Using multiple devices intelligently

I am in a unique position in that I get to play work with many different gadgets.  As a true gadget freak I pinch myself every day.  As fortunate as I am using so many different devices can be tricky sometimes and I feel I have a good system that leverages the strengths of the many devices I use while minimizing the hassles.  It is extremely powerful to be able to grab a particular device before heading out and know that I am able to capitalize on the strengths of that device at that moment in time.  This would not work well if I didn’t have a system in place to make sure that I always have the information (data) I need with me, no matter what gadget I grab.  Here is a description of my system and how I use it with multiple gadgets.

Hosted Exchange Server

We’ve written about the benefits of hosted Exchange Servers many times because there is nothing more powerful for keeping multiple devices synchronized with the information that is needed.  This works so well because once the initial device configuration is done it is automatic.  You grab a device and connect to the web and your important information is automatically synced to the server.  Since all devices sync to the server it means that your information is the same no matter what device is being used.  It just works, and works well.  I regularly get contacted by people who sign up with a hosted Exchange Server for the first time and it is very fulfilling to hear how this has simplified their lives.  It is that impactful.  A hosted Exchange Server works well with Outlook on Windows-based systems, but it doesn’t stop there.  It keeps my MacBook Pro synced (mostly) using Entourage, a program I don’t really like but is worth the hassles since it keeps the Mac synced with the server.  Of course Entourage doesn’t sync notes or tasks but that’s a small price to pay to keep my email, contacts and calendar in sync with everything else.  Having an Exchange Server also works wonderfully with Windows Mobile devices, which not only keeps them up to date with everything else but also eliminates the need to sync the PDA with any one PC.  This frees me from the situation where the device I have with me is not the one that I am syncing the Windows Mobile device to, so the WM device is always in sync no matter what I am using at the time.  The hosted Exchange Server is the single best investment I have made to date toward my mobile computing nirvana.

FolderShare

FolderShare is a free service through the Windows Live program that keeps all of my documents synchronized across most of my devices.  It works on Windows-based computers and Macs so I keep all of My Documents synchronized on all three computers I use regularly.  It is simple to set up and once configured all of the My Documents tree is synced in the background everytime I am connected to the web.  It is fast and works with no intervention from me so I don’t forget to do it.  I always have the important documents I need on the Lenovo ThinkPad x61, the Fujitsu P1610 and the MacBook Pro.  It doesn’t work on Windows Mobile devices but I don’t want to carry gigs of documents on those anyway.  I make sure I manually copy important folders over to the HTC Advantage so I have the reference material I need on that device too.  I use a few Windows programs that save data in special locations so I make sure I backup that information into a folder in the My Documents tree so that FolderShare syncs it to the multiple devices too.  FolderShare is a great investment in keeping multiple gadget sanity, even more so because it is free.

Hosted BlackBerry Enterprise Server

I use the RIM BlackBerry 8830 and I wanted to leverage the strength of the BlackBerry with an Enterprise Server.  Mailstreet, my Exchange Server provider, offers a BlackBerry Enterprise Server (BES) for Exchange Server customers that works just like a corporate BES.  It makes sure that any changes made to my Exchange Server are reflected on the BES and the end result is my BlackBerry is always in sync with the server and thus all of my other devices.  It took a few minutes for the initial set up and after that it’s automatic.  Simple and fast, the hallmarks of a great productivity solution.

Bluetooth peripherals

I like to use external mice and keyboards with certain devices and going the Bluetooth route makes that easier for me.  Sure I have to repair a device if I last used it with another gadget but that just takes a few seconds and then I’m good to go.  I prefer the Bluetooth solution because it minimizes the cables I need to remember, something I am terrible at doing.  It’s really frustrating to forget a cable and then need it.

Pre-loaded bags

Ok, I admit this is a luxury but it works for me.  My gadgets come in all different sizes and due to my fetish with gadget bags I have a whole tree of them.  I like to carry the smallest bag possible with a given gadget so I keep the bags preloaded with the gear I normally take with the gadget that fits in that bag.  If I am going to carry just the HTC Advantage, I use the Victorinox mini-backpack, preloaded with the Bluetooth keyboard and mouse.  The Tom Bihn bag comes with the ThinkPad x61, the Booq bag carries the Fujitsu, and the Waterfield Designs bag the Macbook Pro on those rare occasions I carry the big gun.  Each bag has the accessories that I typically use with the associated gadget making it simple to grab and go.  I always carry an extra battery with every gadget so that stays in the bag.  Today’s batteries hold their charge when in the bag very well so I rarely have to remember to charge it up.  I religiously charge all batteries I use during the day at the end of the day and when they are charged they go straight into the appropriate bag.

Work smart

My system has evolved over time and it works very well for me.  Not everyone has to worry about keeping multiple devices in sync but for those who do this system will work well for you too.  I am always interested in hearing how others handle multiple devices so if you have a system tell us about it.