What It Means To Be A Digital Nomad

From DigitalNomadWhitepaper

Special thanks for all the original input used to create this whitepaper article. Contributors include Steve Litchfield, Johan Hjelm, Michael Kramer, Matt Jansen, Mike Drzycimski, Stephen Foskett, Joni Belcher, David Mould, Daniel Berch, Joseph Hunkins, Greg Fenton and Nate Westheimer. You can see their original contributions at: http://whitepaper.digitalnomads.com/

Contents 1 What Does It Mean To Be A Digital Nomad: 1.1 How We Got Here: 1.2 The Digital Nomad's Basic Toolbox: 1.3 The Digital Nomad's Laptop 1.4 Carrying It All Without Injury 1.5 Know Your Role 1.6 Don't Forget The Community

What Does It Mean To Be A Digital Nomad:

A combination of factors have converged over the past few years to create a world that has made it much easier to work from anywhere -- allowing "digital nomads" to proliferate. While the term "digital nomad" was common in the past, the concept of the digital nomad has overtaken digital nomad for good reason. A digital nomad implies someone who's constantly traveling, such as in sales. But the digital nomad doesn't necessarily involve regular travel -- just the ability to "set up camp" and get to work from almost anywhere.

This whitepaper will look to explore various issues related to digital nomads in the workplace, from what it means to be a digital nomad to the challenges, as well as benefits of being a digital nomad. It will also look at the IT and managerial challenges in dealing with an increasingly nomadic workforce, which has challenged some old ways of doing business, some of which have become quite entrenched.

How We Got Here:

The key factors that have made the digital nomad lifestyle so readily available to so many can be lumped into the following categories:

• Connectivity advancements: The rise of WiFi and 3G cellular broadband data networks has made it much, much easier to access the internet away from home or the office. That factor alone has been one of the main driving forces in allowing a digital nomad scenario to be workable for so many.
• Device advancements: Over the last few years laptops have become cheaper, more reliable, and lighter while possessing longer battery life. On top of that, there's been a rapid growth of devices (PDAs and phones) that include some form of internet connectivity as well. Having devices that could be easily carried around and could connect easily certainly made the shift to digital nomadness easier.
• Software and service advancements: Often overlooked as a factor aiding the digital nomad lifestyle is the rise of various easy-to-use collaborative tools, over the past few years. From better instant messaging to VoIP apps to wikis to social networks and other collaborative tools, suddenly working together didn't have to involve being together any more.
• Changing attitudes towards remote working: This is still a work in progress, but over the past few years, many businesses have become much more open to allowing employees to telecommute. As more and more employees are shown to be effective working away from the office, this trend is only going to increase.

All of these factors are continuing to evolve as well, and it's quite likely that the trend towards digital nomadness should only increase in the future, perhaps opening up even more possibilities (and challenges) in the workplace.

The Digital Nomad's Basic Toolbox:

One of the first things any digital nomad does is optimize what they carry around with them. Their office is now in a bag, and that bag needs to meet certain needs. Here are some rules of thumb provided by the Insight Community:

• Power: Carry a plug adapter. It can be useful to have one for which you can change the plug plate to fit the socket of your destination. If you have the room, and the need, carry a multi-plug power strip to make sure you have enough sockets for phone, laptop etc. If you need to travel to many countries on the same trip only having to carry the single body and the relevant plug saves a lot of space. Traditional power adapters are often too bulky for both carrying and easily fitting in to wall sockets and extension cables. Charge up everything before you head out the door, and plan ahead to see if you'll need an extra battery.
• Portability: The fine balance between functionality (memory, disk, screen size) and physical size is a difficult one to get right. Making the laptop plus all of the peripherals portable enough takes time and experience. Generally keep to the basics. Use a USB drive to carry the bulk of your storage supply. This will mean the laptop will generally be smaller. The added benefit is that you can plug this into any machine, not only yours, but even a client’s machine. If you don't need to do heavy computing all the time, think of your laptop as more of a portal, a means to access data stored on a USB drive or on an extranet. It is possible to not carry your laptop at all if you plan carefully.
• Paper: Get rid of it! More than anything else you carry in your bag paper gets the heaviest and is the easiest to eliminate. Where possible, create a soft version of your notes. For initial capture use the small, typically A5, notebooks most hotel rooms supply (and use those pens as well). As soon as is practical, enter notes into your tool of choice on your laptop. Use a flexible tool that can be used for many purposes. Substitute paper based systems with soft versions wherever possible.
• Packing: Get the right sized bag. The problem with average laptop bags is that they are too big. It is too easy to accumulate junk that adds unnecessary weight (like paper). Choose a bag that allows for organization and ideally allows for you to carry at least one change of clothes in it. This will then become your carry on baggage for those airlines that only allow one piece.
• Pipe: Connectivity is king. Mobile-based modems (GPRS and EV-DO) are useful but price plans can make them prohibitive. Most major cities have some form of WiFi access from hotspots in coffee shops to MuniNets. Make use of them where you can. If travelling for a week or more consider taking a travel router with you to release yourself from the confines of what the hotel considers to be your optimum working area.

The Digital Nomad's Laptop

While the above section gives you a good overview, it's good to dig a little deeper into the tools that will be helpful for the digital nomad:

For IT-centric workers, being productive from the road requires more than just exceptional personal skills. If you're going to be doing serious work, a killer laptop is needed to replace an entire office full of equipment. Let's consider what a modern digital nomad's laptop should include:

Power and Space: The ideal digital nomad machine needs capacity to handle any modern computing task. Many digital nomads have to occasionally perform intensive activities like compiling code or encoding video, and these require serious capability in all three axes of computing: CPU, RAM, and storage.

The digital nomad laptop should have a serious CPU, chipset, and graphics combination. Multi-core CPUs with plenty of cache will take the sting out of intensive computing, and modern architectures can provide good battery life, too. Don't overlook the impact of a fast system bus and good graphics hardware, either. Integrated graphics chips are getting better, but a digital nomad should have a discrete GPU and dedicated video memory, especially if video or photo work is to be performed. Tip: It may not make financial sense to spend hundreds more for a few extra megahertz, but make sure the system is configured with the latest-generation high-end chip.

Max out the RAM, too. Extra RAM will provide a serious boost to overall performance, and should help battery life since more data will be cached. The modern digital nomad laptop should have 4 GB, and the next-generation OSes and chipsets will bump this to 8 or more over the next year or so. Tip: It's easy to upgrade your own RAM on most laptops, and you can save some bucks!

Storage capacity is a must, too. Equip a digital nomad laptop with as much disk space as is available, and consider upgrading the hard disk on older machines as new sizes appear. Larger disks are generally quicker than smaller ones, and serious performers might want to step up to 7200 RPM drives for an extra jolt. No matter the size, a portable external backup drive is a must, but make sure it's secure and encrypted to protect your data on the road. Tip: Think about locking up your backup drive in the hotel safe while toting an (encrypted) laptop around during the day.

Portability and Longevity: So-called desktop replacement machines are often too bulky for digital nomad use, so try to strike a balance. 15-inch widescreen notebooks are a nice compromise between usability on the road and ease on the shoulders, but some might be able to get by with a 13-inch or smaller ultraportable, depending on their needs. Focus as much on the physical size and shape as on the weight, since a 1-inch rectangle might fit your backback or briefcase better than a bulbous wedge. Besides, most modern machines weigh within a pound or so of each other.

Consider the weight and portability of the total package, too. Many manufacturers are introducing smaller and lighter power supplies, and this can make a huge difference to the digital nomad. Invest in retractable cables and Kensington locks and keep the clutter down to reduce the load on your shoulder. Tip: Cutting out the cable clutter also helps keep airport security from flagging your rats-nest of a laptop bag for extra screening!

Although power outlets are becoming more common at airports, hotels, and even on airplanes, an extra battery is a must. Always buy two of the largest batteries available for your machine and keep both fully charged. Tip: If you have an airplane AC adapter, check seatguru.com before selecting your seats to make sure a power port will be available!

Virtualize for Flexibility: Advances in computer virtualization can help the digital nomad in unexpected ways. Install VMware or VirtualBox to enable outdated applications to run on modern 64-bit operating systems. I keep a small virtual Windows XP image with older versions of Microsoft Office, Project, and Visio on my machine just in case I have trouble with the latest versions. Mac users love being able to use VMware Fusion or Parallels to run Windows applications alongside their favorite Mac OS X apps.

Consider support implications of your choice, too. Most larger IT organizations require a specific install for corporate use, and virtualization can be a lifesaver here. If your digital nomad machine isn't an approved standard, consider running the corporate image in a virtual machine. A friend of mine uses a MacBook Air ultraportable laptop with his entire supported corporate Windows XP image running under VMware Fusion. This allows him to have 100% compatibility and support in a lightweight package.

Connectivity: Finally, there is no substitute for the always-on connectivity of modern wireless phone-based laptop networking choices. Many digital nomad laptops have built-in 3G cards, but these might not be your best choice. A USB (or perhaps ExpressCard) device can be more easily swapped between machines as needed. A new type of wireless router is also appearing that connects directly to these external 3G cards, and allows their signal to be shared with a small group. Tip: External devices are also much easier to exchange if they should fail while on the road.

All wireless providers offer similar service at similar prices, and most do not offer substantial discounts when bundling wireless broadband with voice service. Consider whether you want to buy the hardware outright in order to get a shorter contract or if you would rather sign a two-year contract and get free hardware. Pay special attention to their coverage maps when selecting a provider, as this is a major differentiator between 3G and EV-DO service providers in the United States. Although these services are expensive, they can be cheap compared to a few days of some hotel or airport Wi-Fi charges! Luckily, many hotel and airport Wi-Fi offerings have been getting cheaper (or even free, in some cases), but it's still not universally cheap.

Wi-Fi coverage has become far more plentiful over the last few years, and providers like AT&T, T-Mobile, Boingo, and FON make convincing pitches about their service. But my experience shows that the limited range of Wi-Fi makes it frustratingly unavailable when you need it most. Expect to see Wi-Fi access bundled with 3G service soon. Next-generation services like Wi-Max aren't ready for prime time at this point and should not be considered a digital nomad-suitable alternative.

Beyond The Device:
Beyond the main connectivity device, there are other things to keep in mind:

• Battery chargers: Unfortunately when mobile, all of those battery-powered devices need a way to recharge. This has meant carrying one charger per device. I don't consider that very portable. Companies like iGo make universal AC adapters with a wide variety of charging tips, so the mobile worker only needs to bring one charger. Beware of devices with proprietary Lithium Ion technology though. These universal chargers will power the device, but won't recharge the battery.
• Spare batteries: Mobile workers on long international flights that need their devices running for the whole flight may opt to carry additional batteries. There are "air chargers" that can plug into the airplane's power outlet, but such outlets are not available for all service classes.
• Wireless broadband card: I feel this is a "must" for any mobile worker. "WiFi hotspots" are just unsecured Internet access points. We're talking mobility here. To truly be mobile, one should only need to pull their car over to get on the web.
• Carrying cases: We need a protective case for each of our mobile devices. The way to win here is either bring a small enough case that holds all mobile toys or converge the various technologies into one device so there are fewer to carry.
• Hands-free options: Cities like Chicago have banned the use of a phone without a headset. Hands-free options have become a must.
• Mobile data protection: We have to protect all of that valuable mobile data. More companies are encrypting their mobile devices, but we still need to back up the files. A truly mobile worker will have weeks worth of locally-stored files that are at risk. To protect them might mean carrying an external hard drive to synchronize with. It could mean an automated process such that, whenever connected to the Internet, the data sync’s with a server back at the main office or to a storage service "in the cloud".
• Support phone numbers: Mobile workers should have their own IT staff's phone numbers with them and the international support numbers of their wireless providers with them as well. These numbers should not be stored on their mobile device. They need a way to reference this information if they lose their mobile devices.

Carrying It All Without Injury

Of course, when you're carrying so much stuff around, it's important to figure out ways to carry it safely. Here are a few tips.

• Use a backpack, and wear it properly: Sure it may look geeky to some, but carrying five or more pounds on your back is a lot safer and more comfortable than holding it on one side of the body. That also means wearing the backpack properly, not slung over one shoulder in a lazy attempt to try to look cool.
• Carry only what you need for that trip: Create separate modules such as "international", "no outlets", etc. Use smaller, removable zip-up bags inside the backpack to modularize mobile needs. These modules can be removed as travel needs change. For example have one "international module" which contains power adapters that are not needed unless traveling abroad. Have another module for a "no outlet" situation which may contain extra batteries, for example.
• Weigh the Options: Literally weigh them. That AC adapter is probably lighter than a spare battery. Assuming there will be outlets, bring it instead of the spare battery. Use a universal charger.
• Put down the backpack whenever possible: There is no need to be burdened with the weight of the job while waiting for the train, bus, or taxi to arrive. Put that weight down and save some agony.
• Leave accessories somewhere else: If certain sites are frequented by mobile travelers, leave an extra universal charger at that location so every worker doesn't have to bring their own every time they visit that site. Leave accessories in the car or somewhere nearby so they are still accessible but don't have to be carried all of the time. If tools are the problem, look for compact versions of them. Leave them at the worksite if working there for weeks at a time. Make sure the place they are stored is a secure place though.
• Consider a briefcase/bag with wheels: A different direction than a backpack, the briefcase on wheels gives flexibility when flying. For those who don't want to check luggage, having a larger laptop bag allows more space for personal items such as clothes, shoes etc. Once at the destination, personal items can be left in the hotel room and the laptop briefcase/bag used just for the laptop. Another added benefit when trying to avoid checked bags is that the other peice of luggage can typically be stacked on the briefcase and both can be rolled with one hand. Most of the wheeled briefcases will fit under the seat in front for easy access during the flight.

Know Your Role

In preparing yourself to be a digital nomad, it's important to understand the role that you're tasked with, as different job roles can mean very different things in terms of what you need as a digital nomad. Mobility means many different things to many different people. Maturity of infrastructure and mobility solutions vary widely amongst small, medium and large enterprises. Larger enterprises often implement more stringent and automated systems, whereas smaller businesses often depend on the individual mobile workers to determine their requirements and often implement them themselves. Depending on the job function, access to different types of data dictate the user's mobility and connectivity needs.

Trainers, field service personnel and many types of sales roles can get by simply by having a static copy of relevant data on a hard drive. Infrequent access to email and availability by cellphone are more than sufficient for this type of worker. These workers have laptops rather than desktops and therefore travel with their entire work environment. Their laptops are the repository of their key data, having either created documents with or copied required documents to this device. Responsible individuals or IT departments have secured those devices with appropriate passwords and encryption, though often this is not the case. Backups of this key data are done haphazardly to network shares, content management systems or, less frequently, enterprise backup software.

Other roles dictate the need for up-to-the-minute style of access for information. These users are in the minority of "mobile workers" but often are senior employees/executives whose mobile requirements command a larger portion of the IT department's attention. These individuals typically can get by with less powerful devices such as tablet PCs or micro PCs. However, their reduced need for horsepower is replaced by their need for immediacy of data; ready access to the Internet for email and to mobilized applications, typically enterprise applications that have been enhanced with a browser-based interface.

Don't Forget The Community

At times, a digital nomad's life can seem like a lonely one. That's why it's quite important to make sure you use various community and collaboration tools to remain connected. Community is one of the most powerful sources of innovation and productivity for businesses and workers. However, in an increasingly mobile workforce, people are away from their natural work community and replacing it with other resources. Here are a few trends on how workers replace the benefits of a productive office environment while they're on the go.

• Internal Social Networks, Blogs, Chat, Instant Messaging, Wikis and Email -- While work life becomes more mobile, some companies are finding that having an online space for employees to share the random odds and ends of their personal lives is an effective way to build community within a mobile workforce. Call it a virtual water cooler or whatever you'd like, but what's clear is that by giving a venue for (moderated but uncensored) interaction and sharing of information, feelings of camaraderie stay high while on the go, and workers benefit.
• External Social Networking and Blogs -- Of course when your coworkers can't keep each other company on the road, your customers can. External social networking sites and industry blogs make it easier for traveling workers to connect with their existing and prospective clients. Whether it's through an industry group on Meetup.com, by attending a mixer hosted by a popular industry blog, or by maximizing your business network on LinkedIn, today it's easier than ever for those far from their rolodexes to connect with the people they need to know wherever they are.
• Coworking -- Over the last two years, "coworking" has emerged as popular permanent work solution for free-lancers and small companies, allowing them to pool resources and work among like-minded folks who are likely in the same field. However, for the mobile worker, coworking centers also have specific benefits. For instance, coworking communities are usually designed to accept "drop ins," making them both an open door in destination cities and a place where new workers can quickly integrate with the community and make gains from the proximity to other knowledge workers.

All in all, digital nomads still face many challenges, but it's becoming easier and easier every day to go nomadic and succeed.