Pros and Cons of Pilots and Other PDAs

By: Jan Jasper

People who use Personal Digital Assistants, (PDAs) such as the Palm Pilot or Handspring Visor can duplicate and update (synchronize, or "synch" for short) the records in their desktop or laptop computer with the PDA. Sometimes the necessary utility program is included with the PDA; there also are 3rd-party products available. Either way, generally you'll put your PDA in a docking cradle which attaches via cable to your big computer. Or some machines use an electronic beam. The goal is to make sure your records are kept up to date in both machines.

It's Not Risk-Free

But the reality is not always that simple. If you "synch" from the powerful desktop computer's software to the handheld device, all your data may not survive the process. As amazing and handy as PDAs are, they do have limits. PDAs run pared-down software programs (for example, the PDA version of Microsoft Outlook is Pocket Outlook). If you're converting to an altogether different software application during the synching process (from Goldmine to Pilot, for example), some of your data may not display in the PDA because exactly corresponding fields may not exist in both programs.

So, to be safe, spend some time testing. Synch your appointments, task list, phone book, and any related notes from your desktop computer to your PDA, then synch back in the other direction, and compare the two files very carefully. How many details of your contact or appointment program in your desktop computer translate fully to the handheld? If pieces are missing, can you work around it? If you attached lengthy notes to a person or appointment entry, check that the notes were duplicated completely in the PDA. If some information does not transfer to the PDA and you're aware of that fact, it may not be a problem, but you need to know.

Different Strokes for Different Folks

The folks who are most acutely aware of the limitations of PDAs tend to be power users who are accustomed to a serious contact management program (such as Goldmine) and later begin using a PDA. But if your first attempt to get organized electronically involves a PDA, its limitations probably won't bother you. There is no one "right" way, other than whatever works for you.

Play It Safe - Don't Risk Your Data

If when you perform the above test the results were not 100% reliable, but you still want to carry your phone numbers and appointments with you, the best solution is this: Use your desktop (or laptop) computer for your primary database, and use the PDA only as a "dumb terminal." That is, "synch" only from your main computer to the PDA. Don't synch from the PDA back to the main computer ; this avoids the risk of overwriting your primary data files with the PDA's abbreviated version.

Jan Jasper has been training busy people to work smarter, not harder, since 1988. She helps clients streamline their procedures, use technology efficiently, and manage task & information overload. Jan is the author of TAKE BACK YOUR TIME: HOW TO REGAIN CONTROL OF WORK, INFORMATION, & TECHNOLOGY (St. Martin's Press). Contact her at www.janjasper.com.