Technology moves so fast. There are constant innovations and techniques and the rate of adoption of these new technologies is escalating. Looking back, could we have seen this extensive use of mobile technology from even a few years back? Likewise, what else is around the corner? Mobile technology is getting closer to the power of the PC all the time. But the design of the mobile has had to accommodate smaller screen sizes and the need for instant accessibility, such as the use of large icons, reduced information, touch control and the ability to enlarge sections of the screen.
There will always be the equivalent of a server, even though their size decreases and their capacity grows all the time. Servers are needed to support mobile computing: the internet, private clouds where there are fixed numbers of servers, or the cloud where servers service large areas of the globe.
We could loosely define the PC as typically multi-screened with a mouse and keyboard, particularly useful for operating many tasks simultaneously. A laptop computer is typically single screened and uses a trackpad. A tablet is single screened, uses touch and is larger than a smartphone. A smartphone is single screened, uses touch and is smaller than a tablet. Screens on smartphones have increased in size and resolution and can now show far more information than before, but they are still mainly used for viewing data with limited ability for data entry.
But the picture is blurred. Some tablets have USB ports that allow for peripherals, such as a printer, and laptops can be run like PCs with peripherals attached. Even the virtual keyboard is being replaced – Microsoft’s new tablet can be bought with a detachable keyboard that doubles as a cover.
Many individuals will never need more than a tablet and a smartphone. They can tweet, use Facebook or other media to communicate; they can use the endless number of applications and create correspondence using cloud-based tools such as Google Docs. The apps for the smartphone and tablet can be highly innovative.
Businesses
But it is not so clear for businesses that need more accountability and are less casual out of necessity.
If you are using touch to enter a lot of text, you tend to type using one or two fingers, so on smaller keyboards, it is easy to make mistakes. Using a traditional keyboard, you can use more than one finger and can enter text faster on a larger rather than a miniature keyboard. Word processors such as Microsoft Word are adapting all the time for touch technology and using predictive text to help with accuracy. Cutting and pasting, and referring back to past communications are not so easy on mobile devices.
If you are on the move, connectivity is still not guaranteed, although this is getting better all the time. The inability to get access to the internet is much more common when you are on the move.
An example of how different functions work using the different technologies is how Gmail adapts. You cannot access all the features of Gmail from the smartphone app. You can access most of the settings by logging in to the Gmail website from a web browser – and while you can do this from the smartphone, the screen is too small. However a tablet can use a browser better and a PC or laptop has no trouble at all.
So what are the main advantages of using mobile technology? They are invaluable for instant answers, using search engines, and the massive amount of resources and information that the internet provides. Mobile technology is good for generating limited forms of digital communication. Such devices can be used to access and view the main office software where the entire client and other contact details, including all forms of communication such as emails and documents, are stored. Smartphones and tablets can be used to source products, run reports and analyse the needs of clients and to update some basic details.
A financial adviser can be far more professional with the details at his fingertips. Preparation, however, is essential. If you are not proficient at entering details or doing a search, you lose eye contact. This spoils any rapport you have built – it is a barrier. Alternatively, you can create and store reports to display on your tablet, ready for when you see the client, so that you can select the most appropriate reports for the meeting and you can maintain the rapport. This is more efficient than taking paper reports. You can select what you show and can email relevant reports after the meeting. It is best to find the style that you are happiest with, at the same time as looking progressive and professional.
When it comes to the tasks required for the administration of the office and client details, there is the need to sit down and organise time and information. These tasks include maintaining the databases, updating large amounts of details, accessing valuations electronically, writing letters, maintaining the diary, tracking business, scanning in documents, maintaining remuneration, getting remuneration statements electronically, analysing the business and more. A PC with a traditional keyboard and mouse are currently far easier to use than the current icon/touch technology of mobiles.
However, things are changing. Both Apple’s and Microsoft Windows’ operating systems are becoming more icon and touch based. Software will change to use more touch technology.
Traditional software had menus and ribbons to aid the discoverability of functions and this usually meant a large number of menus and dialog boxes. This model does not translate well to the world of touch, where selections are made by a finger rather than an accurate and precise mouse.
Tablets
Is it time to use a tablet to replace the bulky laptop when working on the move? We can now have access to our offices from most places and the great advantage is that we can avoid work stacking up by keeping in touch. But business emails need proper attention. There may, for instance, be attachments that need to be read and edited. There could be hundreds of emails that need to be properly managed and given considered responses.
We need the fastest tools available and currently using a laptop, with its keyboard and an external mouse or touchpad – not a tablet and a single finger – can produce greater efficiency. We still need to sit down in the right environment to organise and manage the bulk of our communication and with better internet and longer lasting batteries, the choice of location is ever expanding.
Ann Dempster is managing director of Plum Software
Key points
– Mobile technology is getting closer to the power of the PC all the time.
– You cannot access all the features of Gmail from the smartphone app.
– We need the fastest tools available and using a laptop, with its keyboard and an external mouse or touchpad – not a tablet and a single finger – can produce greater efficiency.
Mobile v desktop etiquette
The difference between how we communicate for personal and business use is quite significant. Most people are sending personal messages using technology, such as texts and emails, and sites like Facebook, Twitter and LinkedIn. If it is a personal message, brevity and abbreviations are acceptable. A business digital communication tends to need more formality, such as a header and footer with all sorts of caveats to cover mis-addressed emails, confidentiality, security, business contact details, plus a formal address such as “Dear” and sign offs such as “Best regards”. These can be done using a signature. It needs to be properly stored as part of the audit of all communications. The FSA has guidelines as to acceptable content, so messages on the move need to be carefully considered and stored.
