‘Mobile office’ can boost productivity

By Dave DeWitte, The Gazette

When it comes to mobile work, most of us tend to think about our smartphone or laptop.

Both have revolutionized productivity on the road. The smartphone can provide voice communication, Internet, calendar, GPS and a multitude of other functions. The laptop makes it possible to produce and display documents and store a ton of data.

But for true road warriors like Todd Taylor, a state representative and American Federation of State, County and Municipal Employees union staff representative from Cedar Rapids, that's only the beginning.

“I've got gadgets, creature comforts - I've got a hotel routine,” Taylor said.

On a recent business trip to Dubuque, Taylor used his Bluetooth-equipped BlackBerry to handle two important hands-free phone conversations, then listened to a book on CD while he ate a sandwich.

Taylor's spacious Chrysler 300 sedan is equipped with a small mobile desk that belts into the passenger seat. It serves as a writing desk, holds papers he needs to keep nearby and has compartments that contain everything from a toothbrush, and Alka-Seltzer to an extra CD for storing data, writing instruments and stamps.

One of Taylor's favorite gizmos is a handheld portable scanner from Neatworks. It comes with software that automatically sorts expenses from scanned receipts into potentially tax-deductible items, and major categories such as gas, food and lodging. He can email the scanned expenses back to the office.

Taylor's work as a staff representative for AFSCME involves participating in mediation and arbitration sessions regarding University of Iowa contracts, so there's always plenty of paperwork. Paperwork also flows freely from Taylor's job as a state representative.

He uses plastic bins to store the paperwork, but always makes sure to buy clear plastic ones so he can more easily see what's inside and if there's room for more.

The back seat of the Chrysler 300 has a large box of bottled water. On the front floorboard is a 2.5-pound bag of Goldfish rainbow snack crackers. He's usually got a few non-perishable energy bars stashed somewhere for those times when he really needs a meal but doesn't have time to grab a sandwich between meetings.

Many professionals couldn't abide the degree of clutter in Taylor's car.

Mike and Teri Graf of the Graf Selling Team at Coldwell Banker Hedges Realty in Cedar Rapids have three Hummer sport utility vehicles for use in showing homes to clients. They are kept spotless.

The Grafs have written up quite a few offers just sitting in the Hummers talking to clients. Theirs is a mobile office designed to make a good impression, however, not for work space.

Clients “feel like they're being picked up in a limo,” Mike said.

One of the limos is covered with a giant Graf Selling Team graphic, complete with photos of Mike and Teri, and their phone number. It's a symbol of success for the Grafs, who've been Coldwell Banker's top Iowa sellers since 2007, and sold 216 homes last year.

Mike said he doesn't usually do paperwork in the Hummers unless it's urgent because it's more easily handled by the team's assistants back in the office. He doesn't even drive the Hummer with the Graf's picture on it, because it would look extremely obnoxious if he accidentally cut off another driver in a huge Hummer with his picture on the side.

Some companies have institutionalized the mobile office. Progressive Insurance has a fleet of 3,000 IRVs, or immediate response vehicles, that its claims agents drive to repair shops, tow yards and other locations to resolve claims.

Each of the SUVs is wrapped in graphics and is equipped with a laptop and printer so representatives can print payments in the field, company spokeswoman Brittany Senary said.

“This use of mobile technology increases productivity by reducing drive time and eliminating steps in the communication and documentation processes,” Senary said.

Mobile offices tend to be larger even than Taylor's sizable Chrysler 300 because their owners do some heavy hauling.

Graphics may be gaining in popularity, but in real estate they're the exception rather than the rule.

Coldwell Banker agent Bev Green drives a hefty unmarked GMC Yukon XL sport utility vehicle. The SUV doesn't get great fuel economy, but it has plenty of space for carrying real estate yard signs and the extra chair she needs to bring when hosting an open house that's been vacated.

Green also carries cleaning supplies and emergency supplies, business cards and paperwork for writing offers.

“It's comfortable,” she said. “It has plenty of leg room.”

No matter what you bring in the mobile office - First Aid supplies, cleaning supplies, extra food - there always seems to be one more thing that would make life easier.

Mike Graf said he might start stocking bottled water for his clients, though he's worried about how to keep it cold.

Taylor added a gas can this month after having a rare gas emergency. He's been thinking for months about packing an emergency set of clothes.

“You've got to think ahead,” he said.