Mobility the New Mantra

 

The wireless office

 

A faster, cheaper way to get networked

 

Linking up office computers in a network makes a lot of sense. You can share files and broadband internet access, pool printers and fax machines. All along, the headache has always been 'cables'.

 

Structured cabling, as it is known, works on a hub and spoke principle. You need one cable for every computer, and they all run to a central switchboard. The cable isn't cheap, and you have a choice of paying someone to install it neatly, or having loose cables running all over the floor.

 

The neater, and probably more cost-effective alternative is wireless networking using the Wi-Fi standard. It replaces the cables with a radio link. Each computer has a wireless network card, and they all link to a central access point which connects to the Internet and the rest of the (wired) world.

 

Think of it as a cellular network for data. It uses similar technology to digital cordless phones and has a similar range. In the open air, you can connect over several hundred feet, but the range is reduced by brick walls and other obstructions. This means you may need more than one access point to cover a larger office.

 

If you don't already have a cable network, there are plenty of good reasons to jump straight to wireless - even if your office only has desktop PCs.

 

But be careful. Talk to security experts about wireless networks and they shudder. Without precautions it's easy to leave a wireless network open to the unauthorized. The good news is that it's just as easy to make them secure.

 

Wireless may be not as fast as a cabled network - but for most business applications, you're unlikely to notice the difference.

 

Typical access points, laptop and desktop wireless cards all come in under Rs. 5,000. You'll need one card per computer and a varying number of access points depending on the number of users and the configuration of your building.

 

5a. Laptops to Smartphones - Connected anytime, anywhere!

 

You've made the decision to go mobile - or more likely, the decision has been made for you. Now what?

 

Not so long ago, there was really only one solution. You spent several thousand rupees on a laptop, and you got used to carrying a big shoulder bag full of kit and cables. But inevitably, mobile devices have got smaller, cheaper and more powerful. Now-a-days there's a bewildering array of options, each with a slightly different degree of connectivity and processing power. But if you know what you want to do on the road, and how much data you will need to send and receive, the picture should become a bit clearer.

 

Smartphones

 

As the name suggests, these are phones with a bit extra on top. A Smartphone packs the memory and processor power of a small computer into the case of a typical mobile handset.

 

Even the cheapest mobile phones these days include a basic calendar and address book. The equivalent applications on a Smartphone come much closer to what you would expect on a desktop PC - and perhaps most importantly, they are able to synchronise with their desktop equivalents. So if you put an appointment in your Outlook calendar, the details will be copied to your Smartphone next time you sync up (and vice versa).

 

The built-in phone connection lets you send and receive emails or look at websites on the move. But if you plan to do a lot of typing or reading, you'll probably find the small screen and numeric keypad rather restrictive.

 

PDA / Pocket PC

 

One step up from the Smartphone is the PDA (personal digital assistant) or Pocket PC. Rather than a keyboard, they have a touchscreen much larger than the screen on a Smartphone, and learn to recognize your handwriting.

 

Like a Smartphone, they include email, diary and address book programs which do benefit from the larger screen. They also include mini word processor and spreadsheet

 

The cheapest models rely on a cable connection to hook up to your desktop PC. Spend a little more and you can have Bluetooth capability, eliminating the need for a cable - or even wireless network (Wi-Fi) connectivity, giving you high-speed Internet in the palm of your hand.

 

If you want all this and a mobile phone too, you might look at combined devices like T-Mobile's MDA range. Although a bit big in phone terms, there's no doubting the convenience of having everything in one handheld unit that fits in your pocket. Newer models in the range also feature mini keyboards.

 

Laptop / Tablet PC

 

The familiar laptop remains the most common technology for the mobile worker. From the ultra-chic portable to the most powerful desktop PC replacement, today's laptops come in all sizes - and at a wide range of prices. Many now come with communications technology like Wi-Fi and Bluetooth built in.

 

If you're looking for a new laptop, it's worth looking at Tablet PCs. Described as the evolution of laptop computing, Tablet PCs add touchscreen functions to the standard setup. While individual models vary, all of them can be used clipboard-style using handwriting recognition.

 

Laptops, PocketPCs and Smartphones can connect to the Internet directly over the same cellular networks used to make mobile phone calls. Phones that support the GPRS standard can connect at speeds similar to a dial-up modem, while 3G phones can connect at near-broadband speed. Either way, phone companies charge for data connections by volume - the more you send or receive, the greater the cost.

 

A laptop or PocketPC can hook up using a regular mobile phone, using it as a modem. You can also buy a data card that plugs into a laptop that is, in effect, a phone in its own right. A Smartphone, by definition, has its data connection built in. You'll get a much faster connection using Wi-Fi, a wireless technology that replaces traditional network cables with a short-range radio link. A computer that supports the Wi-Fi standard can connect to the Internet via base stations at home, in the office or at public wireless hotspots. These are springing up rapidly in cafes, airports and hotels throughout the country.

 

5c. Working away from work

 

Your laptop was built for doing work away from the office. Making sure your self-discipline comes along for the trip is something else.

 

Many business owners and executives associate an office environment with the will to work. As a result, they worry that they - or their employees - may be less than diligent when working from home or a hotel room. But keeping up your self-discipline away from the office is just a matter of thoughtful planning. Here are seven strategies, culled from experts.

 

Know your work patterns.

 

This philosophic tenet is particularly important to being disciplined away from an office environment. Consider what makes you more productive: being proactive well in advance, or sweating things out under a tight deadline? Knowing what sets your wheels turning can help you establish work patterns and systems that bolster your discipline.

 

Keep a comprehensive to-do list.

 

Whether you seek to stay ahead of the game, or you spring into action at the last minute, keeping track of all you need to accomplish is particularly important outside of an office setting. You're absent from anyone ready to remind you what's going on. But knowing just what you need to do and when, in comprehensive detail, can keep you focused and motivated. No matter how you do it, be it with a PDA or day timer, be obsessive about planning out your activities.

 

Set up a comfortable workspace.

 

Ads showing a businessperson sprawled on a hotel bed, cell phone in one hand and calculator in the other, just aren't based in the real world. Discipline away from the office often derives from a setting that singularly represents work.

 

No matter where you are, earmark a particular spot for work. Experts suggest bringing along some family pictures and your favorite music to bolster your perception that this is where work is going to happen.

 

Look at time in a different manner.

 

One of the pitfalls to discipline away from the office is time, or rather, the lack of a regular schedule of events be they meetings or business lunches. That can lead to downtime and, conceivably, a lapse in productivity. Plan ahead to make the most of those few minutes here and there to keep your discipline sharp. Recognizing the importance of working when time permits, many airports offer workstations for businesspeople in between flights.

 

Keep the papers moving.

 

Working away from the office often means limited space. That, in turn, makes paper management critical. File those documents with which you're finished and recycle any and all papers you don't need any more.

 

Keep in touch.

 

Communicating with HQ is not only essential to the mechanics of a workday; talking with colleagues and others can also be a boon to discipline. Even if you can't see them, talking with others in the company is a reminder of people down the line who are counting on you.

 

But tailor your communication accordingly. While you may want to check in with some people on a regular basis, you may want to shy away from others who, for instance, may take an hour to explain a two-minute problem. You have to determine who your contact should be, usually the one most helpful to you.

 

Don't do tomorrow what you can do today.

 

Putting off necessary tasks melts discipline in any setting, but it's particularly destructive when you're away from the office. For one thing, there's no one physically nearby to tell you what to do.
On top of that, a task that's repeatedly put on the back burner until it becomes a bona fide headache can drain time from other responsibilities.

 

Checklist

 

What should I be looking for in a mobile solution?

 

Functionality - buy what you need, to do what you want. Is Photo messaging really necessary? Do your mobile devices have to be Internet-enabled? Do you need to print remotely?

 

Practically, it helps a lot if your mobile devices can be synchronized with your PCs and work seamlessly with your mobile phone

 

Usability - always go for rechargeable devices, featuring good battery life

 

Look for expandable or scalable options. Many companies are now producing software packages that will enhance the functionality of most mobile devices Consider solutions such as Outlook Anywhere or Hosted Exchange. Low cost, all in one solution that can be tailored to suit your mobile business needs

 

Checklist

 

Working wisely with mobile devices