How To: Run A Mobile Office

Posted by Matt Singley on May 12, 2009 under Business, Communication, how-to | 22 Comments to Read

Although I do most of my work in my office, I am constantly on the move, and as such I need to be able to move my office with me. If you are a consultant or a road warrior, or just want to be more efficient away from your primary workstation, I hope this post will offer some good suggestions for you. Running a mobile office should be simple, but can get a little tricky. Don’t be caught coming up short when travelling, just remember that today’s work is important, and in a recessive economy even a simple mistake like not being able to take a phone call when you don’t have a cell signal may cost you a job. As always, I welcome any tips or tricks you have, please drop a note in the comments to share. With that in mind, let’s get started!

Hardware

Get a good laptop. This may go without saying, but it must be said. This is your primary lifeline, so don’t skimp and buy something off Craigslist that is used unless you are positive it is fast and in great condition. You don’t have to break the bank either, I use an HP Pavilion dv2000 that I bought at Costco for $800. With a 64-bit processor and 4GB of memory it has more than enough horsepower to run multiple applications. Make sure whatever laptop you get has a built in camera and microphone.
Get a 2nd monitor. I’ve seen 19″ LCDs for as low as $99 lately. This may not seem terribly “mobile” but I’m not talking about heading down to the local coffee shop…when I need to go out of town for a couple of days (within driving distance) I put the 2nd monitor in my car and it is invaluable to me. Running dual monitors for work is something you need to investigate, I think it increases my productivity by at least 50%.
Get a reliable and usable cell phone. The newest and the shiniest isn’t always the best in this case (yes, I am talking about the iPhone). Get a mobile phone that has a full Qwerty keyboard (I’m taking the Sony Ericsson’s XPERIA X1i for a spin currently, and loving it) so you can easily email and text people. Also, coverage is important. You need to get a good signal so that you can talk to your clients.

Software

Skype. The free version of Skype is incredible, it allows you to call practically anywhere in the world, and calling other Skype users is free. This is my prefered software for video conference calls. I also use a pay feature from Skype, an online phone number. My office line (323-774-1269) actually rings into my Skype program, and this is the number that I hand out to clients and people I meet at networking events. Wherever my laptop goes, so does my office number.
Dropbox. This handly application allows you to store files remotely and sync with multiple computers. I’ve been using Dropbox for a while and I can’t imagine being without it name. When I put a file inside my Dropbox folder on my primary desktop (like a proposal for a client), it is there waiting for me when I open my laptop. I sync on several computers, it works incredibly well. You can get 2GB of space for free, or pay $99/year and get 50GB.
Mozy. You are going to want to back up your data constantly, and it’s hard to beat Mozy. I know so many people that have dropped their laptops and been unable to start them, or simply had them stolen out of their car. Either way, you’ll want a cloud service backup, and Mozy is it. Use Code: MAY for 10% off annual and biannual services for the month of May.
SpinVox. I’ve been using this service for more than two years, and I would really be lost without it. Everytime somebody calls me and goes to my SpinVox voicemail, SpinVox converts the message to text and sends it to me via SMS and email. This is excellent so I can read my messages, and they are searchable in my email by keyword. One of the best tools in my arsenal. In the US you can get it here, elsewhere go to the main SpinVox website.

Miscellaneous

Good old fashioined business cards are still important

Business cards. Very old school, still very necessary. Business cards are so cheap and quick to turnaround, you hardly have an excuse to not have them up to date and with you at all times. Make sure to put your Skype online phone number on them, and please include your Twitter and website links as well. I have used a small local company called Foffi a couple of times, they are inexpensive and have a great turnaround time. When I go to conferences I usually print up a unique card for that event, and the guys down at Foffi let me drop by their office in Studio City to pick them up since I’m typically grabbing them on my way out of town. Make sure you keep a few cards on you at all times, I’ve struck up some interesting conversations in coffee shops while I’m travelling, and a couple have even turned into new business!
Notebook and pen. I like the small, 30 page Moleskine that come in a 3-pack. As digital as I am, I need to sketch ideas and concepts sometimes. Also, if I come across something that I need to take a quick note about, it’s still easier to write it down than to type it out on my phone or wait for my laptop to fire up.
Headphones. Get some good ear buds, you’ll use them for a lot of things. I’ve got ear buds in all day long listenin to music, watching online videos or making Skype calls. I think this last point is critical, since you are calling over your laptop the built in microphone and speakers are usually pretty close to each other…do yourself and the person you are talking to a favor and plug in headphones/ear buds to prevent echoing and unwanted feedback. Also, please don’t be “that” guy or girl that is watching videos online without headphones. Trust me, the people around you are not enjoying it nearly as much as you are.

I’m sure there are many more road warrior trips and tricks, but these are some of my primary items. Again, if you know a “must have” tip for mobile office use, please let us know in the comments.

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Tags: business cards, cell phone, dropbox, dual monitor, how-to, laptop, mobile, mobile office, mozy, skype, spinvox, tips, tricks, tweaks

4 Other Comments

Jacob Share said,

Another critical tool in the box: a wireless mouse with a small receiver. I’ve yet to meet any truly productive with a touchpad unless they were only using keyboard shortcuts.
Stephanie Beckham (@sbeckham on twitter) said,

Great list of tools Matt! I’m already using a lot of them and especially love Dropbox. I would add an air card to the list and am currently in the market for the latest and greatest, for wireless access at the pool this summer. I’m praying at some point my Vostro laptop dies so I can get one with built in camera/mic for Skype. (I feel so left out on this one). Nice post with great advice.
Josh said,

I use the virtual service from Phone.com with an 800 number. I can forward that number to any number I want, say my office, home or cell depending on where I am at. It will also take voicemail messages for me and turn them into emails or SMS. It’s a fairly inexpensive solution giving you the ability to just hand out ONE number and have it get to you anywhere you are, yes even to your skype in number if you want.
Adrienne Graham (@talentdiva on Twitter) said,

Great article Matt. I never EVER leave home without my Verizon mobile broadband! I can’t rely on the local coffee shop, book store or airport terminal to have free reliable wireless access. With taxes I pay about $60/month. Some months I use it, some I don’t. But I always have it and I literally work anywhere. My husband hates when I fire up the laptop in the car. Even though I have my trusty Blackberry, I prefer using my laptop. Built in webcam will be the next thing on my agenda. And I agree about headsets/earbuds. I never leave home without mine either. And good to see I’m not the only one who travels with a pen & a pad. Mobile minds think alike!
Adrienne Graham (@talentdiva on Twitter) said,

Whoops, forgot to mention DimDim.com for video conferencing, Freeconference.com for large conference calls, eFax.com for email faxes and Google Apps (self explanatory).
Kinya McDowell said,

I would also like to add a project management tool like Basecamp fro 37 signals or one of it’s many alternatives which can be found on the growing list at http://www.whybasecampsux.org/#alternatives.
Larry said,

Another great tool for the mobile professional who needs to occasionally use the laptop, or has paperwork to do in their vehicle, is the WheelDesk. A nifty little desk that fits on the steering wheel of a parked car or truck, providing a very comfortable, and efficient work surface.
Kent said,

MozyPro is great if you serious on your data. Pro version can backing up your Server too.

If you like Dropbox, try SugarSync. It can sync your Desktop with iPhone & BlackBerry too.
Ricky Cadden said,

A great alternative to the Skype number, if you’ve got it, is Google Voice. I have my number there printed on all my cards, and I can easily login and designate which of my other numbers it rings through to – including Skype, Gizmo or whatever else. Best of all, it can ring them at the same time, so if I’ve got Gizmo or Skype open and my cell is out of range, I’m not fumbling around.
Stuart Bruce said,

Hi Matt, I’m MD of Sony Ericsson’s social media consultancy and one of the authors on the Xperiancers blog. Glad you like the X1, I couldn’t be without mine, the proper Qwerty keyboard is a must. Adding ‘road warrior’ software is a good idea. You should try the new SPB Traveler panel, great for planning flights, trains, hotels, packing lists, exchange rates, weather.

The other musts for me are OneNote/Evernote (can’t quite decide which I prefer, but both have an X1 app – Evernote is a special panel).

My mobile office set-up is pretty similar to yours, but I use Microsoft LiveMesh rather than Dropbox (which is what I used to use). You get much more free storage and it just feels ’slicker’.

A broadband dongle is also a must, although you can use the X1 as a modem. Works better if you’re using the phone with a bluetooth headset.
Bill Petro said,

Matt,

I too use the thin Moleskin. It fits better in the back pocket than the regular ones, is a great “backup” for laptop or iPhone, and is much faster for jotting things down “on the go.”
Meryl K. Evans said,

USB drive with Roboform installed. Life saver in carrying around passwords.
How To: Run A Mobile Office | Mozy Online Backup said,

[...] View source [...]
Virgin America Gets It | Matt Singley | Social Media Optimization said,

[...] and need to operate your office on the go, I hope you have taken time to read my post about operating a mobile office.
Rohit said,

Tricks for mobile
Luy said,

Great list! I’ve been using google voice for VM transcriptions and Vonage for forwarding calls to where I happen to be.
Ray J, said,

Thanks a lot:-) I will try it out asap..- Ray J. Mobil Abonnement
Ray J. said,

it’s a brand new world. Everyone can take their jobs outside if they want. I like that:-)- Ray J. mobil uten abonnement
Liz said,

I def love their airline. The one fail I noticed was the touchscreens. They seem to be horrible. I just flew LAX to JFK this weekend and had numerous touchscreen fails. The passenger behind you is probably tapping away too hard which bothers you if you’re trying to sleep. On the other hand, I don’t blame the passenger behind me because I myself tried normal activity like changing channels, ordering food, movies….most of my touches didn’t register. Wish they’d upgrade those screens or software. Also, the video games are pretty old school graphics and offering.

Thanks for the upgrade tips, I’ll try those, although my upgrades online from coach to first class are more like $129 coach airfare that turns into $1049 for first class (or $550 for Select). Somehow I doubt it will be a $50 upgrade when I get to the airport but I’ll check and see how low they go.

This comment was originally posted on http://mattsingley.com/blog)“>Singley’s Blog Thoughts
Edward Umana said,

Wow, thank for the review. I am stuck with American Airlines, they totally SUCK!! Since there are many things I hate, I will just mention the old, old, old planes with horrible seats.

However, they got me with the miles! There is no escape for me from AA!

This comment was originally posted on http://mattsingley.com/blog)“>Singley’s Blog Thoughts
Dave Scriven said,

Thanks for the tip Matt about Virgin America airlines. I will definitely use them if I can.

This comment was originally posted on http://mattsingley.com/blog)“>Singley’s Blog Thoughts
MLDina said,

I have heard a lot of fantastic things about Virgin America lately- I’m looking forward to travelling with them. I’ve seen other airlines step up their game, too. While it’s inevitable, the ability to connect during a flight, which can already take up most of your day, is a great feature, especially for online marketers.

This comment was originally posted on http://mattsingley.com/blog)“>Singley’s Blog Thoughts