The Art of Workforce Productivity in the Extended Enterprise
For many organizations today, the new norm is an extended enterprise made up of local and remote employees, contractors, and partners, accessing on-prem and cloud resources, across an array of devices. As Forrester Research puts it, “a business that functions rarely, if ever, as a self-contained workflow within the confines of an enterprise's infrastructure”. This new and still-evolving work environment presents challenges. But despite the complexity, it is possible to embrace flexibility, drive collaboration, enable productivity, and maintain enterprise security–all at the same time.
During Oktane 2019 this week, we brought together a group of our shared customers for a panel discussion on this very topic. We thought it would be interesting to get a group of IT leaders talking together about real tactics and how tos, when it comes to using Fuze + Okta. Our speakers included:
Michele Buschman, VP of information services at American Pacific Mortgage
Mason Spencer, application engineer at CareerBuilder
Alex Perlovich, director of networking and infrastructure at Paysafe
Brent Arrington, solutions architect at Okta
Mitch O’Brien, senior product manager at Fuze
Read on for highlights from the discussion.
How does your company handle external team members?
All of our panelists stressed the importance for working with HR when adding in any new people to the workforce, whether they be interns, contractors, or freelancers. By ensuring they are going through the proper setup and onboarding through HR, there can automatically be better controls in place to manage the external participants throughout their involvement. It’s all about having the visibility of knowing when they are starting and when they are stopping.
What are your policies for guests when it comes to your collaboration apps?
When you think about bringing guests in on your communications and collaboration applications, it is important to start thinking about the types of policies you’ll need in place to ensure your organization remains secure. According to our panelists, some things you’ll have to think about include a data retention policy, guest access, moderation of groups or group chats, etc. A centralized identity management like Okta can help streamline where all the accounts are created and what they have access to. Ultimately it can become one view of the truth.
What controls are necessary from an admin perspective?
Michele was the first to speak up and stressed the importance for automation. “As much as we can automate as possible. Again, I dealt with a pretty small IT staff, so when we're looking for solutions, we're always looking for platform driven solutions so I don't have a lot of integration points across multiple systems.”
What are the policies around former employees?
With anything there is no one-sized-fits-all approach. They can range from not having anything formerly documented to having a very robust data retention policy.
Alex shared, “I know our company's constantly working on our data retention policies. We’re focusing on consolidating as much as possible so you can have one or two platforms where you can go back and look and at the same time. Some things we also try is to link some of these applications like Fuze and Okta with some other third party, with something like Box to retain the data.”
For Michele, having stricter rules made sense. “When we were talking about this, when we were rolling out Fuze in fact, we had to make a policy basically stating that if you're talking about a loan transaction, that information needs to reside within the actual loan file itself so it can be retained per our regulatory guidelines. So it's a very interesting challenge because there's not necessarily any technical controls that I can put into place to say, "Oh you're talking about a loan. You're not allowed to put it in the chat message."’
How are you approaching lifecycle management in your organization?
Mason shared, “At CareerBuilder, we actually have a pretty complex setup for lifecycle management. We've got application with almost half a million lines of code written in .NET that does a lot of our management, including letting Fuze know when we need phone numbers, or when we need them removed. And that's just one of two applications we have running to do all the legwork. Anything that could be automated through lifecycle management, we've done. Whether that's even sending an email, or creating a ticket for someone to go manually do something, come back, complete it, and continue the lifecycle of the employee. So we would love to kinda bridge that to external folks, and in the gap where we can't, we're starting to shut that down for external folks. Because we are losing visibility, and we're not wanting to manually go do all these tasks.”
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