The Moveable Workplace

Over the past few years I have been speaking, writing and doing workshops on all the gadgets and tools we need to run the ultimate travel agency office on the go. Recently I found that I was going to be traveling abroad and needed to streamline what I was able to take due to packing considerations.

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I began looking at what I traditionally carried on my trips and what I “really” needed to take. It was amazing just how many things I didn’t really need any more. In this day and age so many devices have multiple purposes, so I thought I would share how I was able to successfully run my business for 12 days from a medium-sized purse (actually a Vera Bradley Mailbag).

Tech Evolution

When I first started traveling on vacations with family and friends years ago, no one had laptops or cell phones. We were truly “unplugged.” Then I evolved to a briefcase, bag or backpack full of stuff I needed. This included my laptop (and in the early days they were not sleek, slim and light) and accessories like a mouse, external speakers, and cables and cords to connect to the Internet because it was rare to find Wi-Fi. I would need disks, CDs/DVDs of programs or videos to show or share with clients, a mobile phone (again much larger than we have today), my address book, my calendar for scheduling appointments, client files and other assorted office accessories.

Then I often needed a camera and/or video camera with extra tapes or storage cards, an MP3 player for music, as well as assorted batteries and charging cords for all of these devices. Yes, I had a very full and heavy bag to lug around, but nevertheless it was a good way to be able to get out of the office, continue to stay in touch and be productive.

Today, I have a much lighter and slimmer laptop—actually an Ultrabook that weighs only three pounds. It is a touch screen, two-in-one that folds into a tablet so I have the best of both worlds at my fingertips. No mouse, external speakers, additional cables or cords, disks, CDs or DVDs are necessary.

Essential Smartphones

Honestly, I used to think that I didn’t need one of those smartphones because I don’t play games, and if I want to listen to music or watch movies I have other devices. And who needs to have email every minute of the day?

Well, let me just say a smartphone can be used for much more than entertainment. I still rarely play games or listen to music, but my phone acts as my calendar, address book, camera, video camera and MP3 player. As for email, yes, having it available to check when I am out of the office for just a few hours or a couple of weeks has been so incredibly helpful. I can stay in touch with clients, suppliers and staff just as if I were in the office. Often, they do not even know where I am working from.

So at this point I have two items plus chargers, less than four pounds so far, and everything fits into a small bag or even a purse. Are there times when I carry a few extra things? Sure, I always have a supply of business cards, or maybe agency brochures depending on where I am going. I might throw in a USB stick or SD card if I want to back up files or photos, or maybe a converter if I am traveling abroad. But these additional items are small, lightweight and easy to pack into a small bag.

Online Storage

Obviously, I don’t want to carry all of my files with me, but I keep most all of my client notes and information on my computer, either in my CRM, which is accessible through the Internet or in files and documents saved in cloud storage. Some of the services available for storage are Apple iCloud, Dropbox, Google Drive, and Microsoft OneDrive. The information is backed up on the Internet and available to you on any device that has an Internet connection. Each of these has a free version or affordable pay plans based on the amount of space you need.

For example, if I need to send a client a registration or authorization form, I can access my forms from my online storage and send it via email. Even better, I use an online form, also called an E-Form (a computer version of a paper form). I send my clients emails with a web link to the forms they need to complete, they open the forms online, complete and sign them, and submit. I then receive an email stating I have a new completed form, which is stored in my account for review and processed at my convenience. The service I have used for some time is Jot Form, but I know there are other companies that have the same service.

Phone by Internet

When I need to be away from the office, it is always important to continue to field incoming phone calls. I currently have a phone system in my office that is a VOIP (voice over Internet phone), which offers many services. I can forward my phones to my cell if I am traveling domestically (I don’t do this internationally due to the high roaming rates), or I can forward it to another agent to cover for me.

Another option I have when traveling internationally is to download the software on my laptop and download the app on both my tablet and cell phone so that I can send and receive calls free if I am using Wi-Fi with any of these devices. Voicemail also is available, so I am always reachable. The service that I am currently using is Ring Central, but for years I used Magic Jack. Ring Central has a monthly fee, but if you are looking for a free option to download, the Magic Jack app works great on your cell phone or tablet.

Texting is another way to communicate with your clients or staff. Again, if you are traveling within the U.S. most of us have an unlimited plan, but you may incur additional fees when traveling out of the country. I have used a free app called Text Plus for several years. You can text to any U.S. cellular phone number from this application with no charges, but you do need to be connected to the Internet.

If you have an online email service like Gmail, Yahoo, Hotmail, AOL or even Comcast or Bellsouth, you can access your email from any Internet connection to read, reply to or forward your messages. This keeps everything up-to-date and current.

Email Management

I also use an email management program as well, such as Microsoft Outlook. With this program you get more features, but often the program is only on one computer. It is possible to download an app to your tablet or cell phone so you can manage your emails, but then when you get back to the office you need to go through your email and repeat the process (delete email etc.), since the app does not necessarily sync to your program unless you download additional software.

There is an option, however, that I have found called Office 365 Exchange. Through this service your Microsoft Office software and apps sync, so you can send, reply to, forward or delete an email on all of your devices. The exchange program is about $5 a month is well worth it. If you would like to be able to have the whole suite of Microsoft Office Suite programs, visit www.Office365.com.

Cheaper Internet

During my trip I bought a very minimal Internet package on the cruise ship I was on. When I needed to check email I would sign on to download it and then sign off. I would read and reply offline and then sign back on to upload my email and do any quick Internet quotes needed. I think I used about 90 minutes of Internet time the entire cruise.

Then again, when we were in various ports we were fortunate to find free hotspots to check email, and I used my phone and texting apps to check in with everyone that I needed to be in touch with. Because I knew I would have limited Internet access before I left, I looked at several upcoming events and pre-posted to my social media outlets just as if I were posting live. With this feature, no one had to know I was away.

The reason that I took my tablet was so that I could have a larger keyboard to type and update my blog, which I did offline with Blogger. Then I would upload it when I got online with a free Wi-Fi location. With all of the applications I had, I could honestly run my entire business for the 12 days from my Galaxy Samsung Note. In fact, my cabin mate took her iPad and never even took it out of the safe. She ran her business from her iPhone.

So I ask again: Can you successfully run your business remotely? The answer is, of course you can. If I can take a 12-day European cruise with less than five pounds of technology in a purse, you can do it too.