Creating a Mobile Office: 6 Tools to Always Pack

When you're working on the go, you need office tools that can travel with you and your schedule. The walls defining today's workforce have blurred, with many workers now doing their jobs from a home office, shared community workspace or even a hotel room as part of a business trip. So, how do we adapt to these new ways of working? With a mobile office we can take with us on the go.

To create a mobile office that allows you to maintain your productivity, it's important that you have exactly what you need to get the job done – no matter where you are or where you’re heading.

Whether you're working out of a coffee shop or managing workloads while jet setting around the world, it is crucial to make sure you have the right equipment. Let's look at six essential tools that every mobile office needs.

Invest in the Right Computer

All laptops are not created equal, so it's important to find a laptop that is light and easy to carry but also has everything you need to get the job done. Knowing what tasks you need to accomplish is key. If you're working all day long with spreadsheets and lots of open files or rendering videos and images, then you probably want a heavy-duty processor. Another great addition is a decent level of RAM for multitasking.

But, if you're just working remotely for an afternoon and only answering emails or reading documents, then you might be able to get by with something as simple as a well-equipped tablet. Assess your mobile needs and invest accordingly.

Put a Portable Scanner on the List

A portable scanner that can travel with you provides an easy way to digitize paper documents – from receipts to reports – and then store them on your laptop or smartphone. You have your choice of both wireless and USB models, ranging in size and cost based on their capabilities. Whether you see yourself using a handheld wand-style device or a small desktop version, a portable scanner will come in handy more often than you imagined.

Looking to save space in your work bag? Nowadays, you can also find a variety of scanner apps for your smartphone that can quickly provide you with a decent quality PDF scan in an emergency.

Spring for Plenty of Cloud Storage

When you're working in a mobile setup, few things are as frustrating as realizing that the document you need is on your desktop computer at home or in the office. Cloud storage is a great way to make sure you have access to your important files no matter where you are, and it also lets you move large files without locking up your email. From Dropbox and Google Drive to Microsoft's OneDrive and Apple's iCloud, there's no shortage of options and plans available to fit your needs.

With the growth of remote working, cloud servers have become a core part of most businesses. If you have a flexible work travel policy, it's highly recommended that you set up and use a centralized cloud server so that everyone can access the most up-to-date files and information.

Take Your Internet Connection With You

If you're working on the road, internet coverage can be unpredictable. Invest in a compact, high-speed wireless router and decide between a monthly payment or pay-as-you-go plan. Check reviews on devices before selecting the one that's right for you, and ensure you always use an encrypted password for security.

When working on sensitive content in public areas, remember to check the permissions for the internet network you're connected to. You don't want to give too much access to public networks that may hamper the integrity of your data.

Bring Backup Power and Accessories

Of course, you always want to make sure you have a power cord readily available in case your laptop battery starts running low. In addition to your laptop's power cord, make sure you have the right cords for charging peripherals – such as your phone and portable scanner – from your laptop's USB ports when wall outlets are scarce.

If you are potentially doing some intensive work that requires a lot of attention and multitasking, an external mouse or keyboard is a great idea. Carrying these allows you to be much more comfortable and efficient with your work. Also, don't forget to tuck your favorite headphones into your suitcase.

Plan for Presentations with a Mini-Projector

If you're traveling for a potential presentation with clients, you may want to share your deck online. However, you can also create an impression at important events by bringing a remote projector. Cheap and highly adaptable to most computers, mobiles, and tablets, this accessory can help you make effective points and articulate your ideas to the audience in a variety of places.

The right tools make a mobile office every bit as productive and efficient as your traditional office setting. Looking for more business travel tips? Check out our guide to staying focused while you work.