As the summer holidays draw to a close, I'm curious to know if your mobile phone was a help or a hindrance.  Some people regard them as a ball-and-chain, others see them as liberating.

In my own case -  and I'm a confessed phoneaholic, I've been amazed at what I can do.   Even though I’ve been away on Xmas leave, I'm on top of email and I've managed to stay in touch with a couple of critical projects happening back in the office.  I've been able to keep an eye on the office accounts for end of month, and track cashflow through the holiday break.  To top things off, I was able to respond to a new customer enquiry and as a result we've got a good chance of winning a really interesting project to start the year with.  Finally, my 2012 business plan has come together easily this year - you can't control when you’ll be struck with great  ideas, but the chances are that you will have them when you are relaxed.  Having a simple  way to record them as they occur makes it easy.  Of course, a phone still can't replace a laptop, but it's getting close to it! 

It’s only ten years since we got access to  mobile email.  I used to 'bluetooth' my Nokia phone to my HP Jornada or iPaq.  Then the devices merged, and we saw machines like the Blackberry take off.   Of course, everything changed again in 2007 when Apple released the iPhone.  Having email and web on your phone is now the norm, but there is so much more you can do.   For the last four years, RIM, (makers of Blackberry), have been losing marketshare to Apple and Google (Android) while Microsoft fights to grow their share with Windows Phone7.  All of these choices are immensely capable and let you  access key business information wherever you are.

So, what tools do I use? (I'm using a Samsung Galaxy S2 running Android)

Firstly, I have software on my phone that lets me secure it, so that if I lose it, it  tells me where the phone is & locks it so that no one else can access it.  I can even wipe it should I be unable to find it.   In my experience, Windows Phone7's native security abilities probably make it best for widespread business use.  For the Apple and Android choices, there are many third-party options worth looking at.

For work, I like to keep my thoughts and reference notes on Microsoft OneNote on my PC.  For both Apple and Windows, there are native Microsoft clients for OneNote, and it's only a matter of time before there is an Android version, until then I'm using a third party product called MobileNoter that syncs through the cloud to my PCs.  It's not great so I'm looking forward to the Microsoft version when it's available.  That's really the only achilles heel to the Android software,  as everything else works brilliantly.

eMail works perfectly with Exchange, and I can access inbox, calendar and contacts.  I can book meetings and send invitations, and see when people are available.  I can even set my 'out of office' - a handy tool because I often forget to do this until I am already put of the office!

Accessing and editing Word, Excel and PowerPoint is fantastic - even filling in PDF forms .  All the major phones can do this, and although the Microsoft phone will probably do Microsoft applications better,  I have had no problem with any of my documents on my Android phone.

 We use Microsoft SharePoint extensively at Kinetics, and the ability to search and access documents and client files from anywhere, securely, is hugely valuable.  As you would expect, the Windows Phone7 devices do this brilliantly but its also very easy from iPhone and Android using products like SharePlus

We also run Microsoft Lync and again, there is a version for all the major phone platforms, so that we can more easily stay in contact with the rest of our team.

I can access my accounting system and banking records, which is great when I need to check something quickly.   I can also access our office Terminal Server for remote access to our time and cost system. 

All of these are great for quickly looking up some detail when needed.  Sustained work still needs a decent laptop or tablet (and in my view, a proper keyboard - I find the touch keyboards quite limiting for entering anything more than  couple of lines) - I started writing this article on my phone, but soon graduated it to my tablet (running a preview of Windows 8) before eventually plugging in a proper keyboard!  Nevertheless, your phone should be able to help you stay in touch, respond to quick queries and help you keep on top of matters at work, no matter where you are.

Here’s a list of other applications that I use my phone for

·         News - both NZHerald and Stuff have news applications for Android and iPhone, making it easy to keep current, and there are some great weather tools on all the phone choices

·         Camera and photo libraries, for the many times I forget to take the regular camera with me when out with the family (actually the Samsung phone camera is better than our normal digital camera anyway!)

·         Pulse - reading blogs and newsites to stay up to date

·         Spool, lets me quickly mark webpages and videos to read offline later

·         Social media - Linked In, Facebook and Twitter

·         Maps and navigation

·         Tourist guides

·         Runkeeper - an application that helps me track where I've jogged, average speed and gives me 5 minute progress updates as I go

·         Air NZ mPass - a must for anyone who flies Air New Zealand - boarding passes, flight updates etc

·         TradeDroid - access to my Trademe Account, a list of the items I'm bidding on or selling

·         Dropbox - keeping copies of key documents sync'd between the phone and my two laptops

·         Currency trackers - especially useful for overseas trips!

·         Kindle - the Amazon eReader (I love the way it stays perfectly in sync with my main Kindle reader)

·         Soundhound – uses the microphone to recognise tunes being played (e.g. on the radio) and identifies them, with lyrics etc.

·         Glympse - a nifty tool that lets me send out where I am to someone for 15 minutes using GPS and maps - so we can easily arrange to meet up

·         Various tools including a torch (yes, surprisingly useful), magnifying glass and timer (and even spirit level and compass – admittedly not all that useful!!)

This is just scraping the surface - the numbers of tools, games and music/video players is immense.  It's no wonder that mobiles, and their close cousins, the new tablets (iPad, Android e.g. Samsung Tab) are becoming more prevalent.  It all leaves me really excited about 2012.  The choices will continue to amaze, especially when Windows 8 hits the market.  The range of devices available will be even lighter, faster and with better battery life, and we'll be able to do even more.

It's over 10 years since Windows XP came out, and 4 years since the iPhone.   If you are still using PCs and software from those eras, then you are missing the enormous advances that have come out since. It’s easier to do more, to be  flexible and more responsive,  & to work on your terms.  Now is the time to get ready - using newer phones, the latest versions of Windows and Office (Windows7,  Office 2010), and to get your office using the latest tools like SharePoint and Lync.  With these building blocks, you'll be well prepared to take advantage of new technology to be more productive and competitive.  It need not be expensive, and Kinetics is ready to show you how with our Productivity and Coaching Team.  Our team can help you adopt Office365 (cloud) or upgrade your existing servers.  Contact your Kinetics account manager today!