A guide to
Essential Technology for Mobile Professionals
by Michael Antoniak
Smashwords Editon
Copyright 2010 Michael Antoniak, Dowelltown, TN
Smashwords Edition, License Notes
This ebook is licensed for your personal enjoyment only. This ebook may not be re-sold or given away to other people. If you would like to share this book with another person, please purchase an additional copy for each person. If you’re reading this book and did not purchase it, or it was not purchased for your use only, then please return to Smashwords.com and purchase your own copy. Thank you for respecting the hard work of this author.
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Contents:
An Introduction
MobilePhones
Mobile Computing
Digital Cameras
GPS Navigation
Mobile Data
Productivity Software
Contact Management
Unified Messaging
Security
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Mobile Essentials
An Introduction
If you’re that tech-savvy professional who always needs to know and have the latest gadgets, this book isn’t for you.
There’s no way I can pretend, ebook or ink on paper, to deliver up-to- the minute information on the latest advances, the newest products to market in a book.
For that, we have the Internet, and all the resources there. Technology just moves too fast.
Rather, this book is written for those who need a good grounding in the many tools and technologies which can empower and liberate them as professionals. It’s the direct outgrowth of my experience, covering consumer electronics, and all that entails, starting in 1982.
Since the early 1990s I’ve been a regular contributor to the publications of the National Association of Realtors. Real estate professionals are a highly mobile group, spending most of their time out of the office, meeting with buyers and sellers of property. I started just before this industry, like so many others, was transformed by the Internet; when notebooks were just beginning to deliver on the promise of portable computing, before hot spots and Bluetooth. Photography meant film, printing and processing. A cell phone was for calls, only. When you needed directions, you unfolded a map or opened your atlas.
All of that’s changed. Whatever your field, today’s mobile professionals can choose from a variety tools and technologies make better use of your time, increase productivity and improve customer service. That said, if real estate reflects other mobile professions, many of these same tools are underutilized by the very people they were developed to benefit.
One paradox I’ve repeatedly encountered is the slow pace at which many professionals embrace technology which could advance their careers. There’s always those early adopters who thrive at the leading, bleeding edge, with the means and mien to continually master the new. The majority, though, would rather focus their time on the business they’re in, than spend hours or days learning how to use new tools which can seem intimidating. As a result, many are content to to do things they way they always have, rather than investigate and master what’s new.
What’s changed, though, is the same tools some have chosen to ignore or overlook now represent new standards, in every trade. One can embrace them, or start contemplating other careers. Throughout the year I receive queries from readers of the articles I’ve done seeking advice on what to buy, what to look for in a computer or camera, smartphone or software. Some come from successful pros looking to upgrade, or who have been able to postpone their investment in technology. Others, come from those just moving into their respective career, eager for a quick study on what they need, what to get, and how to use it.
The hope with this ebook—my first— is to discuss the essential tools most mobile professionals can expect to use, with enough insight on function, features and value to help you make an informed purchase decision. Some will require every solution outlined in the chapters that follow. Others can cherry pick, mix and match a selection of these tools only as needed.
Start slow with one or two solutions then assume more tools as your confidence and capability grows. Or, take it all on once and hit the ground running. There is no right way to embrace technology, save what works best for you. There are no “best” tools, except those you will actually use.
To me, the “mobile” label applies to anyone who spends some or all his/her time outside the conventional “office.” You may work from home or your car, on the train or at the nearest WiFi hot spot. If you’re free to take your job with you and work where you want, as needed, I’d consider you a mobile professional.
Before we start exploring the various solutions, some basic trends I’ll reinforce repeatedly in the pages ahead. First, technology, in every category, is continually refined and improved. The next wave of the latest, greatest whatever is always on its way to the product pipeline. Wait for what you need to be perfected, your wait will never end. And, to wait is only to deny yourself the productive gains of tools you could use, today.
So, once you identify your need, the best time to buy is now. And, always buy the best product you can afford when you’re buying. It will prolong its useful life.
On hardware, the product cycle works like this. The newest features, the latest innovations are always priced accordingly. What’s brand new today, and commands top dollar, will likely be a common feature, available for less, within a year. By then, something else will appear at the high end.
Software is a different story. New features and improvements show up in periodic updates, usually offered to registered users for free, or in a new version of the software. When that new version appears, older versions of the software may still be around at a discount. If your hardware meets manufacturer’s recommended specifications, buy the latest version.
That said, it’s not always prudent to rush out for a new version of software as soon as it hits the streets. Let others do the pioneer’s work, discover the bugs and incompatibilities. Wait for the first round of fixes and you’ll be a happier user.
The information in this book should help you know what you’re talking about and ask intelligent questions when shopping. With hardware, I always recommend a little hands on experience before buying. The critical importance of ergonomics cannot be overstated. What feels great in one person’s hands might seem a cramped and cumbersome nuisance in another’s. You’ll only know if you try it.
Company employees should seek initial guidance and recommendations from your resident IT expert as a first step. You’ll probably want to integrate your tools with the company system and software to some degree. You want that process to be as painless as possible. Asking ahead could spare headaches later.
Everyone should seek the advice of your peers. Ask what they use and why, what they like or don’t like about their tools. Take a look at online reviews by professional editors as well as consumers. Reports from actual users impart honest insights about the good and bad about brands and models.
When you buy hardware, especially mobile computers, you’ll be given an opportunity to purchase an extended warranty. Evaluate the added expense against the cost of replacing an out of warranty product. With computers, the extended warranty from the manufacturer may also be bundled with extended tech support. Since many companies now charge, per event, for product assistance, this part of the plan could pay for itself over the useful life of the product,
With technology, that’s usually a maximum of three years. Two and at most three years from when you buy hardware or software, enough improvements will have made their way into the market that you should at least consider trading up to this year’s model.
Specs change over time, but not the product concept. For that reason, I’ve tried to avoid mentioning specific models or specifications as much as possible. That way, this book should have a longer shelf life, and give you a basic understanding that will help you make informed purchases on these necessary tools, those latest specs.
At the end of each chapter you’ll find links to a few websites where you can learn more about that category. I’m also putting together a more comprehensive directory of web resources, by product type, at the Real Tech Tools Website(www.realtechtools.com), and will try to update it as my schedule allows.
I thank you for this opportunity and hope I succeed, as I’ve set out, to provide you with essential information on the mobile tools and technology that will help you in your career.
MJA
December 2009
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Mobile Phones
If there is one essential tool for all mobile professionals, it is the cellphone.
Value
Without a mobile phone, you’d be tethered to your desk, beyond reach when out and about. There was a time when those who worked in the field knew the location of every pay phone in town; if they didn’t make repeated calls into the office, they had no way of knowing a meeting had been pushed back until arriving at the client site. Worse, if you forgot a form or document, you were headed back to headquarters.
Thanks to today’s wireless communications those days are long gone. Your mobile phone is a key to productivity, and it allows much more than mere voice calling. Mobile professionals are just as likely to use email or text messaging to keep in touch with all who matter.
With a smartphone—and phones are getting “smarter” all the time— you can also run software, or browse the Web, from the palm of your hand.
That’s empowerment.
You Should Know
Cell phones continually evolve in size, design, features and performance. Throughout the year, new models appear. If there is an overriding trend, it is to pack more features and performance into a more compact handheld device.
For a mobile professional, the most important consideration to make today is whether you buy a standard cell phone, or a smartphone. A cell phone may share many features with a smartphone— camera, contact records, email, Web browsing and texting options— but a true smartphone is also a handheld computer. It can run a host of software applications compatible with its operating system.
Equipment vendors are putting more emphasis on these multi-function handsets, while continually upgrading the capabilities of standard phones. Bear in mind, though, a smartphone costs considerably more than a cellphone.
In the U.S., phones are usually bundled with a service plan, typically two years. You can buy certain phones in an “unlocked” version, but a hardware/service bundle usually gives you more value for the dollar. When purchased in a bundle, the cost of the phone may be subsidized by the service provider, thereby lowering initial cost as enticement to sign that contract.
Consequently, your choices are usually dictated by which phones are offered by the cellular carriers serving your area. When you purchase your phone with a service contract, the phone is “locked” and will only work on that carrier’s network. “Unlocked” phones can be set up to work with compatible networks. This is one way to get around the limited selection your carrier may offer, but you will still need a service contract.
Calling plans are priced based on the number of minutes the contract allows, with surcharges for minutes exceeding the basic plan. Additional fees may apply for text messaging units, and Web access. For most mobile professionals, it makes sense to purchase an unlimited calling plan, or, if you plan to use it to browse the Web and send/receive email, an unlimited voice and data plan.
Choices
The more you want from your mobile handset, the more the phone will cost. Finding the best deal may require some legwork and comparative shopping. Certain phones are available in different versions from several carriers. The model number or the name may change, but it’s the same phone, different brand.
Basic phones are often offered for free or at a nominal charge with the service contract. They provide standard calling features, limited contact/calendar functions, perhaps a low resolution camera, and texting. In the mid-range you’ll find phones with step-up features like Web browsing, improved camera/video functions, more memory and software functions. The high-end smartphone were designed and developed as multifunction handheld computers and communications solutions.
Design can impact price, with the size of the phone, size and type of screen, layout and design of keypad, expansion options and step-up features all impacting price. Current design types include “candy bar” or “bricks,” a one piece handset; “clamshells” or “flip phones” which fold up as a more compact solution; and “sliders” in which the screen moves out of the way to reveal a hidden keypad.
Which features matter most, which are secondary? Deciding which phone is best for your needs requires a self assessment of need: Will a simple phone and voice plan serve, or do you want all the options. Email? Wireless Web? Photos and video? Music too? And how big and bright a screen do you require?
Do you want the best Web browsing experience or the highest resolution camera? Does software compatibility matter?
Every yes narrows your choices.
Features
Basic Handsets: Even the most inexpensive phone, the one likely to be bundled with a service contract at little or no charge, has these basic features. As a phone, it supports voice calling, call waiting, caller ID, call logging and voice mail. Some also allow for conference calling. For hands-free calling, most models include a headphone and mic jack, and/or Bluetooth wireless compatibility.
A first point of comparison can be the phone’s address book and scheduling functions. All phones include storage space for contact names and numbers, and a calendar feature, but memory capacity may be limited. Information stored in memory empowers the phone’s one touch dialing, and caller ID features. On many models a removable memory card can be used to expand storage capacity.
A basic phone can display several lines of text: number called, incoming caller’s ID, call log, etc . The standard mode of data entry is with an alphanumeric keypad. Entering numbers is straightforward enough, simply press the appropriate number key. For names, and text, you tap-tap-tap the keys to compose letters of the alphabet assigned to each.
Once you move beyond these basics, your choices begin to diverge. Here’s a rundown of available extras, with many of these available on inexpensive phones. To take advantage of all, you’ll need a full-featured smartphone.
Bands: A mobile phone may be described as a dual, tri or quad band phone. As you shop you’ll encounter acronyms like GSM, CDMA, EV-D), 3G used to describe different phones. All this information refers to the cellular networks that particular handset can operate on, as different carriers used different types of networks. This can all get confusing to the user’s whose real concern should be reliable service.
What you need to know is whether any given phone will operate in the areas where you work and roam. Let the availability of service there guide you to your choice in phones. Check coverage area maps for local carriers. Ask subscribers to different providers about satisfaction with service. You want a phone compatible with
the most reliable service.
Texting and Email: Texting is a preferred communications link for many users when corresponding with established contacts and clients. Also referred to SMS(short messaging service)it may be a modestly priced add-on service. Multi-media messaging(MMS) describes the ability to send/receive messages containing photos or videos. This can be a valuable tool for visual communications, say showing a prospect a new real estate listing, or relaying a damage claim back to an insurance office.
Email is another option for mobile communications and may be more important to some. Real time send/receive email capabilities may require an additional service plan. Since email moves over the Internet, an unlimited data plan is again recommended. With email, you may also receive incoming faxes as a pdf document which can be displayed on some screens.
Keypad: If you plan to compose text messages or email on an ongoing basis, consider the type of keypad. The standard approach is to use the phone’s alpha-numeric keypad for entering text. An alternative is offered in phones with “mini QWERTY” keypads.The entire keypad is arranged in the familiar layout of a full-sized keyboard, allowing users to enter letters by striking a key once, as opposed to the tap--tap-tapping required on an alpha-numeric keypad.
Voice Activation: Some models are equipped with voice recognition technology. This gives the user spoken command control over some phone functions. For example, announce a person’s name and the phone dials that number. Over time, accuracy improves It’s a convenience and a safety feature: you can keep your eyes on the wheel and still dial and answer calls.
Screen: The screen becomes an increasingly important feature as you move away from basic phones. Screen size and resolution can be especially critical when surfing the Web or reading documents. Some new phones also have a touchscreen which serves as the user interface. By touching or tapping the screen, you can compose text, control functions, place calls, and retrieve files
Color quality and brightness of the screen all impact the user experience. Evaluate its screen under a range of lighting situations, inside and out, bright room and dimly lit corner.
Camera: A camera for capturing stills and recording video is now a standard feature on all but the least expensive phones. The quality of that camera, rated in megapixels(MP), varies greatly, however.
If your job requires taking a lot of pictures, pay close attention to the phone’s imaging capabilities. A high end cameraphone, say 3MP or better, can eliminate the need to carry a separate camera in some situations.
At this writing the one area cameraphones seriously lag behind a standalone camera is in optics. Apart from digital zoom, which is a software function, higher quality optical zoom is not an option, likely won’t rival what’s available on a stand-alone lone camera for years. Photo flash is available on some models, as well as a light for recording video in low lit settings.
To most, the most important camera feature is the phone’s megapixel(MP) rating. It describes how much image information the camera can capture, in millions of pixels. Anything with a 3MP image sensor or better can capture pictures good enough for display on the Web or as small prints. 10MP phones have already appeared overseas.