Once upon a time being out of the office was shorthand for being incommunicado. But not anymore. For today’s technology and broadband allows the office to roam with you and to remain in the loop in the as if you were sitting at your desk.
The real questions now are how much mobility you need - or want – while away from your desk, and the most cost effective and efficient way to do so. So what are the options and their pros and cons?
At the lower end of the scale, mobility can be as simple as always carrying a mobile phone. At the other, full remote access via a broadband connection.
Mobile phone
Pros: relatively cheap and simple, handy for voice calls, SMS. Most now allow users to pick up email, but not necessarily from their own domain.
Cons: dependent on signal strength, so not suitable in all areas. Limited email and browsing capability. Involves carting around paraphernalia such as a mains charger, a car charger, a hands-free or Bluetooth head set. Fiddly keypad for writing messages.
Hand held computer
Pros: more functionality than a mobile and incorporates email and browsing. Lighter and easier to lug around than a laptop.
Cons: limited battery life, dependent on wireless access or phone signal, potential security threat if lost or stolen
Laptop computer
Pros: more user friendly and familiar than a hand held device, full size keyboard, can use wireless hotspots while out on the road or wireless from your mobile phone company. Easy to access files stored on hard drive.
Cons: limited battery life, bulkier to carry, may also need separate charger, mouse and disk drive, potential security threat if lost or stolen.
Memory Stick
Pros: Carry around only what you need in a pocket sized device that fits into a USB port. Handy and easy to use. Cheap and no recurring costs for internet access.
Cons: Easy to lose, so a potential data security risk. Depends on having access to a computer at your destination and being allowed to use the memory stick on their network.
These are the main hardware options, but either as a guest user on a network, or having your own device, there are tools to make life more productive.
One of which is the Virtual Private Network (VPN). Instead of dialling into the company network remotely as in the days of old, the network goes virtual. In reality, you are changing a direct dial up connection to the server for a web-based secure connection that enables authorised users to tunnel into their company network from the outside and access all the data required via a secure connection. VPNs, though, tend to be aimed at larger companies, not the small to micro-sized enterprises. A cut-down version for small number or single users comes in the form of software packages such as GoToMyPC , LogMeIn and pcAnywhere. For Mac users, two of the leading remote access products attracting attention are Timbuktu Pro Remote Control and Chicken of the VNC. See this Macrumors forum thread for more on Mac virtual computing.
The main concerns when attempting to work out of the office are those of costs and security. One seasoned road warrior we spoke to provided the inside line on remote working with his laptop.
“You can pick stuff up and keep in touch. However, you can say you’re out the office and not able to get connected if you don't wish to answer someone for example. The cons are basically speed related.
“I have used the internet on the train which was surprisingly good although again speed and connectivity were issues - it was fine if all you wanted to do was pick up emails and check your bank account, anything else was a bit slow. I normally carry an internet connection when I go to a hotel but they are all wise to the way round things and generally the main Travel Inns etc. all have extortionate internet connection fees on broadband lines in the rooms.
“I have a hand held as well but use that to check my diary. I do not have - and I do not want - a Blackberry - on the train, everybody has their phones going off and their Blackberries pinging – it’s a pet hate. There is no peace in the world anymore.
“I don't have a Bluetooth phone either but they are quite nifty if you can get it to work. Again, this depends on your mobile company as to what the connection to the internet costs, but this is falling almost daily.”
Next time: Online tools to make your life easier and more productive
