Tips to help you get the most out of your PDA
David Coursey, Executive Editor, AnchorDesk ; Tuesday, August 7, 2001
The FranklinCovey folks--they of the 7 Habits of Highly Effective People fame--see personal digital assistants as a key component in helping people become more effective, giving them a electronic tool to help them stay on-task and, in Covey-speak, put first things first.
It's easy to make fun of these self-help and motivational programs, but they have a point: A PDA can do a lot more than most people are doing with it. To that end, FranklinCovey teaches workshops to help people get the most out of their pocket-sized electronic friends.
It's not just how you use your palm-sized device, either; it's also what you put into it that makes it so versatile. Vendors are coming up with great software apps to extend your handheld's power all the time. In the news most recently: Dataviz and its souped-up version of Documents To Go, which now brings PowerPoint presentations to your Palm.
Here are some of FranklinCovey's suggestions--a sort of PDA 101 to teach you things you don't know (or need to be reminded about occasionally). I've added some of my own comments along the way.
1. Go beyond the basics. You can do much more than coordinate your daily schedules, contact management, and task lists. Find software that helps you apply your personal and professional goals, priorities, values, and varied roles when you are planning each day and the coming week. Your PDA will then become more than just a quick reference tool; it will improve your focus and overall productivity.
Yes, this is self-serving because FranklinCovey sells such software (and books and seminars to teach their techniques), but they just aren't blowing smoke. If you have the discipline to use their personal-planning methods--something I've repeatedly found I lack--there are great payoffs.
2. Get it all together. Keep your PDA, paper, and other handheld tools together in one "walk-around" system. A modular, customizable binder is your best option to integrate a wireless phone, PDA, keyboard, and paper into one handheld tool. The most common technology binder is a paper and PDA combo, where taking notes on the paper is relatively easier. The tech binder is also one of the best ways to protect your expensive PDA (and associated accessories) investment.
There are a number of companies that sell these hybrid paper-and-PDA systems. One of the problems many people face is thinking a PDA will replace all their paper. It won't. Even some items the PDA is capable of storing sometimes make more sense as paper. Do what works for you and be willing to experiment.
3. Use your PDA to remember the important stuff. Utilize handheld software that provides quick stylus-tip access to security-protected key information: account numbers, passwords, user IDs, clothing sizes, birthdays, etc. You can keep these password-protected on your PDA, and they will be there when you need them. Surprisingly few people seem to use these applications, which can solve many problems when your credit cards disappear or you forget your spouse's clothing size or some great uncle's birthday.
4. Keep it in sync. Sync often with a desktop system, primarily to back up the data housed on your PDA. Why? It'll help you take advantage of the numerous Web and software resources available for download, and you can regularly update e-mail data. Even if your PDA is wireless, synchronization with a desktop system also eases data entry and customization of Web site information.
My favorite online synchronization service, FusionOne supports Palms but not Pocket PCs. It's a great resource. Synchronization is generally easier, however, on a Pocket PC because it synchronizes constantly while you are working on your desktop and the PDA is plugged in.
5. Get software specific to your needs.. Use software that provides an opportunity for "on the go" management and quick reference specific to your specialty or profession. Look for software suites that not only incorporate the basics of scheduling and contact management, but directly reference data and applications associated with fields like education, sales, engineering, medicine, and accounting.
There are not as many of these as there ought to be, although corporations adopting PDAs are often building very specific applications to support their employees. Ask your colleagues and search the Internet for applications that make your work easier. And don't forget play--there are already many applications to support leisure activities.
6. Work the Web. Utilize Web-based applications like MapQuest and AvantGo. These services link you with valuable information whether your PDA is wireless or not. You might also look into the PC-based mapping systems with PDA links or even GPS add-ons that bring access to the global positioning system to your palmtop.
7. Make it a mini-desktop. Try out office software programs like Documents To Go Professional Edition 4.0, which lets you extend the ability of your desktop and allows you to work with documents and presentations away from the office. (Pocket PCs come equipped to share data with Microsoft Office applications).
8. Manage your money. Pocket Quicken and other money and expense management software can be a very convenient means of getting your finances under control.
9. Leave your portable PC behind. Use your PDA in place of a laptop. A portable keyboard--I like the cool folding ones that Targus and others sell--and office software provides the majority of a laptop's functionality, but in a smaller, less expensive system. Add a modem or, better yet, wireless and you can do much of what a laptop does in a very tiny package. However, the small screen remains a problem, as does the lack of certain application features.
10. Go wireless. Buy tickets, do your banking, manage a stock portfolio, and respond to e-mail while you're on the train or waiting for that mandatory 10 a.m. meeting to start. Wireless is still an up-and-coming opportunity, but there are new and beneficial devices, software, services, and accessories coming out every day for this exciting medium. We are also now seeing what were separate devices in phones and traditional handheld PDAs being combined into one device. With this fast development of wireless, look for faster speeds, more all-in-one PDAs, variety in services, and an increasing availability and variety of wireless plug-in or add-on accessories.
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