Last year I completed my first four-city speaking tour of the West Coast in
nine days. Not only did I learn how to live out of a suitcase, but I also
learned that my own company's mobile strategy was sorely out of date. My laptop
didn’t have built-in wireless capability, my cell phone was e-mail-compatible
but not e-mail-friendly, and I was still using my old Palm Vx to store and
manage my contacts and schedule. This hodgepodge setup led to scheduling
confusion and delays in responding to e-mails and other communications.
Why the Emphasis on Mobility?
We have become a culture filled with multitaskers on the move. It’s rare
nowadays for people to do one thing at a time. We conduct conference calls while
driving to our next appointment, and we text message on the tarmac.
Rightly or wrongly, many clients decide whether to do business with your
company based on your team’s availability. Many companies have learned the "you
snooze, you lose" lesson the hard way.
Moving Forward
Maybe you’re like I was, with equipment that’s outdated or disconnected
in some way, or maybe you don’t have any equipment at all. Either way, you’re
probably wondering what tools you need to stay connected while you’re away from
the office.
The Goods
If you walk into any electronics store, you’ll probably find an employee
who would be willing to sell you just about any gadgetry you want. The challenge
is ferreting out the essentials from the doodads that are just "cool."
Although I’m a technology expert, I’m not a fan of gadgets. So this starter
list of what you need to stay connected is focused more on what I feel are the
bare necessities as opposed to "tech bling." All of the components fit nicely
into a regular laptop bag or an oversized purse.
1. Laptop with built-in wireless access: Your laptop should be able to
connect automatically to wireless access points. Use built-in wireless support
to avoid having to add equipment.
Don’t forget to transfer your working files to your new laptop. If you don't,
you might as well leave the laptop at the office. You don't have to re-create
your whole network structure; just take the files you think will be pertinent
while you’re gone.
2. Extra laptop battery: In addition to your laptop’s power cord, keep
a spare laptop battery. For an extra $150 to $200, you can have two to three
hours of extended laptop time on hand at a moment’s notice. I wrap a rubber band
around the dead battery to easily determine which one needs to be charged.
3. Wireless access card: Yes, you need both. Many times free Wi-Fi is
unavailable and you’ll need to connect anyway. Tip: Opt for the most
cost-effective plan at first until you determine what your usage is. Many
places--including hotels--now offer free Wi-Fi access. If not, there are
websites that tell you, based on your location, the nearest free Wi-Fi hot spot.
A wireless access card will cost from $40 to $80, and many come with a
manufacturer’s rebate that offers a substantial discount.
4. Smartphone: E-mail capability and e-mail ease of use are two
different things. I was able to receive e-mail on my old cell pone, but I
couldn’t delete e-mail, open common attachments such as Word, Excel and PDF
files or reply from my cell phone keypad. Replying from my RIM Blackberry Curve
is very straightforward.
Many people think having a laptop is good enough. However, it’s handy to have
the smartphone when booting up your laptop is inconvenient: e.g., when you need
to reply to an e-mail from a potential client or reporter right before your
flight takes off. Making space for a laptop, waiting for it to boot up and then
logging into e-mail simply doesn’t work in all situations.
5. Online project management software: Most of our team is virtual,
meaning that we don’t really have a headquarters. Headquarters is where each of
us happens to be at any given moment. As a result, proper communication is
essential to our productivity. E-mail is a fabulous communication tool until
you’re looking for one specific e-mail about one particular client or you need
to access the last version of a proposal for a client debriefing. This is when
it helps to have one, centrally accessible place to store, share and manage
documents and team communication.
6. Thumb drive: These portable storage devices are called "thumb
drives" because they’re no bigger than your thumb. Extremely cost-effective,
they house a good deal of information in a small package. You plug them into the
USB port on your computer and the drive is then accessible. I use them to tote
around PowerPoint presentations and other documentation in one compact package.
No more worrying about scratching or warping CDs.
With the right technology tools at your side, you can stay plugged in whether
you’re traversing the globe in search of more business or just plain fun.