Support."

- This categorization will help you organize Spaces under appropriate service sectors efficiently.

3. Design Spaces for Specific Projects:

- Choose between Space types to best capture workflow needs: Workflow Spaces for structured processes or Informational Spaces for static data.

- For instance, "Device Acquisition" might use a Workflow Space to track procurement stages such as "Requested," "Ordered," and "Delivered."

4. Populate Spaces with Actionable Cards:

- Within each Space, generate Cards for specific tasks such as individual device orders or support tickets.

- Use the customizable elements to add relevant details like deadlines, priority levels, and attachments for each Card.

5. Facilitate Team Collaboration and Resource Management:

- Assign team members to relevant Cards, utilizing labels and comments for clear communication.

- Schedule a kickoff meeting, inviting key team members to demonstrate KanBo's features and offer initial training sessions.

6. Organize Personal Tasks with MySpace:

- Encourage team members to use their MySpace for personal task management, gathering mirror copies of important Cards across Spaces.

- Here, tasks can be arranged using views like the Eisenhower Matrix for better personal task prioritization.

7. Maximize Use of Advanced Features for Enhanced Efficiency:

- Integrate workflows by relating Cards and utilizing date dependencies for time-sensitive projects.

- Leverage templates (Space and Card) to standardize recurring processes across different MMS projects.

8. Monitor and Report on Progress:

- Utilize the Activity Stream to track tasks and team activity, ensuring real-time updates on project progress.

- Deploy Monitoring tools like Forecast Charts and Time Charts to measure efficiency and predict project timelines.

Cookbook Presentation Instructions

- Introduction: Begin with a brief overview of KanBo as a solution for MMS, explaining its relevance and key benefits.

- Features & Principles: Summarize the essential features and framework of KanBo, linking them to MMS needs.

- Business Problem Analysis: Outline the primary challenges that MMS faces, setting the stage for the solution.

- Step-by-Step Solutions: Include numbered steps detailing the process for setting up and optimizing MMS operations with KanBo.

- Advanced Features & Monitoring: Explain how to leverage advanced features for ongoing efficiency and how to monitor progress effectively.

- Conclusion: Summarize how the structured use of KanBo can revolutionize the coordination and management in MMS, ensuring compliance, security, and efficiency.

Following this cookbook-style guide will ensure a structured, efficient, and strategic alignment of Managed Mobility Services using KanBo, enhancing overall organizational performance and accountability.

Glossary and terms

Glossary for KanBo

Introduction:

KanBo is an advanced work management platform designed to bridge company strategy with daily operations. It integrates seamlessly with Microsoft products and provides a comprehensive toolset for organizing, managing, and executing work in a transparent and efficient way. With unique features and customizable solutions, KanBo caters to diverse business needs, whether for regulated industries or agile teams. Here's a glossary to help you understand key KanBo terms and features.

Glossary Terms:

- Hybrid Environment:

- A configuration offering both on-premises and cloud capabilities, allowing organizations to choose where to host data based on legal, geographical, and compliance needs.

- GCC High Cloud Installation:

- A secure installation offered through Microsoft’s GCC High Cloud, designed to comply with federal standards like FedRAMP, ITAR, and DFARS, ideal for regulated industries such as government contracting and defense.

- Customization:

- The ability to tailor KanBo’s features, layouts, and workflows, especially in on-premises systems, for specific business requirements.

- Integration:

- KanBo's seamless connection with Microsoft products, facilitating a unified experience in managing tasks and projects across different platforms.

- Data Management:

- The handling of sensitive and general data using a balanced approach of on-premises and cloud storage, ensuring security and accessibility.

- Workspaces:

- The highest level of organization within KanBo, designed to separate different teams or projects, containing Folders and Spaces.

- Folders:

- Tools for categorizing Spaces within a Workspace that help structure and organize projects efficiently.

- Spaces:

- Areas within Workspaces and Folders that represent specific projects or focus areas, facilitating team collaboration and featuring Cards.

- Cards:

- The basic units of KanBo representing tasks or action items, which include notes, files, comments, and to-do lists.

- Lists:

- Custom fields for organizing Cards by categories; each Card can belong to only one List.

- Timeline:

- A visual representation of Card dates in a Kanban view, allowing due date adjustments by dragging Cards across a horizontal time axis.

- MySpace:

- A personal management area for users to organize mirror Cards from different Spaces without affecting the original content.

- Card Relation:

- Dependencies between Cards, identifying task hierarchies such as parent-child or sequential relationships.

- Label:

- Custom tags that can be added to Cards for descriptive purposes; multiple labels can be assigned to a single Card.

- Space Template:

- Preconfigured, reusable structures for Spaces that help standardize workflows, including predefined Cards and statuses.

- Activity Stream:

- A dynamic feed showing the chronological list of activities within KanBo, providing real-time updates and links to related Cards and Spaces.

This glossary serves as an essential toolkit for navigating and utilizing KanBo to its fullest potential, optimizing workflow management and enhancing strategic alignment within organizations.