1. How to Mobilize Your Business
You’ve probably heard a lot about wireless technology and mobile computing from the media and from
other businesspeople who are using it. You may be wondering what advantages these new technologies
could have for you and your staff, and have questions about what it takes to get mobile. It’s easier than
you might think.
The purpose of this guide is to show you how mobility—which we define here as the ability to access
your office information remotely—can help businesses like yours work more productively.
There are five main sections:
1. Is mobility right for you? ▼
2. Who’s going mobile, and why? ▼
3. Three things you need to get started. ▼
4. Tips for mobile travelers. ▼
5. Helpful mobility links. ▼
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2. Is mobility right for you?
Here’s a checklist to help you decide if the time is right for you to mobilize your business. If you check one
or more items on the list, you may want to look into mobile technology in the near future.
❏ Do you spend more than 10% of your business hours calling on ❏ When you’re away from the office and need information, do you call
customers, associates, or suppliers, attending off-site meetings, in and ask a staff member to look up a phone number, appointment
traveling, or working at home? information, driving directions, or other data for you?
❏ Do you have salespeople or representatives who work off-site part of ❏ Do you travel with a briefcase full of printed documents and files, just
the time? in case you need them?
❏ Does your business have multiple locations? A warehouse? ❏ Can you access your files remotely, or do you spend time e-mailing
them to yourself and/or co-workers?
❏ Do you wish you could get more done when you’re on the road?
Who’s going mobile, and why?
Businesses of all kinds are finding that having mobile access to their legal signoffs, even money transfers can happen in minutes, making it
information gives them a real competitive advantage. Many companies possible to do more business in less time.
who have adopted mobile technology for one reason—like keeping
better track of inventory—often discover other unexpected benefits, Customer satisfaction. Mobile computing solutions can help you
such as: keep your commitments to customers, follow up on special requests,
and respond quickly to queries. The result is closer relationships between
Increased productivity. When you give your mobile workers the same you, your staff, and your customers.
access to information they have when they’re on-site, you greatly increase
the amount of work they can accomplish. Research has found that mobile Better communication. Questions only you can answer are bound to come
users can gain 8 to 12 hours per week when they use wireless networking. * up when you’re out of the office. Staying connected keeps everyone—staff,
vendors, and customers—on the same page, which can help you make
Less paperwork. Using your laptop or other mobile device and an better business decisions.
Internet connection, you can access files from your server whenever
you need them. Contracts, forms, even full-color sales materials can be Job satisfaction. Some companies have found that giving workers the
viewed, customized, and printed on demand. freedom to control where they perform their work can increase job
satisfaction, reduce turnover, and minimize the costs associated with
Faster turn-around times. Instant mobile access to essential business retraining new employees.** Giving them the tools to work at home can
information can give you a competitive advantage. Credit applications, help empower your workers and create a more stable workforce.
Three things you need to get started.
The basic requirements of mobility are relatively few: you’ll need to connect make sure you have the most advanced security features available to
your laptop or home computer to your office PC and network, and use the help protect your network from hackers and viruses.
latest security innovations to help protect your data and your network.
3. Technology support. If you’d like to modify and/or upgrade an
1. Hardware. You’ll need a laptop or home computer equipped with a existing laptop with powerful mobility features, discuss your current
modem, high-speed Internet connection, or wireless card. (Most new hardware/software specifications with your technology provider and
laptops come with one or more of these.) You will also want a telephone ask for a recommendation and price list. It may not take much to
cord or Ethernet cable and a spare battery. get you started. Your technology provider can also show you how
to synchronize files and folders between your laptop and desktop
2. Software. The latest versions of the tools and applications you PCs, so you can access them wherever you roam. He or she can also
already know can help you get up to speed fast, and begin realizing help you decide if a wireless network and/or a server are right for
the productivity benefits of mobility right away. Upgrading your your business.
operating system to Microsoft® Windows® XP Professional will also
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3. Wired? Wireless? Or some of both?
Your office or shop may already be pre-wired for a computer network; if A wireless network can be flexible, inexpensive, and easy to install and
that’s the case, it might make sense to take advantage of that existing maintain. You’ll want to work with your vendor and/or technology
cabling. If you don’t already have an investment in a wired network, provider to determine the best place in your office to position your
or if you plan to move your office in the near future, you may wish to access point. Because wireless technology operates using radio signals,
consider going wireless. A wireless network uses radio signals that certain equipment like microwave ovens, office machines, and even
transmit through walls, ceilings, and floors to connect computers that filing cabinets could cause interference with your signal.
are in different rooms. You can also use your wireless-equipped laptops
outside the office at designated public hotspots (airports, cafés, etc.). Even if you go with the wired solution, you may wish to install a wireless
router as a convenience to clients, off-site workers, and salespeople.
Wireless networks equipped with Ethernet ports can support both It’s quite useful in meetings, allowing users to connect to the Internet,
wireless and wired (Ethernet) connections. Most computers equipped check e-mail, and access your network without plugging in.
with a wireless card can also plug in to a cable-based network.
Mobile computing with advanced security features Here’s an example of how you can use a cell phone, a laptop, and a
from Microsoft—putting it all together. public wireless network to connect to your files and to your customers
using the latest mobility-enabled software.
Developing a plan that meets your business’s specific mobility needs
is an easy process. The first choice to make is the software you’ll use Microsoft mobile technologies work together to help support
on your PCs and your laptops. There are advantages to using the your business wherever you go.
latest software products, because they offer the most advanced
mobility and security features. Getting up to speed is easy when your
1. You’ve left the office for the airport. You get a call in
entire mobile system is founded on the software you and your staff your car. An important client needs you to send updated
are already familiar with. sales figures immediately, but the file is back at the office.
The operating system. Windows XP Professional will help you easily
2. You find an Internet café.
connect to a wireless network and stay connected as you roam from
You realize there’s an easy solution. You locate a place that
place to place. The Remote Desktop feature allows you to connect offers a public wireless network, and take out your laptop.
to your desktop computer and your network from another computer
running Windows 95 or later.
3. You remotely connect to your
The network. A network powered by Microsoft Windows Small server at the office via the Internet.
Business Server 2003 lets you create a remote connection to your You find the report and update the sales figures.
network by using a Virtual Private Network (VPN) or Remote Web
Workplace. This allows authorized workers to have remote access
to your network, enabling data sharing among those who travel, 4. You e-mail the new file to the client.
You post a backup copy on the office intranet.
telecommute, or work off-site. You can also create an internal
company Web site using the built-in Microsoft SharePoint™ tools
to share company information with your remote workers.
5. You’re on your way.
And if you decide on a wireless network within your office space, Your client receives the sales figures, and
you’re off to catch your flight. Problem solved.
Windows Small Business Server 2003 lets you share documents, printers,
and Internet connections without the hassle of running cables.
The desktop. Microsoft Office Small Business Edition 2003 can
automatically synchronize your files, calendar, and e-mail each time
Advanced security for your laptop.
you reconnect your laptop to your network. With Microsoft Office
Windows XP Professional lets you use a built-in Internet Connection
Outlook® 2003 Web Access, you can use a Web browser to access
Firewall to prevent intruders from accessing your computer. Also,
your Microsoft Exchange Server 2003 mailbox from any computer
Microsoft Office Small Business Edition 2003 helps protect your
with an Internet connection.
computer from e-mail and macro viruses. For information about
turning on the advanced security features built into Windows XP
Professional and Microsoft Office Small Business Edition 2003,
please visit the e-Security Guide for Small Business link at the end
of this guide.
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4. Here’s how to connect from the road.
Today’s laptops make it easier than ever for you and your authorized Wireless connections. Wireless connections to the Internet are
users to tap into your e-mail account, your calendar, and company files. almost as fast as typical broadband Internet connections, but have the
Basically, there are three types of Internet connections you may encounter: flexibility of unhooking you from the wall. With the development of
wireless technology, you and your business now have the ability to stay
Dialup telephone line connections. Most laptops come equipped connected from virtually anywhere. Currently, there are three commercial
with modems and a phone line input. Just plug in the phone jack, and wireless technologies available to business users: Wi-Fi (Wireless
enter the phone number for your Internet Service Provider (ISP). The Fidelity), Cellular Internet, and Bluetooth technology. Each one performs
connection will be slow, and it will take time to download large files, a slightly different function, and conversely will provide different solutions
but depending on where you are, a dialup connection may be your to your business.
only option. Recent Microsoft Windows operating systems have a “new
connection wizard” to help you access the Internet. See the link at the end • Wi-Fi, the most widely used wireless technology, uses a broadband
of this document for full instructions on establishing a new connection. connection and a wireless base station to transmit signals to Wi-Fi-
enabled computers. Using laptops equipped with Wi-Fi cards or integrated
Broadband connections. Broadband Internet connections are much Wi-Fi antennas and the necessary permissions or fees, your mobile
faster than dialup connections. And many hotels offer broadband workers can take advantage of public hotspots in airports and
Internet connections in their rooms, usually for a small daily charge. Internet cafés and continue to be connected and productive when
Simply connect your laptop computer’s Ethernet port to the wall jack, they’re on the road. Most base stations have a range of about 150
and your operating system should automatically recognize and configure feet, so the broadcast area is rather limited.
the connection for you. If you want to access your desktop PC back
at the office from any computer on the Internet, you can use the • Cellular Internet, still in its infancy and the most expensive of the three,
Remote Desktop Web Connection. Just enter a Web address to securely gives you the freedom to connect to the Internet anywhere cellular
connect and control your desktop computer remotely from inside your service is available. It is very easy to set up, requiring nothing more
Internet browser software. than a cellular-enabled PC card and a computer. Mobility experts
project that by 2005 Cellular Internet will have gained widespread
acceptance, at a subscription cost of around $80 a month.
• A third wireless technology, Bluetooth, enables short-range wireless
connections between various hardware devices. Operating on a radio
frequency, Bluetooth eliminates the need to string wires between
your office computers and your printers, keyboards, mouses, and
other peripherals.
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5. Tips for mobile travelers.
If you’ve ever run out of battery power, forgotten to pack a high-speed 2. Lock out unauthorized users even when your computer is on by
Internet cable, or wondered about security when you’re on the road, you configuring your user account to ask for a password each time your
may appreciate this collection of tips from experienced mobile travelers. screensaver is activated.
Power-saving tips. 3. Enable file encryption for each file you want to protect from prying
eyes. Using this feature, you can selectively protect your most
1. Most batteries, even the newer lithium ion ones, will hold a charge sensitive information.
for four or five hours at the most, so carrying a spare battery is a
good idea. To encrypt a file or folder:
• Open Microsoft Windows Explorer. (Click Start, point to All
2. When not in use, switch your laptop to standby or hibernate Programs, point to
mode. A click of the mouse will let you pick up where you left off Accessories, and click
without the delay of rebooting. You’ll find controls to enable the Windows Explorer.)
hibernate feature or reset your power management settings in • Right-click the file or folder
your Control Panel under Power Options. that you want to encrypt,
and then click Properties.
Figure 1: Windows XP Professional
supports a variety of power management • On the General tab, click
options, aimed at providing users with Advanced.
the ability to choose the balance
• Select the Encrypt contents
between battery life and performance
that best meets their needs.
to secure data check box.
To extend your battery’s life, 4. Don’t share your passwords. In fact, you might consider using a
eject any unnecessary PC digital wallet application to protect super-sensitive information such
Cards, CDs, or DVDs from as your passwords, Social Security number, and credit card numbers.
your laptop’s slot, and, if you
5. Set up a Virtual Private Network. Data sent across the public
need every possible minute
Internet is vulnerable to hackers, but you can make your Internet
of your battery’s time, avoid
communications more secure and extend your company’s network
listening to music on your
with a Virtual Private Network (VPN) connection. A VPN connection
computer while you work.
uses encryption and tunneling to transfer data securely on the
Security tips. If someone were to steal your laptop, how easily could Internet to a remote-access VPN server on your workplace
they get at your information? How devastating would the loss of this network. For more information, please see the e-Security Guide for
information be if it fell into the wrong hands? Here are some Small Business link at the end of this guide.
relatively simple precautions you can take to deny access to all but the
Synchronization tips. If you’re considering buying laptops for yourself
most determined data thieves.
and/or your employees, you can easily synchronize your work to make
1. Set a device password to keep others from booting up your laptop and sure everyone has access to the latest version of a key document. You
accessing your files. The password setup procedure varies for each can set up this automatic feature and be assured that you’ll always be
laptop manufacturer and device, and involves setting up your Basic working with the latest versions of your key documents. You can also
Input/Output System (BIOS) menu with a password of your choice. synchronize your e-mail to help keep mobile workers connected.
Once activated, only the most persistent hacker can access your files.
Preventing loss and theft
Thieves usually focus on easy targets—those who are careless or oblivious • Use a nondescript, padded computer bag.
to potential danger. To reduce the chances of having your belongings • Make sure your name and contact information are in the case or on
“lifted” when you’re traveling, it’s important to stay alert when you’re a sticker applied to your laptop.
away from the office. • Consider registering with a property return service, which can help
increase the odds of your lost bag being returned to you. For a small
Here are practical tips for traveling with your laptop or other annual subscription fee you receive identifier tags for your equipment.
valuable electronic devices: If you get separated from your bags, the person who finds them can
• Keep your bags near you at all times. call a toll-free number to receive simple instructions on how to return
them to you—for a reward, if you wish to offer one. Two such services
• Buy and use luggage locks, a small but useful deterrent.
are Intellareturn.com and StuffBak.com.
• Use a cable lock system to secure your laptop when working off-site.
Some lock systems come with motion sensors and alarms.
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6. The value of mobility.
Small to midsized businesses can often experience a positive return on Plus, reported increases in productivity from running Windows XP
investment (ROI) on mobility technology within a short time frame. Professional on a laptop translate into an average annual ROI of $259
The prices of laptops and other mobile devices have steadily come per laptop.† Businesses using Windows Small Business Server 2003 end
down. Software has become more reliable, which has reduced the up spending less on setup and ongoing mobile network maintenance.
need for frequent service calls. And competitively priced wireless Taken together, these benefits will often offset any initial or maintenance
access is quite easy to find. costs associated with mobile computing solutions, which helps explain
the popularity of mobile collaboration.††
Helpful mobility links.
Networking links
Networking Guide Wireless networking from Gateway
Learn how networking your computers can benefit your business. Mobile and wireless solutions from Gateway.
http://www.microsoft.com/smallbusiness/gtm/encomm/freetrial.mspx http://www.gateway.com
Click Small & Mid-Sized Businesses, then click Mobile & Wireless
Network configuration tool
Solutions in the drop-down menu under Solutions.
Complete the questionnaire and get a recommended network
configuration for your business.
Product links
http://www.microsoft.com/hardware
Click Broadband Networking, then click Help Me Choose.
Microsoft Small Business Center
Wireless networks for small offices Microsoft’s online resource for small business guidance and
Get the efficiency and connectivity of a wired network without the product information.
expensive administrative and installation fees. www.microsoft.com/smallbusiness
http://www.microsoft.com/hardware
Microsoft Office Small Business Edition 2003
Click Broadband Networking, click Help Me Choose, then click Learn
New and familiar products like Outlook 2003 help improve how you
more under Network your office. connect to coworkers, information, and business processes.
http://office.microsoft.com
Wireless Notebook Kits Click Product Information. In the right-hand column under Product
Everything you need to know about creating a high-speed wireless Information For, click Office 2003 Editions, then click Small Businesses.
network for a desktop and a notebook computer.
Windows Small Business Server 2003
http://www.microsoft.com/hardware
Find out how easy and affordable a server-based network can be.
Click Broadband Networking, click By Device Type, scroll down to Kits,
http://www.microsoft.com/windowsserver/system
and click on See all kits.
In the left-hand column, click Windows Small Business Server 2003.
Dell wireless solutions for small business
See Dell’s wireless solutions. Windows XP Professional
Find out how the latest version of Windows XP Professional can help
http://www.dell.com
you get the most from your computers and stay better connected
Click Small Business. Scroll down and click More Details under with customers.
Go Wireless. http://www.microsoft.com/windowsxp/pro/smallbusiness
HP small and medium business
HP’s wireless solutions for small and medium businesses.
http://www.hp.com
Click Small & Medium Business. Click Mobile & Wireless under the
Technologies solutions section.
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