Pros and Cons of Pilots and Other PDAs
--Making Your PDA "Talk" to Your Main Computer--
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.
