Taking control of your all-in-one device

all in one device All-in-one phone, email and internet devices have a bad reputation for taking over your life. But they can be used to your advantage, if you are willing to set the right boundaries. Here are the ways I get the most out of my gadget.

I recently joined the ranks of those who own a piece of technology that lets them stay constantly connected – it’s a phone, email inbox, organiser and internet connection all in one.

This device has given me extra flexibility in how I manage my time and my work. There are plenty of small benefits, but here are the two big ones for me:

Email freedom

First and most importantly, I no longer need to get to my office, wait while the PC boots up and then open my email program before I can glance at my emails. My handy all-in- one device, which goes with me everywhere, enables me to view my emails on the server before I even have to download them.

As a result, what is normally a 20 to 30 minute job becomes a five minute job which I can do anywhere, anytime. It also has the added bonus of allowing me to delete spam emails before they hit my PC. I’m no technical genius, but I think that means less of an opportunity for viruses to find a home in my computer.

So in the mornings I’m already more relaxed because I’ve deleted all the rubbish before I’ve finished my coffee.

Controlling contact

I know turning these all-in-one devices off is a problem for many. Robert Gerrish discussed this in his article about being always available.

Personally, though, this is not an issue. There’s a big difference between normal mode, vibrate mode, phone-only mode and completely off. I find it hard to take when people put their phones on vibrate while in meetings, then check who has called and answer the phone anyway, but phone etiquette is a whole other topic best saved for a separate article!

I use silent mode when I absolutely don’t want any distractions. For example when I am writing, having lunch, taking breaks or planning.

I use vibrate mode rarely - only when I’m with other people and have a call I absolutely must take such as resolving a crisis or trying to make an appointment with a tradesman. If it’s not the call I want, I reject it immediately.

You can set up the device to alert you when you receive a call, a text and when a new email arrives. The standard setting for me is ‘phone only’.

Just like on your regular PC, if you stop to check an email or text every time one arrives, your level of productivity nosedives. I choose to check my emails and texts at certain times of the day, rather than reacting every time one comes in.

I use the off switch when my working hours are over and I don’t turn it on until I am ready to commence work again. I say working hours rather than working day because I enjoy the flexibility of dealing with some things at odd hours. If I’ve had a day where work has taken a back seat then I don’t have any problem scanning my emails quickly in the evening. I would never leave the phone on over night. There’s no clearer indicator than this that says “You may get in touch with me anytime, anywhere – and I’ll answer you”.

So it’s all about the boundaries you are prepared to set and live by. These all-in-one devices can take over our life, but if you are like me, you can stay in control and take advantage of the added flexibility they provide.

Also, they look pretty cool….

Megan Tough runs Complete Potential, a company that helps businesses solve their strategy and people problems. She loves being a solopreneur, and when she doesn't have her nose to the grindstone, is fulfilling her other passion of fitness and health.

7 comments | Add your own

Technology has a habit of taking over your life and I find nothing worse than talking to someone who lets people who phone 'jump the queue' and get in ahead of you. I prefer the simple life and rely only on the computer and a mobile phone for emergencies. I have had too many computer crashes to rely on modern technology too much. But as Megan says, everything in moderation and make sure you remain in control by firmly deciding what the limits are. Grant McDuling from Brisbane, Australia
I make clients & students aware, that when the phone vibrates I only take the call when the kids school rings. Heather Smith from Brisbane
I too have recently joined the ranks - the freedom of being able to receive and respond to emails anywhere is fantastic! (As for etiquette, if you don't have enough respect for someone else to give them your full attention in a meeting, you aren't worth wasting time on). Grant Hyman from Sydney | Read my articles
An all-in-one device wouldn't work for me as I need to see large attachments on a larger screen and am not on the road very much. In a home office, (especially when your work is predominately in the office and not on the road), a second number on your home phone is very helpful. After reading a number of articles on this website about boundaries, I decided to set a boundary on the hours for business calls. For example, it costs me around $6 month for a second number on the same line which has a different ring - I have given that number to family members and close friends so that I can differentiate after 5.30pm and on weekends. This has freed me from answering every call and I can let the answer phone or 101 service just take the other calls after hours. You can also check emails in a web-browser if you prefer to delete junk mail before opening in Outlook for the bonafide emails. Karen from Springwood NSW
Nice one Megan, I totally agree with all those benefits which is what led me to pluck one of those berries off the shelf a few months ago. However, I have to say that I was one of the ones that couldn't control it! I had it for two months before shelving it. For me the only real problem was on the weekend, I found myself unable to avoid quickly checking email just because I could and then my mind would wander off to work stuff. But, like Karen I primarily work from my home office. For people on the road in lots of meetings - like sales people for example - it's seems to be an essential productvity tool. Peter Crocker from Flying Solo | Read my articles
I have an all in one device, which I love, the freedom to be able to check emails anywhere really saves me time. It means I don't need to turn on PC and wait for an email... Lara from Manly, NSW
I agree with Karen so much that I even recommend the same thing to my clients.
Get a second phone for personal use, separate business and personal life!
Interestingly this morning, visiting a client, she complained about a rude customer of hers who rings all hours of the day. I told her to get a second mobile phone and turn off the business one at the end of the working day.
Judit Nagy www.theofficewitch.com.au from Sydney

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