Home : Blogs : Tracy Santrock-Cary NC Real Estate Realtor : Raleigh, Cary, Apex NC Real Estate Blog

How to set-up a world class Mobile Office with 5 Simple Devices

I've recently been a strong advocate for having a Mobile Office-there are hundreds of benefits that I can list here. I've written two brief posts on the subject : 1) Tech Savvy Agents Have an Advantage in the New World of Real Estate and 2)Tablet PC's are a must in real estate that talk about my passion for a Mobile Office.

Jeff Turner wrote a blog that I think speaks a thousand words called No Internet Connection? You're Kidding Me, Right? Jeff argues that he wouldn't even consider an agent that doesn't have an internet presence. Come on-90% of all consumers start their home search on the internet. He has a good point and something you should consider in your listing presentations.

If you are interested in setting up a Mobile Office this post is for you. If you are like me a picture is worth a thousand words. My goal is to create a "Mobile Office Tutorial For Dummies". I want this information to be an easy tutorial on how to set-up the optimal Mobile Office. A mobile office can be set-up differently for different people. My objective was to be able to make mine as productive as possible. I wanted the ability to write a contract while I'm in the field, have my clients sign the contract, and then be able to print it out while I'm in my car.

First I'll start with the big picture. I've set-up my mobile office on my kitchen table for the sole purpose of illustrating the components in a mobile office.

My mobile Office Set-up using Blootooth Wireless Technology

Here are the items you'll need to get started:

1. Wireless Broadband Connection-There are several providers that offer high speed broadband. I chose Sprint Sprint Broadband USB Adapter for a couple of reasons:

I have my cell phone service with them today so the service is complimentary
They are testing the latest in high speed data technology called Wimax which I want to get as soon as its available.

For connectivity to the network you have a choice of a PCMCIA card(old technology and easily breakable) or a USB Aircard. My model is the Sierra Wireless Aircard 595U. It's much sturdier than the PCMCIA card and it has a cradle with an extension cord for areas that may have a weak signal.

2. Laptop/Notepad computer

I chose the tablet because I can write & sign contracts in the field. The two most popular models are the HP and the IBM Thinkpad. My tablet has 2 GBs and goes up to 4 GBs of memory. The IBM is a bit less scalable. Yes, my friends, I wrote my first 07/2007 Version of the North Carolina Offer To Purchase & Contract form today using the Realfast Forms online program!! How exciting.

Laptop in Tablet mode

3. CD Drive-Tablets don't have them so I had to purchase a USB2.0 compatible external DVD Drive. HP sells them but I bought one off the shelf at Best Buy from Pioneer.

External USB 2.0 CD Drive

4. Bluetooth Printer - HP makes the best printers. The best in class is the HP Deskjet 460. It has Bluetooth technology. You can buy and 802.11 printer but you won't have the range that you have with a Bluetooth printer.

HP 460 Bluetooth Printer

5. Power Adapter - One of the biggest challenges with laptops and printers is "battery life". To overcome this problem I purchased a 2-port Nexxtech Power Inverter that converts the cigarette lighter adapter power source from 400 watts to 115 VAC to provide a power source in the car for the computer and printer connectivity. I highly recommend getting the two port converter due to the need for two power ports.

Power Converter

Posted by Tracy Santrock-Cary NC Real Estate Realtor on 09/13/2007 06:37 PM

Comments (57)

activerain ramblings, cary nc real estate, north carolina, nc, techy stuff

Originally posted at: Cary NC Real Estate >> Raleigh & Cary NC Real Estate Blog: How to set-up a world class Mobile Office with 5 Simple Devices

Post is included in group: Gadgets, Tools, & Extras
Post is included in group: Blogging & SEO
Post is included in group: Tech Corner
Post is included in group: Rainmaking - Internet Marketing Strategies
Post is included in group: Tips tools and technologies for today's REALTOR

57 Comments on How to set-up a world class Mobile Office with 5 Simple Devices

SEP

2007

I couldn't agree more about agents needing to be mobile...

Rated 5 and bookmarked. I think this is great information. I already work at home and have my mobile set up but for those that need to do this, this is simple and quick to read and understand the components. Thanks for the post.

I agree, if we need to attend an event, we can still maintain our business. I bring my treo phone, laptop, travel printer (all bluetooth) and appointment book;) I work from home, use Zipforms (which I love) and they all make life as a Realtor easier.

It's a Good Life!

Fran Rokicki, Clubnet~Mentor, Broker~CT

Awesome post! On your way towards a mobile and paperless office! Great job!

Chris P- At this point given all of the competition, I like having a differentiator. I don't mind educating other agents. It's your choice. My opinion: I'm glad I'm one of the few, proud, and productive ;0

Tracy,

Thanks for sending me a message however, Active Rain is acting up a bit so I'll have to respond via comment on your blog. Check out this blog for information on customizing your signature. Don't you just love ActiveRain and all the new stuff you learn on here? Have fun!

http://activerain.com/blogsview/130148/Would-you-like-to

Regards,

Chris Molina

Very Nice Setup Tracy.

I would like to comment on a few things though.

"CD Drive-Tablets don't have them"
This is incorrect. Some Tablets do have CD/DVD Drives some do not

I personally like the PCMCIA cards better. They are more secure and are less damage prone than the usb types. There is nothing wrong with the USB adapters though. New laptops/tablets are coming with built in EVDO (sprint/verizon) or 3G (AT&T) or you can get Express Card Slot (same idea as PCMCIA but smaller)

Bluetooth does not have more range than 802.11
The range of bluetooth is limited to 30-50 feet on average and it also needs line of sight. Bluetooth also connect differently than 802.11. Bluetooth is a direct connection as where 802.11 connects to a wireless network. Example

Bluetooth printer:
PRINTER <--> COMPUTER

802.11 printer:
PRINTER <--> WIRELESS ROUTER/ACCESS POINT <--> COMPUTER

But having a MOBILE printer it is pointless to have 802.11 and no bluetooth because you dont carry a wireless access point with you. So for the mobile solution Bluetooth is the BEST

Loren
Future of Real Estate Technology

SEP

2007

Hi Loren,

I wrote this post in its entirety and my computer crashed! I was so frustrated that I rushed through this post. Thanks for the catch on the CD Drive. I know there are others that have the drive. The HP doesn't and I'm ok with that. I really like the size of my set-up.

Great clarification on 802.11 vs. Bluetooth and the advantage of using Bluetooth

Great post Tracy - My next step is the portable printer. I need to get rid of the truck and gain a trunk to have a truly mobile office.

It was a pleasure meeting you this morning.

SEP

2007

I need the information on the bluetooth printer. Awesome job. When I do open houses in neighborhoods. You would be amazed how many do not have secure networks that you do not need your card to get on the net these days.

Tracy

This is a lot of good stuff and has opened my eyes to different things that are out there, thanks for the post.

Susan - If you go to the other post "Tech Savvy Agents Have an Advantage in Real Estate" I have all of the details on the HP 460 Mobile Printer.

Gary - Glad I can help. Email me if you have any ??s

SEP

2007

Hi Tracy, I bookmarked your first "tech-savvy" post and will do the same here. I want to be able to refer to this when I am able to make this high tech plunge.

SEP

2007

Hi Vicki - That's two in one day!! Thanks for checking out my "techy stuff". I guess I'm on a roll! LOL

SEP

2007

Okay, so I am a tech dummy....want to get better, but it is what it is! LOL! Does the Tablet PC allow for contract signing without printing it out first? Is there such a thing as a compact mobile printer that would fold up and fit in a laptop case? It seems like I have seen extremely small ones before?

I appreciate any information!

OOPS! I checked your other blogs and found the answer to the tablet PC question. Sorry! Thanks for the info!

Amanda,

It's ok, honest. There is a lot to learn out there. The other posts compliement this post. I hope you get a lot out of them. Seriously, if you have any questions, please feel free to call me. I'm here to help.

Tracy

Nice list of tech tools. I would trade the power system and the DVD for a nice digital camera and a Fujitsu Scansnap scanner.

I have an HP Printer that acts as a scanner/fax/printer at home(~25))..it's a lot cheaper than a stand alone scanner and I'm lucky enough to have a digital camera too. I'd love to have a video camera to take "Real Time VideoS'. Some of the experts think this is the wave of the future. What do you think?

SEP

2007

These are great tools to have, one can do business anywhere with these.

Agree - It can be pricey. You just have to stick to a budget and shop around.

Very interesting and helpful post. I have to get the tablet. It would be a great tool for me to have on client meetings. Thanks.

SEP

2007

Seth - The tablet is a must!! I had to make a decision between a blackberry which I used to have and the tablet...I like the tablet for real estate. It keeps me productive and it's easy to use.

Tracy, having a mobile office is so nice! I never realized it until I changed jobs and went from paper and folders and wires all over to none of that!

If you are interested in making your listings mobile, you can do so through technology that allows your customers to request information via text message. They send a text message with the property ID code and instantly are sent an automated response with descriptive listing information; ex: 3bd, 1.5ba, wood floors, new porch, $200,000. Contact: agent name - xxx-xxx-xxxx. Goomzee Connect is a great way to get information to customers 24/7 and they don't have to worry about writing anything down or picking up a flyer. It saves agents time, money AND provides them with an alert appending contact information for the customers who inquire about their properties. Agents can call them back right away or when the time best works for them.

If you get a moment, check out my blog on Flyer Box Frustrations - it faces the issues that both consumers and agents face. Goomzee Connect is a great way to avoid those problems.

Thanks for your post and keep up the mobile life!

Erika

OCT

2007

Erika,

Wish you wouldn't have added the link to the post but sounds interesting. It's kind of "bad manners" to spam a post with your links.

Thanks Tracy. We commented on your blog in our blog (http://activerain.com/blogs/jimandlinda) Being truly mobile and productive is an ongoing goal! Jim and Linda Graves Arnold Chesterfield, MO

OCT

2007

A mobile office is all but necessary today.

Tracy, great post. The pictures are the best for explaining. I have a similar set up. I always have my laptop. I keep the HP 450 in my trunk of my car. I pick it up on ebay for $39.00. It went thru the summer with no problems so I will keep it there.

OCT

2007

If you only saw my set-up. Mind you, I do not have clients in my car like a Realtor though! I have a car-desk in the front seat, & two A-I-O printers in the back seat. I can't keep them in trunk because they get too hot here in FL and don't work well in the extreme heat. I have strongest tint allowed, sun visors that allow me to crack the windows when not in the car - but not allow the pouring FL rains to get inside. GPS & state speed pass for tolls in the front windshield. And an inverter like you mention, as well as a portable power supply that can power the printers, laptop but also pump up tires, jump start car, etc. As you can see, I have redundancy back-ups, but if one fails, I have another ready to go, but to do Mobile Mortgage Notary Signing Agent work, I believe this is a must!

This is all great information. I have one addition that will help. I work for a web based client follow up/ customer appreciation company. We are like Hallmark on steroids and autopilot. You can send real greeting cards to your clients and even send gifts or giftcards from your laptop. NO LICKING INVOLVED. You write the message, We do all the work. You click, We print, stuff, address, stamp and mail a real greeting card. Check out this info site if it lfloats your boat. www.sendoutrealcards.net

John Riding -- RenegadeMarketers.com

visit our blog for a free tips and tricks newsletter

@ Loren - 802.11n allows for point to point. no need for a wireless access point. 802.11n has a MUCH larger range than bluetooth as you pointed out, but is also allows you to go point to point.

i prefer using docusign for my online digital signing. i cant imagine when i will need to whip out my tablet pc and stylus so i can have a client sign an offer to purchase on the hood of my car (squinting at the screen). assuming you have internet access for your laptop, you may as well just fill it out using a docusign. while i am super tech-oriented, i cant imagine signing like i am receiving a fedex package.

for remote net access for my laptop, i use my treo and pdanet to avoid carrying around an extra gadget.

OCT

2007

Frank - Just like they always say, "A picture is worth 1000 words"

Ronald - "well as a portable power supply that can power the printers, laptop but also pump up tires, jump start car, etc. " I think redundancy is a must have!! That's next on my list. Also, do you have a stand for your laptop? If so, where can I find one?

Hey Rama -

I'm not familar with docusign. We use Realfast forms and all of the new North Carolina forms are up-to-date. You can type the contract normally and then turn the screen around and have the clients sign. It really does work!! I'll have to check out docusign to see if it's a good alternative.

Oh, by the way, I had clients from Phoenix that chose me as their agent because of my "techy tools".

OCT

2007

On target! I decided to start my real estate career mobile in 2005. I have never worked inside a broker office, although I dropped by to pay them! (Also never had floor time/walk ins). Here are my gadgets:

1: My first tablet (now a backup) Toshiba Portege.

2: Now have a Gateway Widescreen Tablet with CD (I blogged it here and on p2a)

3: I gladly pay $60 a month for Verizon Wireless

4: I have an HP portable printer for back up if I need to (USB connection-battery operated)

5: I use Zip Forms which I fill out then export to be picked up by RED, which then allows signing.

6: I can then email or fax copies to client instantly or print on site (their choice)

7: Part of my listing presentation is to show my current listings from my laptop and demonstrate "googling by address", etc. (I also demonstrate how I arrive at a suggested list price and show cma listings).

8: Of course digital Camera--Very happy with Panasonic Lumex.

9: Cell Phone (Not Treo)

10: Suprakey

Thanks for the tips, I will certainly use it as a reference point.

OCT

2007

This is great, I'm glad you included it in your six pack. I have the wireless, laptop pc but haven't got a notebook or bluetooth printer. How often do you use your notebook and printer?

OCT

2007

Diane - I use my notebook PC everyday in the field. It really comes in handy if my clients find a listing that I hadn't pulled or change their criteria on me. The printer is less handy - I use it to print out directions, give information to my clients, and other stuff. The contracts are the most important piece.

OCT

2007

PS: If you are in the market for a new tablet here are some tips: You have some power and some mystique as a blogger. You have some power being a NAR member. I found that computer manufacturers other than those listed with NAR may provide sizeable discounts. ASK, the odds are that you will receive.

In my area there are NO tablets in stores that you can demo. I had to rely with online ordering. (Of course I have an odd story about it in my blog). One thing I liked about Gateway was that #1: They guarantee your satisfaction for a certain # of days (I forget how many), #2: I negotiated hard with a sales manager and got a hefty discount (In my blog I mentioned that if anyone contacts this same Gateway group and mentions that blog--they will get the same consideration--I have already educated them on the value of treating REALTOR groups right:-)

One other note; if you are getting a new computer--I say, GO Vista. However, pay a little extra for the memory boost. REgards,

Spam Word=whortleberry What is a whortleberry?

I love being mobile and I love being independent! I have A personality tendencies so when something needs to be done, I want ti done right away, no delay! Being mobile allows me to get more accomplished, faster. I like the way your broke down the various components and so concisely.

OCT

2007

BUSINESS CARD SCANNER IS A MUST HAVE

I'm not sure anyone has suggested this yet but it is a great idea to have a business card scanner!. You can purchase them from any office supply store or even at CompUSA. We do a lot of trade shows and it has been a HUGE time saver. It runs on the power from your USB port so there is no need to have an extra power source. It plugs them right into outlook or any contact management program. You can get color or B/W. We send follow up greeting cards through our online system and this helps us zip thru the input so that we can send a card greeting card while we are driving back from the conference. By the time we get home we already have our first contact inputted (is that a word) and a greeting card is in the mail that night! HUGE TIME SAVER! $$$? anywhere from $150 to $500 depending on the features.

God Bless,

John Riding

RenegadeMarketing.com

Thanks for a great post. I have a lap top at home and work from home most of the time.I want to take it with me when i visit India. I am not sure how the air card works.

APR

2008

I am looking at a smart phone. I will be able to do all that with out breaking out the notebook.

Jeff,

With my new set-up I don't need the power adapter for the car because it's built in. That said, I don't know of a PDA in the world that will allow you to print contracts via bluetooth w/electronic signatures in the car.

There is a place for PDAs(I've had plenty) but my techy toys are used for looking up properties/virtual tours, etc real time and printing out signed contracts(that's how I make money).

APR

2008

Great post - I'm considering the tablet pc, and LOVE the blue tooth printer concept - thanks!

APR

2008

Good simple practical article. Thanks for putting ua in check!

APR

2008

With a tablet pc and the right software. I dont need to print in the field. I let the other agent waste paper. Thats how I make and save money.

MAY

2008

Great post, Tracy. You broke down the steps and made it really easy for non-techie folks to follow. The pictures were also very effective.

JUN

2008

The power inverter is the greatest. You can use anything that will fit in the car, not just "portable" items.

You gotcha..with my new mobile office that has a desk area the power converter is actually built in. I plug in the printer and the laptop to the mobile office. Pretty snazzy..

The power inverter w/two plugs above can handle any device that needs to be charged.

Everyone on my team now has a Tablet laptop. We have not had to purchase ink for our Very Expensive printer in 8 months! What a great Green idea and money saver!!

Christa - It's so green that we save on gas too! No need to head back to the office to write those handwritten contracts. Write them in your mobile office, impress your clients, and save the $4 it would take to head back to the office.

JUN

2008

I saw a power supply at Costco the last time I was there. I think I'll go back and pick it up. It can also run an xbox in the van for the kids on long car trips. Good tips.