PDAs and the Small Business
Get organized to reduce stress ... by William Hungerford
Computerbits Magazine-August 2003

I clearly remember the day I decided to go into business for myself. As I was thinking how great it would be to own my own business, I heard a loud "SPROING", just like the sound when the spring broke on my favorite recliner. I didn't know it at the time, but that is the sound of brain overload just before you hit insanity. Most people don't realize what it means to start a small business. Instead of working a few hours and then going fishing (Don't tell me you weren't thinking that!) we committed ourselves to more stress than we ever could have dreamed of. On the flip side, the feeling of independence and self worth can be incredible. If we have a plan and follow our plan, hopefully we find that starting that business was the best thing we've ever done. One of the biggest keys to being successful in small business is organization. If you're not organized, you'll never feel in control and you'll have a hard time making those tough and timely decisions.

Easier Said Than Done

So how do we get organized? The advent of the computer gave us one of our greatest tools (and incidentally, sometimes one of our greatest headaches!). Computers have streamlined and revolutionized business in the 21st Century. Tasks that took hours now take minutes. Email has made communication quicker and easier. The Internet has opened literally millions of avenues for research and information to run our business. So where am I going with all this? Most of us have a computer at the office, at home, and a laptop when we're on the road, but many are missing an important and integral piece of the puzzle.

What's that, you ask? It's the PDA (Personal Digital Assistant). For a few hundred dollars, a PDA can make the difference between organization and chaos. It'll surprise you how many people are overlooking this powerful and important tool. According to Gartner, a research and advisory firm, there were an estimated 12.1 million PDA units shipped worldwide in 2002, with 70% for consumer use and only 30% for enterprise use. These statistics show that the business community is slow to embrace the possibility of PDAs as serious business tools. Why? I think it is because many business people don't understand the capability and possibilities of the PDA in the business environment.

So here's the goal: I'm going to give you some information about PDAs (also known as Handheld computers) and let you make your own decision. When PDAs first came about in the mid 80's, they were pretty much electronic Day Runners. You had your basic calculator, clock, calendar, and contact manager. Since then, the PDA has evolved into a powerful, full-fledged computer. My first computer in the early 90's had a 33 MHz processor, 4 megs of RAM, a 14.4 modem. My current PDA is an Audiovox Maestro with a 206 MHz processor, 32 megs of RAM with an external 56K modem, external wireless modem, and a boatload of software. All this in a package a little larger than a deck of cards. As the cigarette ads use to say: "You've come a long way baby!"

PDA Features

Let's start by looking at a comparison chart of the most common features of a PDA. There are two main types of Operating Systems (OS) for PDAs. For this comparison, we're going to look at the two leading PDA Operating Systems, The Palm OS and the Pocket PC (based on Windows CE) OS. We'll go into more detail about which OS is best for you in a minute.

PDA Features Table

This is by no means a complete list of features but meant to give you a basic idea of what's possible with a PDA. Many of the features listed will vary based on what version Operating System you're using.

What About the OS?

Asking which Operating System is best is like asking a group New Yorkers who's better, the Yankees or Mets. It's one of those questions that you ask, then step back 100 yards and wait for the answers. The debate can be intense and everybody has his/her favorite.

Some facts are:

• Pocket PC multitasks (you can run several programs at once), Palm is intended to run one program at a time (although Palm OS 5.0, introduced some multitasking ability)
• In 2001, there were over 13,000 commercially available software programs for Palm versus 1,600 for Pocket PC (although the gap is shrinking)
• In 2001 Palm had a market share of 72% while Pocket PC had about 15%
• Palms start at around $99 while Pocket PCs start around $200.

Some (sometimes faulty) user opinions/perceptions are:

• Palm is easier to learn and use
• Palm is more stable, Pocket PC crashes more
• Pocket PC is more powerful
• Pocket PC integrates better with Windows Office
• Palm has more freeware and the software is cheaper
• Palm is an Organizer, Pocket PC is a computer

As you see, the users' opinions are as varied as the users themselves. If you hate Windows and think Bill Gates is the epitome of evil, you'll probably want to stick with Palm. If you love Windows and want the Windows feel, you'll probably want to try Pocket PC. The best way to know is go to your local electronics store and play around with different PDAs. Also do some research online. There are a lot of sites dedicated to handhelds with news and reviews of different PDAs. PDA forums are great if you want to solicit some opinions on the best bet for you (be ready to open Pandora's box!). In reality, both Operating Systems are more similar than some people want to give them credit for. With a few exceptions, they have equal power to help you run your business.

Back To Business

So how does a PDA help in the business environment? Let's start by assuming you use Microsoft Outlook for your email, calendar, tasks, and contacts. All that information can be sent to your PDA (as long as it's connected to your computer) whenever any of that information is updated on your desktop. In fact both PDA Operating Systems can sync (fancy term for exchanging data between your PDA and computer) dynamically without user intervention.

So now that we've discussed the different platforms, let's enact a little scenario. It's noon, and you have gone out to lunch. If you're at a location that has wireless Internet access (like McDonalds in some major metro areas) you can check your email, even respond to it. You can check and update your appointments, check your To-Do list for errands to run before returning to the office, etc. Also, don't forget you can figure your tip at lunch (Yes, I tip at McDonalds...doesn't everyone?). Read your news, and even listen to a little music if you want (don't forget the headphones!). When you get back to the office you easily connect your PDA to your computer, and "voila!" all the changes you made on your PDA at lunch are updated at the office.

You may wonder how all this helps you. One of things that cause the most stress is trying to remember all those little things you need to do. If everything is documented, you can spend your time thinking about the important things and not the nagging things needing to be done.

"But I have a Laptop when I'm out of the office", you say. Well, why lug 8 pounds around when you can carry 8 ounces in your pocket or purse? Have you ever found yourself emailing a document to yourself from your Desktop so you could retrieve it later on your laptop? Been there, done that! I have a folder on my desktop that contains all my important documents. When I save a document in that folder, it automatically copies or updates to my PDA and vice versa.

In The Know On The Go

We've got to be equipped to handle those extreme circumstances when the need arises. Trust me, there's nothing better than jotting that quick note or checking your schedule as you're running to catch a flight without breaking out several pounds of computer. Oh yeah, slow down, your flights been delayed (that's called a joke, because we know that never happens wink...wink!).

Did you know you can even do Power Point Presentations from your PDA onto a projector or desktop computer? No lugging that laptop to that next business meeting. Talk about convenience!

Used properly, PDAs can be one of the least intrusive and most productive tools for business and personal use. With a PDA, you can stay organized, informed, and connected all while maintaining your mobility.

The other exciting aspect of Mobile Computing is the convergence of cell phones and PDAs. Handspring has been the leader in this area with a line of Treo organizers that are both cell phone and PDA. Microsoft has also been hard at work introducing a new "Pocket PC Phone Edition" for cell phones. Since most business people have embraced cell phones, it becomes almost a no-brainer to offer PDA capabilities on your cell phone. In fact, over the next few years, Phone/PDA combinations will become the norm, giving you the ability to stay organized while only carrying one piece of equipment.

Don't Forget To Relax

As a side note, there's a lot to be said about the entertainment value of PDAs. When the work's done, it's nice to play a few games, listen to a little music, browse your photographs. A PDA can be a great relaxation tool for the brief moments when life does slow down (I know, it doesn't happen much!).

Some might say that having a computer with you at all times blurs the line between work and leisure. Remember, when we committed ourselves to running a small business, we threw out the 9-5 work mentality. Whether we like it or not, we're on call 24 hours a day. We eat, drink, and sleep work. Like all tools, if we use a PDA correctly, we should stay more organized. More organization should equate to less stress.

PDAs used to be glorified Organizers. They are now true computers with the power to do most anything your desktop can do. If you don't use a PDA now, consider getting one. The price of a PDA is now half of what it was a few years ago. It's a minor investment for a great payoff in sanity