Company Device Ownership and Usage

In today’s digital workplace, company-owned devices such as laptops, tablets, and smartphones play a vital role in ensuring productivity, security, and smooth business operations. However, to maximize their effectiveness and protect organizational assets, businesses need clear procedures and documented policies for handling these devices. Below are the essential steps every company should follow to properly manage company-owned devices.

1. Key Features of Company Owned Devices

• Automatic Enrollment – Devices can be enrolled directly when activated (e.g., Android Zero-Touch, Apple Automated Device Enrollment).
• Separation of Work & Personal Data – Work profile (Android) or managed apps (iOS) isolate business data.
• Stronger Policy Enforcement – Password rules, app restrictions, Wi-Fi/VPN setup, etc.
• App Management – Admins can push and manage apps from the Google Play or Apple App Store.
• Remote Management – Locate, lock, or wipe company data if the device is lost/stolen.
• Compliance Monitoring – Detect jailbroken/rooted devices and block access.
• Certificate-based Authentication – Useful with hosted S/MIME, Wi-Fi, or VPN.
• Reporting – Admins can see device details (OS version, security patch level, etc.).

Steps for Company-Owned Devices Implementation

1. Enroll Devices into Google Endpoint Management

• Sign in to the Google Admin Console → Devices > Mobile & Endpoints.
• Choose Company-Owned device enrollment.
• For Android: Use Android Enterprise to bind your organization and enroll devices.
• For iOS: Configure Apple Business Manager (ABM) or use manual enrollment with the Google Device Policy app.
• For Chromebooks: Enroll using Chrome Enterprise Upgrade so the devices are automatically managed.

2. Configure Security Policies

• Set up password requirements (length, complexity, expiration).
• Enforce screen lock and encryption.
• Define OS version requirements to block outdated/insecure systems.
• Enable context-aware access to allow logins only under safe conditions (location, IP, device compliance).

3. App Management

• Pre-install business apps (e.g., Gmail, Drive, Meet, Docs).
• Block or restrict installation of non-approved apps.
• Use managed Google Play for Android devices to control which apps employees can install.

4. Monitoring and Compliance

• Track device inventory in Admin Console → Devices.
• View details such as serial number, OS version, last sync, and compliance status.
• Set alerts for suspicious activity (e.g., jailbroken/rooted devices, unauthorized apps).

5. Support and Maintenance

• Push OS and security updates remotely.
• Provide troubleshooting through remote wipe/reset options.
• If needed, remotely install updates or required apps across all company devices.

6. Return / Offboarding Process

• When employees leave or change roles, unenroll the device via Admin Console.
• Perform remote wipe (full wipe for company-owned, account wipe for BYOD).
• Reassign or retire the device.
• For Chromebooks, deprovision if it will no longer be used.

Pros of Company-Owned Devices in Google Workspace
1. Centralized Security Control

• Admins can enforce passwords, encryption, and screen locks.
• Ability to remotely wipe or lock lost/stolen devices.

2. Seamless Integration

• Direct integration with Gmail, Drive, Meet, Docs, and other Google Workspace apps.
• Company-owned devices sync automatically with Workspace policies.

3. Better Compliance

• Context-Aware Access lets admins restrict logins based on device compliance, location, or IP.
• Helps organizations meet regulatory/security requirements.

4. Pre-Configured Environment

• Devices can be enrolled with pre-installed apps and restrictions before handing them to employees.
• Reduces setup time for users.

5. Improved Visibility & Tracking

• Admin console shows device details (OS version, last sync, serial number).
• Easier inventory and lifecycle management.

6. Consistent User Experience

• All employees get the same baseline apps and policies, leading to fewer support issues.

Cons of Company-Owned Devices in Google Workspace

1. Higher Cost for the Organization

• Companies must purchase, maintain, and replace hardware.
• More expensive compared to Bring Your Own Device (BYOD) models.

2. Limited Employee Flexibility

• Restrictions on installing personal apps or using the device outside of work.
• Employees may prefer using their own familiar devices.

3. Administrative Overhead

• The IT team must manage enrollment, updates, compliance checks, and returns.
• More workload compared to BYOD where employees handle their own devices.

4. Privacy Concerns

• Employees may feel uncomfortable knowing their activity could be monitored.
• Even with clear policies, perception of reduced personal freedom exists.

5. Device Lifecycle Management

• Older devices need replacement or deprovisioning.
• Maintaining an updated fleet can become resource-intensive.

6. Dependency on Policies

• If endpoint management settings are too strict, it can frustrate users.
• If too lenient, devices may become a security risk.

About:

Company-owned devices in Google Workspace are managed through Google Endpoint Management, giving IT admins full control over security, apps, and compliance. These devices are enrolled directly into the company domain, allowing admins to enforce policies such as password protection, encryption, and remote wipe in case of loss or theft.

With tools like Managed Google Play (for Android), Apple Business Manager (for iOS), and Chrome Enterprise (for Chromebooks), organizations can pre-install business apps, block non-approved apps, and ensure a consistent, secure work environment. This approach strengthens data protection, simplifies device tracking, and ensures compliance, though it requires investment in hardware and ongoing IT administration.