On the Road Again: Technology for the Mobile Office

by Aaron Turpen

Published on this site: February 11th, 2004

Every so often, I got out on the road to speak at a conference, attend a meeting, participate in a seminar, or just visit relatives or friends. These road trips usually mean I'm away from my desk. It used to mean I was "out of the loop" for the duration, with the exception of maybe reading email.

Not anymore!

To have a successful mobile office, you need flexibility and the right tools. Packing for these goals is essential: have the right tools ready to go.

Notebook Computer

I start with my notebook computer. I have a Compaq, but any computer that is a viable office-away-from-the-office is OK. Most mobile professionals, including myself, who spend any amount of time away from their desktop prefer a "desktop replacement" notebook. This means sacrificing small and glitzy to get larger and powerful. Besides, you need the workout that extra six or seven pounds of computer will give you while trundling through the airport. :)

I can't tell you what to get, but if it's comparable to your desktop PC (my notebook, being a year newer, is actually BETTER in many ways), it's probably good enough!

Security Tools

Now that you have that great notebook, you'd better make sure it's as safe as possible. Get a basic security lock (about $30) to lock up the system when you're away from it. These are sort of like specialized versions of your bicycle's chain lock.

I'd also recommend getting an extended warranty and/or insurance on your portable system. It's guaranteed that you're going to drop it, spill coffee on it, have it stolen, or otherwise lose your system sometime. Best be prepared for that. This also means backing up your important data whenever you significantly move your system from one point to another: carry plenty of CD-Rs, DVD-Rs, or USB sticks.

Remote Access

If you're going to be away from your desktop at the office for any length of time, or if you'd rather not carry around sensitive info on a system that could get stolen, you may want to consider a remote desktop of some kind.

There are a lot of them and what you get will depend on your needs. If you want full access and do a LOT of traveling, I suggest GoToMyPC (http://www.qksrv.net/click-1357406-3216029). This is easily the best of the best when it comes to remote access. It's web-based, easy to use, and very powerful and secure. You can even access from web-enabled cell phones and PDAs!

If you're out rarely, need only limited access, and have a way to get someone (co-worker, spouse, etc.) to answer the phone and help you out occasionally, then two systems running Windows XP can suffice. Windows XP comes with built-in remote access software, but it's very limited and you may need someone on the other end to activate or secure your PC. I'd suggest using this only in emergencies and NOT considering it your prime remote access source. It's very insecure and somewhat buggy, in my experience.

For the middle-of-the-road user who doesn't travel significantly, I'd suggest a halfway point. Pumatech offers Intellisync GoAnywhere at about half the price of GoToMyPC. It's pretty good software, though limited in comparison.
It's great for reading/responding to Outlook mail (remotely), does pretty well over dial-up connections (on the road), and allows access to files that you flag as available (before leaving, of course). This is great for those road warriors who mainly care about their email and possibly backup presentation or other files (like myself). If you don't need full control over your remote desktop, this is the way to go for sure. Check it out at http://www.pumatech.com/is_goanywhere_main.html

Cell Phone

Obviously, the serious road warrior has a cell phone of some kind. Your cell plan is essential if you spend any amount of time on the road. What are your long distance rates? Do you even have long distance rates? How does long distance usage affect your minutes? What sort of connectivity will you have in Dallas, Podunk, or Egypt?

These are all questions to answer if you plan to take your phone with you on any trip. Most plans nowadays include long distance or some kind of nationwide coverage plan. Check yours before you go.

Power

All of these road gadgets require power. Don't forget to bring your chargers and various plugins for these tools! If you have a lot of tools and don't want to tote around all the extra plugs, converters, etc., consider getting a universal charger/plug adapter for your various wingdings.

One of my favorites is the USB charger, which charges most small devices (cell phones, PDAs, etc.) through your note- book's USB port. This means you only have to plug in the computer to charge and then attach devices to it via the easy wires included. You can get one of these at most electronics stores for around $30.

Internet Access

Obviously, many things you'll need (especially the remote access software discussed above) will require you to have Internet access wherever you'll be. Many three-star and better hotels offer Wi-Fi, high speed (via Ethernet), or at least a phone-jack dataport for your Internet connection.

Make sure you bring the gear needed to use these options (short phone cable for dataport, short Ethernet cable, and a wireless card for the notebook).

Now for your actual access... Very few hotels offer free access through their own ISP if they only offer dataports. Generally you'll have to provide your own. Most likely your Internet provider has coverage nationwide (AOL, Earthlink, AT&T, etc.). If not, consider getting an extra dial-up provider just in case. My own plan is through Earthlink and I can log into their website before leaving town and get local access numbers for wherever I'll be staying.

Conclusion

Hopefully this overview of portable gear for the traveling road warrior will get you going with what you'll need. I have a backpack specifically for my notebook, which includes a special padded storage area for the computer, little pockets and pouches for all the extras that go along (notebook mouse, connection cables, cell phone pouch, extra CD-Rs, and so forth). This means all of my gear is in one location. So whether I go to the library, a client's office, or out of town, I have it all ready on the fly.

Now if we could just do something about airport security delays...

Aaron is the proprietor of Aaronz WebWorkz, a full service company catering to small and home-based businesses online. Aaronz WebWorkz offers a complete line of services, including development, consultation, content creation, and more! Sign up for his FREE weekly newsletter! http://www.AaronzWebWorkz.com.