A Complete Guide to a Remote Device Management System

As more companies adopt a remote working environment, businesses need a way to keep their systems secure, updated, and running smoothly.

However, managing company devices across multiple locations while maintaining security and efficiency can be overwhelming for most IT teams.

This is where a remote device management (RDM) system steps in to simplify workflows. It provides a structured way to make sure endpoints remain compliant, updated, and secure.

In today's guide, you'll learn everything about remote device management systems. We'll cover how RDM systems work, their top benefits, and key features.

What is a Remote Device Management System?

A remote device management system is a software solution that helps IT teams monitor, control, and secure devices from a central platform. It allows administrators to oversee remote endpoints without needing physical access.

An RDMS can also enforce security policies, push updates, and track device performance in real time. This minimizes security risks, reduces downtime, and improves IT efficiency.

A remote device management platform is mainly used by organizations with a remote or hybrid workforce.

Devices That Can Be Managed Remotely

Here's a closer look at the different types of devices you can manage remotely:

• Laptops and desktops: These are the primary work devices used by employees. They often run on Windows and Mac operating systems (OS). However, Linux computer devices are also deployed in some organizations.
• Mobile devices: These refer to smartphones, tablet computers, and touchpads. They can use Android, iOS, or Chrome OS. Effective mobile device management requires an RDMS.
• Servers: They host business-critical applications, databases, and services. They can be deployed over the cloud or installed on premises.
• Internet of Things: IoT gadgets include smart office equipment, industrial sensors, digital displays, and security cameras. The best remote device management tools have built-in IoT management capabilities.
• Printers and scanners: These devices are often overlooked but can pose security risks if unmanaged. RDMS can help you monitor usage, push firmware updates, and restrict access to sensitive documents.
• Point-of-sale systems: POS terminals are important for business transactions. Effective remote management ensures these systems stay operational, receive software updates, and comply with security standards.

How Does a Remote Device Management System Work?

A remote device management system works by connecting company devices to a central platform. This system can be accessed by your IT team or a managed service provider (MSP).

IT administrators or MSPs can enroll devices into the remote device management system.

Once enrolled, the RDMS implements security policies, software updates, and access controls for each device. It can also monitor performance, detect issues, and send alerts in real time.

When problems arise, the RDMS supports remote troubleshooting. It allows IT to reboot or wipe devices as needed to prevent security risks. This process also keeps devices running smoothly while reducing manual workload.

Types of Remote Device Allocation Models

Businesses allocate devices to users in different ways, depending on security needs, budget, and work requirements.

Some organizations provide fully controlled corporate devices, while others allow employees to use their own. Each model has trade-offs in terms of security, flexibility, and IT management.

A remote device monitoring and management system helps businesses enforce policies, monitor devices, and secure company data—regardless of the allocation model.

Let's take a closer look at the different device allocation models:

Corporate-Owned, Business-Only (COBO)

In a COBO model, companies provide devices that employees use strictly for work.

IT teams have full control over security, applications, and data. Employees cannot install personal apps or change system settings.

This model is common in highly regulated industries like healthcare, finance, and government.

It guarantees strong security and compliance since IT administrators control all access and configurations.

The downside is that it offers less flexibility for employees. It also requires a higher upfront investment to purchase company-specific devices.

Corporate-Owned, Personally Enabled (COPE)

The COPE model allows employees to use company-owned devices for both work and personal tasks. It involves defining what personal use is acceptable and how corporate data is protected.

This model balances security and flexibility. IT managers maintain remote control over company data while giving employees some freedom.

COPE is a good fit for businesses that want to improve security without limiting employee convenience.

Bring Your Own Device (BYOD)

In this specific model, employees use their personal devices for work. These include laptops, smartphones, and tablets.

The BYOD model suits small to medium-sized businesses with limited budgets because it reduces hardware costs.

However, it increases security risks and non-compliance issues because IT teams cannot fully control personal devices.

Administrators should protect company data while respecting employee privacy. They can do this with remote device management tools.

Choose Your Own Device (CYOD)

The CYOD model allows employees to select a device from an approved company list. IT departments should configure these devices with the necessary security settings before deployment.

This model offers more flexibility than COBO while maintaining better security than BYOD.

Employees can choose devices they are comfortable with, while IT retains secure remote access for updates, patches, and troubleshooting.

The CYOD model caters to businesses that want to balance security and employee choice. It is especially useful for those with on-site and remote employees who need reliable, pre-approved devices.

Challenges of Remote Device Management

Managing remote devices presents several difficulties that IT teams should address to maintain security, compliance, and performance.

One of the biggest challenges is increased security risks and data breaches. These are often a result of employees connecting to unsecured networks, installing unauthorized apps, or sharing sensitive data involuntarily.

Security risks can also arise from having outdated software and unpatched devices. Hackers can exploit these weak endpoints to access sensitive business data.

Compliance issues add another layer of complexity. Many industries require businesses to follow strict regulatory standards, such as SOC 2 and HIPAA. Ensuring remote devices meet these requirements is difficult, especially when employees work from different locations.

Poor device management can also lead to network connectivity and performance problems. Employees rely on stable internet connections to access company resources. However, slow loading times, unstable VPNs, and bandwidth limitations can reduce productivity and disrupt workflow.

Benefits of Implementing a Remote Device Management Solution

While remote device management presents challenges, using the right tools can significantly improve security, compliance, and efficiency. Here are the benefits of implementing a remote device management tool:

Protect Sensitive Systems

A remote device management solution reduces security risks by controlling access to company systems.

It allows you to enforce strict security policies, such as multi-factor authentication (MFA), complex passwords, and IP restrictions.

This tool can also restrict unauthorized software and detect suspicious activity in real time. It lets you stay on top of issues and close security gaps.

Additionally, an RDM platform can automatically deploy third-party patches to apps and devices employees use. It can reduce security vulnerabilities that often arise from outdated software.

Plus, it can integrate with antivirus software, firewalls, and endpoint protection. This integration can keep devices safe and minimize risk.

Achieve Regulatory Compliance

A remote device management system helps you achieve and maintain regulatory compliance by implementing strict access controls. It ensures that only authorized employees can view sensitive data.

An RDM solution can also automate compliance checks and generate audit logs. These make it easier to prove compliance to regulatory bodies.

Reduce Downtime

Device failures, software issues, and network disruptions affect employee productivity. Without centralized management, IT teams struggle to fix problems quickly.

Fortunately, a remote device management solution allows you to troubleshoot and resolve issues without requiring physical access to the device. For example, it can restart systems and apply fixes remotely.

Additionally, the system can automatically send notifications as problems arise. These instant reminders allow you to resolve issues before they impact operations.

Boost IT Efficiency

Managing remote devices manually is time-consuming and error-prone. This can impact IT efficiency.

A remote device management system includes automation tools that can handle routine tasks without manual oversight. It saves valuable time and reduces human mistakes. This lets you focus on more strategic activities.

The RDM platform also comes with a centralized dashboard. It allows you to oversee all company devices, enforce policies, and deploy updates in one place. It helps your IT team operate more efficiently.

Improve User Experience

A remote device management solution creates a smoother and more productive experience for employees.

When IT teams can monitor, update, and troubleshoot devices remotely, users face fewer disruptions and can focus on their work.

A well-managed device environment also improves accessibility and security. Employees can work from anywhere without worrying about cyber threats.

Increase Cost Savings

Another benefit of using a remote device management solution is increased cost savings.

It reduces the need for manual labor because it can automate routine tasks. IT teams spend less time fixing individual devices and more time optimizing systems.

Remote monitoring tools also empower IT administrators to troubleshoot issues, update software, and manage devices from anywhere. This reduces travel expenses and improves response times.

Preventing security incidents also saves money by avoiding potential data breaches and compliance fines.

Key Features of Remote Device Management Tools

Here are the features that make remote device management software effective for businesses:

• Centralized remote monitoring and control: This feature provides real-time insights into device health, security status, and activity logs from a single dashboard.
• Remote access and troubleshooting: It allows you to access and fix device issues without on-site intervention. This reduces downtime and speeds up IT support response times.
• Automated alerts and incident management: These notifications help you detect security threats, software failures, or unauthorized access so you can proactively address them.
• Patch management: This feature allows you to schedule and deploy software updates across all devices. Automated patch management reduces security vulnerabilities and manual workloads.
• Security and compliance enforcement: The software can enforce security protocols, including encryption, multi-factor authentication, and access controls. These measures help you meet industry regulations and protect company data.
• Remote device wiping: Lost or stolen devices pose a security risk. Remote wipe features allow you to erase sensitive data to prevent breaches.
• Asset inventory: A built-in IT inventory system tracks device usage, location, and lifecycle. This makes it easier to manage hardware and software assets.
• Integration capabilities: It allows you to connect the RDM system to existing IT management software, such as mobile device management, documentation tools, and ticketing systems.

How to Choose the Right Remote Device Management Software?

Not all RDM software solutions share the same features. It's important to evaluate these capabilities and other key factors to select the right remote management software.

Below are tips to keep in mind:

Evaluate the Number and Types of Devices to Manage

Start by identifying the types and number of devices your organization needs to manage. Consider whether you need to oversee laptops, desktops, smartphones, tablets, or IoT devices. Each type may require different security policies and management tools.

Next, determine your team’s remote management capabilities. Do you need features like real-time monitoring, remote troubleshooting, or automated compliance enforcement?

If you're a small business, you may only need basic functionalities to manage a few devices. However, running an enterprise with thousands of endpoints requires advanced automation and security controls.

You should also think about how your employees use their devices. For example, if your organization allows BYOD, you need a solution that enforces security without invading employee privacy.

Compare On-Premise vs. Cloud-Based Solutions

After identifying your needs, you should decide whether an on-premise or cloud-based remote management system works best for your infrastructure.

On-premise solutions provide greater control over security and data storage. These are useful for large enterprises with strict regulatory compliance requirements. However, these platforms require higher upfront costs, dedicated IT resources, and ongoing maintenance.

In contrast, cloud-based remote management platforms offer scalability, automatic updates, and secure remote access. The only downside is that they require ongoing subscription costs.

Consider Key Features

Identify must-have features based on your security, compliance and IT support needs. Then, compare these key capabilities to choose the right platform that aligns with your objectives.

Look for real-time monitoring, remote troubleshooting, patch management, security enforcement, and automated alerts.

User experience also matters. Choose an RDM system with an intuitive dashboard that simplifies device tracking, updates, and configurations. Test the platform before deployment to ensure your team can navigate it efficiently.

You should also consider compatibility with your existing IT ecosystem. A seamless integration process reduces disruptions and enhances efficiency.

Check Scalability for Future Growth

Your business will evolve, and your remote device management system should adapt. Invest in remote device management software that scales with your company’s growth.

Consider how many devices the platform can handle. It should be able to monitor and manage an increasing number of endpoints without slowing down.

Multi-platform support is another factor. Your team may use Windows, macOS, Linux, iOS, and Android devices. An ideal RDMS should manage all these platforms without requiring multiple software solutions.

Read User Reviews

Finally, look for reviews that discuss the system's usability, customer support, reliability, and security performance.

Check platforms like Gartner, G2, and Trustpilot for verified user experiences. Review common pain points such as slow response times, frequent downtime, or complex setup processes.

Pay attention to how vendors handle support requests. Fast and helpful support can make a difference when issues arise.

Automate Remote Device Management with Level

Level is a modern remote monitoring and management (RMM) solution that automates routine device management tasks.

It can automatically handle patch management, remote troubleshooting, system checks, and data backups. This allows you to focus on business-critical initiatives, which can boost operational efficiency.

Level also has built-in scripting tools to automate complex tasks. It can chain multiple scripts together, trigger actions based on pre-set thresholds, and deploy corrective actions to minimize downtime.

On top of these capabilities, Level offers secure remote access to different devices. Whether your company uses laptops, mobile phones, or IoT gadgets, the platform allows you to remotely control endpoints without compromising security.

Level complies with strict privacy requirements. Plus, it can implement advanced security controls, such as peer-to-peer connections, custom permissions, complex password policies, and multi-factor authentication.

Book a demo or start a 14-day free trial of Level today!

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FAQs About Remote Device Management System

What is remote device management?

Remote device management refers to the process of monitoring, securing, and controlling company devices from a remote location. It involves using digital software to apply updates, troubleshoot issues, and enforce security policies without physical access to the devices.

Can I remove remote management from my iPhone?

If your iPhone is enrolled in a mobile device management system, IT administrators can control its settings. Removing remote management requires admin approval.

What can remote management see?

With a remote management tool, IT teams can track device usage, installed applications, system updates, and security settings. However, they cannot access personal data like messages, photos, or browsing history unless explicitly permitted by company policies.

What does the device management app do?

A device management app allows IT teams to enforce security rules, monitor system health, and troubleshoot issues remotely. It can ensure compliance with company policies and protect devices from unauthorized access.

How much does remote device management cost?

The cost of remote device management depends on the provider, features, and number of devices managed. Pricing models vary, including subscription-based plans, per-device fees, or one-time licensing costs.