by The Computing Australia Group | 
Mobile security in the workplace matters because staff phones now hold the keys to the business. Work email, Microsoft 365 files, Teams chats, banking approvals and the authenticator app that protects every login often sit on the same device as personal photos, games and social media. If that phone is lost, scammed or compromised, an attacker may get much more than a phone.
This guide covers the main mobile risks, how to handle company-owned and personal (BYOD) phones, six steps every employer should take and a simple checklist for staff. It’s based on guidance from the Australian Signals Directorate (ASD).
Updated 8 November 2026
What's changed in mobile security in the workplace
- Scam texts and calls are getting more convincing. ASD's July 2026 guidance warns that attackers use AI to move faster, which includes more polished scam messages. See "The main risks".
- ASD advises business leaders to restart phones daily. Its practical tips for leaders also recommend avoiding swipe or pattern unlocks. See the staff checklist.
- Better options for personal phones. Tools such as Microsoft Intune app protection can secure work apps on a personal phone without controlling the whole device. See "Company-owned vs BYOD".
Why mobile security in the workplace matters
A work phone is often a digital identity hub. It may hold email, saved passwords, cloud files, client contacts and the app that approves multi-factor authentication (MFA) prompts. As a result, a single compromised or unlocked phone can open the door to email accounts, shared files and finance systems.
Small businesses are often targeted precisely because they have fewer controls in place. Fortunately, most mobile risks can be reduced with a few clear policies and settings.
The main risks to mobile security in the workplace
Lost or stolen phones
A phone without a strong screen lock can give anyone who picks it up access to email, files and chats.
Scam texts and calls
Smishing messages and fake calls impersonate banks, delivery companies, suppliers or managers to steal logins or money.
Risky apps and permissions
Unofficial apps, or apps with excessive permissions, can collect data or install malware.
Out-of-date software
Phones that miss updates stay exposed to weaknesses attackers already know about.
Public and fake Wi-Fi
Free hotspots in cafes, airports and hotels can be insecure or set up by attackers.
Mixing work and personal data
Work files in personal apps or unapproved AI tools can leave the business’s control.
Mobile security in the workplace: company-owned phones vs BYOD
The right controls depend on who owns the phone. Most businesses end up with a mix of both.
| Company-owned phones | Personal phones (BYOD) | |
|---|---|---|
| How they’re managed | Full device management through a tool such as Microsoft Intune | App protection that secures only work apps and data |
| What IT can enforce | Screen lock, encryption, updates, approved apps and settings | A PIN for work apps, blocking copy and paste into personal apps, and minimum app versions |
| If the phone is lost | Lock it or wipe the whole device remotely | Remove only company data, leaving personal photos and apps untouched |
| Staff privacy | Business-owned, so the business sets the rules | Personal data stays private and isn’t visible to the business |
| Best for | Staff handling sensitive data, or shared devices | Occasional access to email, Teams and files |
Whichever approach you choose, write it down in a short mobile device policy so staff know what's expected.
Six steps to improve mobile security in the workplace
These steps cover most of the risk. Select one to jump to the detail.
Write a mobile policy
Say which devices and apps may access work data.
Manage devices or apps
Use device management or app protection.
Enforce the basics
Screen locks, encryption and updates.
Protect logins with MFA
Use app-based prompts, not just text codes.
Plan for lost phones
Fast reporting and remote wipe.
Train your staff
Smishing, app safety and what to report.
1. Write a clear mobile policy
First, keep it to a page or two. It should cover which phones can access work email and files, which apps are approved, what happens when a device is lost, and how company data is removed when someone leaves. In addition, explain what the business can and can’t see on personal phones, because clarity builds trust.
2. Manage the device or the work apps
For company-owned phones, enrol them in a device management tool so you can enforce settings and wipe them if needed. For personal phones, use app protection instead. Microsoft 365 Business Premium includes Intune, which supports both approaches.
3. Enforce screen locks, encryption and updates
ASD recommends a strong passphrase, PIN or biometric lock, automatic locking after a short time, encryption and automatic updates. Device management lets you enforce these settings rather than relying on reminders, and block access from phones that fall too far behind on updates.
4. Protect logins with multi-factor authentication
MFA stops most account takeovers even when a password is stolen. Where possible, prefer authenticator app prompts with number matching over text-message codes, which can be intercepted through SIM-swap scams. Teach staff never to approve a prompt they didn’t trigger.
5. Plan for lost and stolen phones
First, make it easy and blame-free to report a lost phone straight away, including after hours. Then IT can lock or wipe the device, or remove company data from a personal phone, and sign it out of work accounts. Similarly, remove access promptly when staff leave; our guide to preventing ex-employees from compromising your business explains how.
6. Train staff on mobile threats
In general, short, practical training works best. Show real examples of scam texts, explain how to check a request through a known number, and remind staff to keep work data in work apps.
Mobile security in the workplace: a checklist for staff
Share this list with your team. Each item takes only a minute or two.
- Lock your phone. Use a strong PIN, passphrase or biometrics, not a swipe pattern, and set it to lock after a few minutes.
- Keep it updated. Turn on automatic updates for the operating system and apps.
- Restart it regularly. ASD suggests business leaders turn their phones off daily.
- Use official app stores only. Check reviews and permissions before installing anything.
- Be careful on public Wi-Fi. Use your phone’s mobile data or hotspot for work instead.
- Check before you trust. Verify unexpected texts, calls or payment requests through a number you already know.
- Keep work in work apps. Don’t save work files to personal apps or paste them into unapproved AI tools.
- Report a lost phone immediately. The sooner IT knows, the less damage it can do.
For broader habits, see our cybersecurity best practices for employees and companies.
How CAG helps with mobile security in the workplace
Our Perth team sets up and manages Microsoft 365 for business, including the security settings that protect phones and the work apps on them. We also provide staff cyber awareness training, and our managed IT services add 24/7 monitoring and endpoint detection and response with automatic containment.
If a device is lost or an account is compromised, we help you lock it down, preserve evidence and restore access safely. Learn more about our cyber security services.
Perth cyber security
Are your team’s phones protected?
Talk to our team about mobile device management, BYOD policies or staff training. We'll review your setup and explain the simplest way to close the gaps.
Your questions answered
Mobile security in the workplace: the basics
What is the biggest mobile security risk for businesses?
Lost or stolen phones without a strong screen lock, and scam texts or calls that trick staff into giving up logins or money. Both are largely preventable with settings and training.
Should staff use personal phones for work?
It can work well with the right controls. App protection secures work apps and data on a personal phone, and can remove company data if the phone is lost, without touching personal content.
Do phones need antivirus?
Keeping the operating system and apps updated and installing apps only from official stores matter most. Business-grade mobile threat protection can add another layer for higher-risk roles.
Managing work phones
What is mobile device management (MDM)?
It’s a tool that lets IT set security rules on phones, such as screen locks, encryption and updates, and lock or wipe a device remotely. Microsoft Intune is a common example.
Can my employer see my personal data with BYOD?
With app protection, the business manages only work apps and data. It can’t see your personal photos, messages or browsing.
What should staff do if they lose a work phone?
Report it to IT immediately, even out of hours, so the device can be locked or the company data removed. Then change passwords for key accounts.
Sources and further reading
- Australian Signals Directorate — Secure your mobile phone
- Australian Signals Directorate — Practical cyber security tips for business leaders
- ASD — Defending against AI-enabled cyber attacks: Guidance for small businesses (PDF)
- Microsoft Learn — App protection policies overview
- Scamwatch
Last reviewed 8 November 2026.
About the author
Blake Parry
Technical Services Manager, The Computing Australia Group
Blake leads the technicians who deliver CAG’s IT services, looking after clients in mining, oil and gas, manufacturing, government and corporate sectors. Because no two environments are alike, he insists every client site is documented to a high standard. His goal is simple: systems that are configured properly, less downtime, and staff who can keep working.
