You need chaos in your soul to give birth to a dancing star.
Friedrich Nietzsche

Silly star

I really feel like that bit about a dancing star is rather silly. At least, when I was faced with the chaos of leaving home without my all-important laptop and cell phone last Tuesday and cut off from the option of driving back by a solid ribbon of traffic across the nine miles of the I-90 east thruway, I didn’t feel much like a dancing star. It was more like being rubbed down with a wet towel of panic. As you subconsciously try to control the dismay and irritation at sweat ruining your white shirt collar, you try to frantically recall your appointments that were in Outlook, wonder how you’ll communicate throughout the day, how you’ll find the phone numbers for people to call, and, more importantly, how you’ll pass the time between appointments without any work to do.

By the time I got to my office, I had calmed down sufficiently to take stock of the situation. Maybe not everything was sunk. Let’s see, first things first:

1. I utilize MDCall - a product of my company (shameless plug, but true) that specializes in emergency physician contact management. Through MDCall, I can manage where my calls are routed. By logging online, I switched all emergency calls that come into our toll-free number for me to my office phone instead of my cell. So that was done. Services similar to MDCall include Gotvmail.com, a terrific resource to give to business associates so that by calling one number, they can reach you where you want to be reached - cell, home, office, or the hotel where you are staying at.

2. So that was done. Next, e-mail. With a spare laptop laying around in the office, I quickly logged into my hosted web-based email account through Gmail for Business. Now, before you think I’m a cheap business owner with no regard for professional image, let me state that Gmail for Business is not like personal Gmail or other free email services like Hotmail. It’s a full-powered email service that beats having your email through most hosted services anytime. Here’s why:

  • Gmail can be associated with your domain name. So, your emails do not go out as akash@gmail.com but rather akash@lance-tech.com. This is because you are pointing your domain MX records to gmail just like you would point them to your web host.
  • Gmail plays really well with Outlook. You can use Outlook to manage your emails. What’s more, any email that is sent or received now is not only in Outlook but also archived on Gmail.
  • Any email you send by logging into Gmail via the web gets copied over to your Outlook next time you Send/Receive. This means that your emails in Outlook and Gmail are always in sync.
  • Gmail search is fantastic! Searching for “jeff cell san diego” in Outlook took a full 6 minutes. In Gmail - 2 seconds. So now, whenever I want to search for something in my email, I log into Gmail via the web.
  • Gmail servers guarantee 99.9% uptime. So do most web hosts. But I tend to trust Google more on this one.
  • Gmail provides you with 10GB of space for EACH corporate email account.
  • You can access Gmail via a mobile device like you cell phone. I love it when I’m twiddling my thumbs in a restaurant while waiting for someone.

3. So, I have calls forwarded and I have email up. Next is making phone calls. That, of course, is easy - I do have an office phone, believe it or not. But I also use Skype to make calls to any phone in the world using my PC. Since my laptop was not around, I simply installed the Skype client on the temporary laptop, logged into Skype, and was ready to make calls. This would be especially handy when I would stop over later at a Starbucks between meetings.

4. Finally, what of my schedule? Nicely enough, my Gmail for Business account also comes with Google Calendar. Any events I create in Outlook, I automatically send over to Google Calendar. No big worries. I was going to make every meeting and appear on top of my game! 

5. With phone, email, calendaring, and call forwarding, my communication platform was almost back to normal. The only item missing - instant messaging. My team, which includes my partner in Colorado and other consultants, lives and dies by communicating via instant messaging - for those small things that picking up the phone just isn’t worth. I communicate via AOL IM and Yahoo Messenger. What a chore to have to install both software pieces on a temp laptop. Rather, in my browser, I fired up Meebo.com. All I needed to do was type in my respective AOL and Yahoo login credentials and click on Sign In. I was ready to chat.

Of no significant relevance this particular chaotic day but still bearing mention: My office uses Send2Fax to receive and send faxes. Faxes for me come directly into my email as a PDF. And I can send faxes directly from my computer without having to print them out and walking over to a silly machine. And I save important documents to our internally-written web-based document management system. Alternatives include Zoho Writer or Google Docs.

So there I was. Completely functional. Happy as could be. But still not too sure about the chaos and dancing star bit… 

If there’s anyone out there that has productivity tools that bear mentioning, comment to this post!