The benefits of mobile computing

Mobile phones are a fixture in every business now, particularly for staff that travel.  It’s assumed that if you need to reach a colleague, you can, where-ever they are.  Surprisingly though, PDA and Smartphone technology hasn't achieved the same penetration, possibly due to the perceived technology barriers and market complexity.  I’m lucky enough to be in a position where I can overcome these barriers, and mobile computing has been a huge benefit to me, to the point where I would struggle without it.  So what are the benefits of PDA's and Smartphones, and how do you make sure you can take advantage of them?

The benefits

1. Mobile Email.  With an 'always on' data connection (GPRS, 3G or Wireless) your mobile staff can be notified of an email within seconds of you sending it, just like they are in the office.  Email can contain far more content than an SMS message, it's free, and easier to retrieve than voicemail.
2. Mobile Web browsing.  If you have an extranet or web enabled services (a CRM or Helpdesk system for example) then your staff can access these quickly from their PDA browser.
3. Mobile Office applications.  Both Windows Mobile devices and iPhones have support for Microsoft Office documents and PDF's.  This means your mobile staff can be reviewing a technical document, quote, or contract while they're on the move.

The 'How?'

1. What are you connecting to?  Make sure the devices you chose can access the systems you already have (don't buy new server systems just to fit in with your mobile devices).  Windows Mobile devices will work with Microsoft servers, and can also access email on any mail server, though the mobile browsing isn't particularly good.  Apple iPhones can access any mail server (including Microsoft Exchange) and have better mobile browsing support.
2. Get the right data package.  Even if your device has wireless built in, your staff can't guarantee they will be within reach of a wireless network, and will need to use GPRS or 3G.  Make sure your SIM contract includes unlimited data at a fixed cost.
3. Test the devices first.  My experience has been that HTC Windows Mobile devices are excellent, but the HTC devices branded by O2 (the XDA), T-Mobile (MDA) and Orange are rarely as reliable.  If possible, get a device to test, or invest in just one for a 'tech savvy' member of staff to evaluate.
4. Train your staff.  There's no point investing in the technology if your staff don't know how to use it.  Make sure they know how to use mobile email, browsing, and any applications they'll be expected to use.  It's also worth making sure someone in the company knows how to configure your phones in case the need to be reset and setup again.

Every day, I receive instant email notification of Helpdesk calls, view and update the calls and research a solution via Pocket Internet Explorer, and email the client with the fix, all from my PDA, where-ever I am.  If you invest carefully in your mobile technology, you too can effectively remove the communication barrier for off site staff.