Mobile Computing: The Working Vacation

Feature: How to Take a Long Working Vacation

In Europe, many people spend practically the entire month of August on holiday. Instead of slaving in a cubicle, the typical European can be found sunning on a beach, with work pressures only a dim memory.

At least, that's the American perception of how Europeans spend the dog days of summer. By comparison, we're more likely to take a quick late-summer break, then get right back to the rock pile.

But it doesn't have to be that way. The fortunate among us have job responsibilities that can be fulfilled as easily in the East Hamptons as in a Manhattan office. All that's required is an understanding boss, a month's lease on a beach cottage, and the right equipment.

I can't help you with the boss or the lease. But I do have some advice on how to take your office with you on a long vacation. Following is a packing list of items you'll need.

1. A Large Display

For prolonged viewing, a screen that's smaller than 14 inches (measured diagonally) can cause eye strain. Small screens also cause you to use the mouse more than you would otherwise. For instance, to work on a large Excel spreadsheet that's displayed on a 12-inch screen is to scroll endlessly.

If your portable computer has a 12- or 13-inch screen, and you plan to work long hours during your holiday, consider packing a larger external monitor of 15 inches or more. An LCD monitor will be much lighter and therefore easier to pack (or less expensive to ship) than a CRT display, but most LCDs are also more expensive.

Screen resolution, determined by your notebook's built-in video controller, is another factor to consider. The higher your notebook's screen resolution is, the more information you can view on your notebook's display or an external monitor. For instance, a screen resolution of 1400 by 1050 displays far more cells of an Excel spreadsheet than does a screen resolution of 1024 by 768 pixels. So, for maximum benefit, make sure the display's top screen resolution is supported by your notebook. To check your notebook's display settings, select Start, Control Panel, Display and click the Settings tab.

2. An External Keyboard and Input Device

Ergonomically speaking, your computer display should be positioned so you can view it at eye level, without tilting your head down while typing. That's not possible when you're typing on your notebook and looking at the notebook screen--a position that's bound to cause neck stiffness, eye strain, and other unpleasantness. So you need to do one of three things:

• Attach an external monitor to your notebook, then position the notebook's keyboard so that your arms, when typing, are at a 45-degree angle and your neck is straight.
  
  
• Attach an external keyboard and input device to your notebook, then position the notebook's display so that your arms and neck are as described above.
  
  
• Attach an external monitor, keyboard, and input device for maximum comfort.
  
  

I've been dealing with a repetitive-strain injury for years, so I can't stress enough the importance of proper monitor, keyboard, and input device positioning. And while I'm on my RSI rant, don't forget about proper chair and desk positioning and lighting. All it takes is a month of bad ergonomics to set you on the road to ruin.

For more information about notebook ergonomics, read "Mobile Computing: Pain-Free Portable Computing." Also check out the Laptop Ergonomics section of Healthy Computing's Web site.

3. A Backup Plan

You're planning to back up your work while away from the office, right? Good. Now the only question is: how?

One option is to copy files to flash-memory media, such as a Secure Digital card. But unless your notebook has a slot for such cards (most don't), you'll need a flash-memory card reader--and that's one more thing you'll have to pack. External, portable hard drives are a good backup solution, too--but again, you're adding another peripheral to your packing list.

Keep it simple: If your notebook has a CD burner, just copy your work files onto a CD-R or CD-RW at the end of each work day. Don't have a CD burner? Consider using an online backup service such as Iomega's IStorage Online. If you really want to keep it simple (and cheap), just e-mail your files to a friend or colleague for safe keeping.

For more information on notebook backup strategies, read "Mobile Computing: Backup Strategies for the Road."

4. Internet Access

Speaking of e-mail, how are you going to get online from that beach shack or mountain cabin? Better figure that out in advance, or you'll lose precious time when you get there.

Ideally, there's a wireless access point you can hitch a ride on. If that's not an option, and there's no DSL or cable modem broadband link in the dive, uh, I mean cottage you're renting, then back to dial-up you go. Before you leave, get the local dial-up number from your ISP or IT administrator and test it from home to make sure it's correct, and that your modem is working properly.

For a guide to finding wireless access points, see "Mobile Computing: Guide to Wi-Fi Hot Spots."

5. A Printer

Most likely, you'll need to print several documents during an extended trip. If that's the case, you can either pack your desktop printer--which may be a hassle, given how large many printers can be--or you can invest in a portable model.

Hewlett-Packard's DeskJet 450CBI is a slickly designed portable ink jet that produces high-quality color images and decent text, and it can run off batteries. It's small enough to fit into a carry-on bag. The 450CBI usually sells for about $350; check the PCWorld.com Product Finder for the latest prices.

HP has a model that's less expensive, but doesn't include the battery. The 450CI sells for about $300; our Product Finder has the latest prices on that model, too.

The Canon i70 Color Bubble Jet Printer produces stunning text, graphics, and photos, says PCWorld.com reviewer Dan Littman. Go to our Product Finder for the latest prices (about $210 and up).

Other Considerations

Leave the fax machine at home. Instead, sign up for a free EFax account. EFax delivers faxes directly into your in-box, as file attachments. With a paid EFax account ($13/month), you can send faxes directly from applications such as Word.

Consider a portable scanner. If you use your deaktop scanner frequently, you can either lug it along or pick up a small portable model that's about the size of a paper-towel holder. Examples include Visioneer's Strobe XP100 ($200) and XP200 ($300) and Ambir Technology's new Visigo A4 ($150).

Most importantly, don't work too hard. If possible, limit yourself to no more than 4 hours a day. You are, after all, on vacation.