If you’re going on an extended business trip, it’s a good idea to set your laptop up (not a mobile device, but we’ll get to that later) for mobile office use. Also, you should be aware that you might have to do a bit of checking, preparation, and research when it comes to lugging possibly sensitive company data around. Here are some guidelines for bringing a mobile office setup in your laptop for business trips.
Why not a tablet device?
Given that you may be creating, editing, and sending important documents during the trip, you should use a laptop as your main PC, for the simple reason that it has a keyboard and can have a mouse attached to it – the default interface tools for office desktop computers, which everyone is familiar with.
That’s not to say you shouldn’t consider using your mobile device as part of your virtual office system (more on that later), but do keep in mind that you’ll be doing much more than status updates in this case.
Do install your office’s official instant messaging program as both an app in your mobile device, and its desktop PC counterpart in your laptop. That way, you can still be in the loop, and keep your office in the loop, when you are in your business meetings. You can also report to your superiors or your project team immediately.
One thing to consider is the use of VoIP communication suites – in this manner, you can be “part of the office” again when you are online. From your laptop and your mobile device (if you have the app), you can have calls from your PBX local number routed to you, and you can even call people in the office through your office network. You can also send important documents as e-mails or even faxes, and if your VoIP services have a landline crossover, you will be able to talk to receive calls from landlines. In other words, if you have slack time while on your business trip, you can practically be in the office – heck, you can even participate in video and audio conference calls if you want to.
If you’re on a trip for business reasons, it pays to think of security. Memorize passwords; don’t log them into your laptop or mobile device. It’s also important that you make sure that if you do have backups, that you have also encrypted them. It’s a good idea to talk with your IT department or with an IT security professional about how to encrypt files and keep encryption keys. Of course, this sounds a bit overboard, but the fact is, some of your files might be worth something to competing people. And that’s not even counting the random thought that (heaven forbid) you’re going to be robbed anyway.
These days, we all love to use portable storage, be it USB flash drives or even just memory cards. With storage for USB flash drives now climbing to 64 gigabytes and above, it’s a good time to consider that you might be better off putting sensitive files in storage that isn’t your laptop. If you’ve taken care of the security, then it’s definitely a good idea – but don’t only keep one, keep two backups, if you can. Also, it’s a good idea to keep copies stored in cloud storage online, just in case you need an emergency copy of the file. You can even have the files on standby in our office server, waiting for you to access it online. As you can see, there are many ways to protect your files and to keep copies handy.
[box_light]Tyrone is a freelance writer who’s had extensive experience in the Outreach Program. This time he brings his extensive Writing expertise to Business and Technology. The articles he posts will surely be informative and comprehensive especially for individuals who are in dire need of these resources. He writes to cater RingCentral IP phone and other impressive pool of different clients.