As workplaces expand and device sharing becomes more prevalent, the importance of cybersecurity for shared devices has never been greater. In many organisations, teams regularly use communal laptops, office desktops, tablets, or meeting-room devices. While convenient for collaboration and flexibility, shared devices can pose serious risks to data protection and network integrity.

For Irish organisations, increasingly targeted by cybercriminals, it’s crucial to establish robust cybersecurity practices around shared device use. A well-defined approach protects sensitive information, supports GDPR compliance, and safeguards your company’s reputation.

The Risks of Using Shared Devices

When multiple people use a device, it becomes harder to enforce accountability, monitor secure usage, and detect potential misuse. Browsers may store credentials, session logouts may be skipped, or users may switch between personal and business activities on the same device. One careless click, one shared login, or one unsupervised session can put not just the device but the entire network at risk.

In Ireland, the risk is tangible. For example, a recent survey across 1,000 office-based workers found that 65% had used a work device for personal tasks in the last year, including online shopping and streaming. More concerningly, 30% admitted to trying to gain unauthorised access to a colleague’s device in the past year. These behaviours amplify the vulnerabilities inherent in shared devices.

Establishing Clear Access Controls

Access control is one of the most effective ways to strengthen device security. For shared devices, teams should avoid generic user accounts or “shared login” credentials. Instead, each user should have their own profile or unique login that ties actions back to an individual. This promotes accountability and helps limit the spread of risk if one account is compromised.

Adding Multi-Factor Authentication (MFA) and Single Sign-On (SSO) can further reduce risk. These tools ensure that even if a credential from a shared machine is captured, the attacker still faces another barrier. This type of layered security is crucial, particularly under the NIS2 Directive and data protection regulations.

TOP TIPS:

• Create individual user accounts on shared devices with role-based permissions.
• Require strong passwords (minimum length, complexity) and update them regularly.
• Enable MFA on device logins and cloud applications accessed via shared machines.
• Restrict administrative privileges only to those who need them and regularly review who holds them.
• Enable automatic session timeouts so idle devices log off after inactivity.

Keeping Devices Updated and Protected

Outdated operating systems, software applications, and security tools create predictable vulnerabilities, which cyber-criminals are all too keen to exploit. Shared devices in communal settings often get neglected when it comes to updates and patches, since responsibility can fall through the cracks.

A report by Gallagher, surveying 100 Irish businesses, found that almost six in ten did not regularly update their software, despite more than 90% believing they were adequately protected. This mismatch between perception and reality is particularly dangerous for shared devices, which may lack dedicated ownership.

TOP TIPS:

• Enable automatic updates for operating systems, applications and security tools across shared devices.
• Ensure endpoint protection (antivirus, anti-malware) is installed and kept up to date.
• Remove or disable unused software or apps that could increase attack surface.
• Use centralised device management tools to monitor patch status and security health of all shared devices.

Educating Teams on Cybersecurity Awareness

Even the most well-configured device can become a weak link if users are unaware of their responsibilities. Shared devices require particularly vigilant user behaviour: logging out when done, avoiding personal use on work devices, recognising phishing attempts and reporting suspicious activity.

Irish businesses still have some way to go in this regard. Gallagher’s survey also found that only around 40% of Irish organisations provided cybersecurity training to staff. By investing in regular, engaging cybersecurity awareness programmes, organisations can equip every team member, especially those using shared devices, to act securely.

TOP TIPS:

• Conduct regular cybersecurity training sessions tailored to shared-device usage.
• Share real-life examples of breaches caused by misuse of shared equipment to raise awareness.
• Encourage users to immediately report any unusual device behaviour, login issues or unknown files.
• Reinforce a culture of “shared responsibility” where everyone understands their role in device security.

Securing Data Storage and Transfers

When multiple users access the same device, it’s easy for sensitive data to be stored locally, forgotten, or left unsecured. Using local storage on shared devices increases the danger of accidental exposure, especially if the device is lost, switched between users, or resets incorrectly. Instead, consider secure cloud-based solutions with encryption and strong access tracking.

Furthermore, in shared-device environments, transferring files using USB drives or unsecured attachments carries added risk. Establishing secure file-transfer protocols, managing permissions on shared folders, and ensuring encryption both in transit and at rest become critical.

TOP TIPS:

• Use encrypted cloud storage rather than storing sensitive files locally on shared devices.
• Prohibit use of unverified USBs or removable media unless scanned and authorised.
• Encrypt files before transferring them and ensure file-sharing permissions are tightly controlled.
• Set up centralised auditing of access to confidential folders and enforce role-based restrictions.

Creating a Secure Device-Management Policy

To bring all these practices together, organisations should create a formal “Shared Device Cybersecurity Policy”. This policy should clearly outline acceptable usage, data-handling procedures, password and login standards, device update routines, incident-reporting protocols and lifecycle management (including secure disposal or reallocation of devices). For Irish organisations subject to data protection laws, such as the General Data Protection Regulation (GDPR) and NIS2 mandates, having a documented policy is not just best practice; it is a fundamental part of governance and compliance.

TOP TIPS:

• Draft a device policy that covers shared device setup, use, maintenance, and decommission.
• Include clear responsibilities: who owns the device, who manages updates, and who deals with incidents.
• Review the policy quarterly and update it as digital trends evolve or new threats emerge.
• Ensure the policy aligns with GDPR, NIS2 and any sector-specific regulation affecting your organisation.

Strengthening Cybersecurity Across Shared Devices

Shared devices are a practical part of modern teamwork, whether in hot-desk offices, meeting rooms, remote hub laptops, or rotating tablet devices. But without the right practices, they can become weak links in your cybersecurity chain. For Irish organisations, where research confirms a gap between belief and actual security practices, the stakes are high.

Every shared device in a team environment is an opportunity — but also an exposure. By implementing strong access controls, keeping devices up to date with patches, educating users, securing data transfers, and formalising policies, you can significantly reduce risk.

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