BUSINESS CHOICE

Computers have changed the ways in which companies operate. Despite the technical issues that can arise, for the most part they make businesses more efficient, productive and effective. If this has been the case with the desktop PC, then consider what could happen to productivity when mobile computing makes an appearance in your office. Suddenly, your workers don’t need to be tied to their desks, or even the office.

Sadly, many businesses still have to grasp the nettle of adding remote access services to their computing portfolio. Those that have done often find remote access increases the efficiency of staff when they are on the road, providing them with access to information and services they simply didn’t have before.

WHAT IS MOBILE ACCESS?
Mobile access takes many forms and can be operated at a number of levels, but it requires four key components. The first is a complement of staff who work out in the field for either all or part of the time, for which there would be benefits from access to information stored within an office. Examples of such information might include their diaries (and sometimes those of colleagues), email, reference information such as stock lists, order sheets, reference books, diagrams, plans, live order processing and delivery tracking.

Next, you need to consider the type of hardware you will use. This will depend on a number of variables, including the kinds of tasks it will be put to, what staff can realistically be expected to carry, and battery life requirements. In general, laptops are used where their large screens and keyboards have clear work benefits. They can be used to make connections in conjunction with suitable mobile phones (by a wired link or by wireless infrared or Bluetooth), or they can be equipped with a PC Card, which contains the required communications technology.

A variation on a laptop is the Tablet PC. Coming with or without a keyboard, they can be used for direct data capture to the screen using handwriting recognition. For some types of user, Tablets combine the best of a laptop with the best of a pen-driven device. They can accommodate PC Cards and work with mobile phones to make data connections.

PDAs can be used where document creation is not a crucial part of the field worker’s role. They are perfectly capable of displaying diary, tasks, contacts and email, and many have software to handle these built-in. Simple forms can be designed for data capture. Some PDAs, such as O2’s xda II, come with SIMs built-in and GPRS data communications capabilities. An added benefit is that security features mean the devices can

Although it takes a little preplanning, remote access offers a whole new way of working often be set to wipe their contents or be rendered inoperable if they are used after being reported stolen or lost. Even mobile phones can be used for remote access, though here the possibilities are rather more restricted due to small screens, limited data input features and low memory capacity. Still, it’s possible in some work situations for SMS to be used as the only required communications medium between office and the field.

Our third and fourth components are data communications services and back-end systems. These two are often tightly integrated and operators will often undertake to install back office support for exchanging email and calendar data with mobile devices as part of their provision of a service contract. Other ways of enabling the back-end systems – include having companies devise bespoke software to integrate office based and mobile data, and in some instances, allowing staff to create their own data collection forms using technologies such as XML.

THE NEXT STEP

There are so many possibilities when it comes to configuring mobile access that the secret to success has to be based around the two core principles of understanding business needs and effective planning. A good external consultant can help you centre on the services it would be most appropriate to provide, both from a business point of view and what is technically possible. They can also help refine the choice of specific hardware to buy to deliver those services, and how best to integrate back office systems.

Some implementations can start small and develop over time, fitting in with what is in place already and growing incrementally as needs or finances dictate. Others may require a serious overhaul of the current IT infrastructure. In the end, only you (with help from your IT consultant) can determine exactly what you require, but there are some fundamental aspects you can consider before making any hard and fast decisions.

These include working out which, if any, current business processes might benefit from mobile access. Asking fieldbased staff what they might find useful is a good place to start here. Don’t forget to take into account the technical competency of staff, either. You can’t realistically expect today’s non-IT using staff to become tomorrow’s leading edge users – at least not without training and support. You’ll also need to do some maths to work out the cost/benefit. There will be cost implications, but will remote order filling, or the ability to deliver diary commitments or email to field based staff lead to increases in productivity? And don’t underplay the importance of giving an appearance of efficiency to your clients.

In the end, remote access, like any other development for your company, is a business investment. Think of it as such, and weigh up the pros and cons. You may well find the pros are very compelling. When it comes to remote access, a number of possible configurations and types of hardware can be used. The trick is to make selections that suit your business needs. Here are two examples of what’s possible: