Welcome to our App of the Week series where we highlight Smartphone and iPad applications for business.

Whether it means jotting down a customer name and phone number, capturing an idea or creating a list, a good notepad is the unsung “mission-critical” business tool.  However, as more and more business users are carrying Smartphones, the thought of migrating paper notes into a managed set of virtual notes is quite appealing.

Although apps such as Evernote do an amazing job at capturing and managing notes, some users feel that it makes note taking too restrictive.  For example, with a paper notebook, you can doodle a picture of your idea or draw a map – tough to do with most apps.  So today let’s highlight an app that calls itself “the digital notepad”.

Mental Note (Limited lite version free, full version $2.99 from the iTunes store) looks at note taking a little differently than most apps.  It allows you to combine four distinct types of input into one single note:  simple text, drawings, voice recordings and pictures.  Combining these four types into one note creates a dynamic note that is one step beyond what is possible with pen and paper (you can’t take a picture or email a copy of a note with a paper notebook!).

Using the app

Mental Note is a very straight forward app to use.  After launching the app, you will see a pre-created note called User Guide that is actually worth reading.  It shows excellent examples of how a note can be created and managed.  Beyond the User Guide, screen taps to create new notes and switch between input functions are easy to navigate, although identifying some of the icons may result in a small amount trial and error.

When creating notes I found it important to remember that I could use more than one type of input.  For example, let’s say that your work vehicle is making a strange noise.  You can pull out Mental Note and write a note to get it fixed, but also record the noise and draw a little picture of where you think the noise is originating.   Another example is when someone is giving you directions. You can conveniently record their voice and draw a map.

Inputting the note itself is straight forward.  Text uses the standard keyboard and the sketch/drawing function uses basic pencil, eraser, colour and thickness options.  From my testing, sketching on the screen takes some getting used to, but it’s very easy to do simple tasks like draw arrows or circles around items in a photograph.   Voice quality on memos is pretty standard and the photo function will be familiar to iPhone users, although it is unique to see it all integrated into one note.

Managing an existing note is also quite strong in Mental Note.  Sections of a single note, such as voice recording, can be deleted while keeping the rest of the note intact.  Notes can also be tagged to make searching easier (important if you have lots of notes).  Basic security is also provided with a password protection option.

Sharing notes is also possible.  Options to email, save as an image and even share to Twitter are available.  I particularly appreciate the email as PDF function as the file type is easy for almost anyone to view.

Conclusion

The question that some may be thinking:  Is Mental Note better than Evernote, the current king of Smartphone note taking?   Evernote does a spectacular job of capturing, organizing and sharing notes.  It also has the ability to manage notes from almost any computer or Smartphone which Mental Note does not offer.  However, Evernote doesn’t provide the same paper notebook sketching capabilities that Mental Note does – a major plus for some users.  It all depends on how you like to capture notes.

The bottom line is that Mental Note is worth a download.  Try the lite version for a day and see how it fits into your business note taking.  It’s unique enough that you may find it the perfect business match.

Welcome to our App of the Week series where we highlight Smartphone and iPad applications for business.

How many different user ID's and passwords do you have?  Start with the basics like email or a Google account and then add in business specific passwords such as alarm codes, wireless routers and bank or purchasing account numbers.  It's not uncommon for a business user to have 20, 30 or more passwords, PIN numbers or secure phrases.  But how do you keep track of them all?

The most common solution is really not a solution at all: use the same password for everything.  Managing your website login for movie tickets with the same password as accessing your business banking records isn't a balanced approach.  Another solution is to write down all of the passwords in a notebook, attach sticky notes to your computer or use the virtual notes feature on a program such as Microsoft Outlook.  Not only do these options put your data at risk, they aren't the most mobile friendly (just imagine losing your notebook and a thief finding your password list – jackpot!). 

1Password Pro ($14.99 from the iTunes store) is an iPhone based solution that securely manages all of your passwords, logins and other important codes on the go.  When you think about it, managing passwords using a Smartphone app makes really good business sense – you always have the phone with you so management is convenient and in real-time.  The same goes for an iPad as more business users work on the go with a tablet style device (the Pro version works on both an iPad and iPhone).

When it comes to passwords, security is the number one concern.  1Password Pro uses 128 bit AES encryption to store passwords and control program access.  This level of security is similar to what financial organizations use to secure Internet banking data.  For those who are interested, a full description is available on the Agile Web Solutions website.

Using the App

Accessing the program is done through two layers of security – a 4 digit pin code to access most passwords and a master password (anything you choose it to be) to access restricted areas or to make program changes.  If you already use a password to secure your iPhone, it's a good idea to make these passwords different in order to take advantage of the second layer of security.

The app itself is very clean looking and friendly to use.  A new user can get up to speed and add their password data within seconds.

Once in the program, 1Password has four main category icons to sort existing data:

• Logins –  Simple website login/password combinations. This is where you would keep items like your Gmail, Aeroplan and TELUS Talks      Business logins. 
• Accounts – Stores more complex account information. For example, databases where a server, port, user ID, password, etc, are all required. 
• Wallet – Secure personal items including credit card numbers, memberships and licences.
• Passwords – Generates and stores a complex password.  Probably the most useful section as it helps you create unique and highly secure passwords that you would be unlikely to remember without assistance.
• Notes – Once you add your first note, Notes will replace Passwords as one of the main category icons. Consider this feature a      secure version of your sticky notes and add whatever text you desire.

When you want to add new passwords, you can go directly through the main category icons, however I have found it much better to select the last category – More – and then selecting Add.  From the Add screen, options are easily available to add everything from Software activation codes to generating a new password.  Very easy to use.

Backing up the items in 1Password Pro has both an automatic and a manual side.  First, like all iPhone/iPad applications, 1Password Pro is backed up during every iTunes sync.  Second, 1Password Pro offers the ability to both save an encrypted copy of the password database to a computer or wirelessly sync (over Wi-Fi) to a computer running the full desktop version of 1Password (which costs extra but does make all of your data easily sharable between business computers).

Conclusion

Passwords and security is often brushed to the side in favour of convenience.  1Password Pro provides an easy to use method of securing password data and managing its access all from the convenience of an iPhone.  Although its asking price may cause some to shy away, it's a small price in comparison to the value of your business data.

Welcome to our App of the Week series where we highlight Smartphone and iPad applications for business.

The Apple iPhone is an excellent business companion and a number of recent software upgrades have enhanced support for users who synchronize wirelessly to Outlook via Microsoft Exchange.  Unfortunately there are a couple of commonly used Outlook/Exchange items which do not natively sync wirelessly, most notably Tasks and Notes.  Create a task or note on your desktop and it doesn’t automatically transfer to your iPhone wirelessly – not so great if you use those features regularly on the go (and we all know someone who has dozens of important Outlook sticky notes!).

iMExchange for iPhone ($7.99 from the iTunes store) you never again have to be without your Notes or Tasks while on the go.  Add, edit or delete a task or note from either your desktop or iPhone and it will synchronized within seconds.  Since it connects directly to Microsoft Exchange, you don’t need to have any software running on your desktop computer.

iMExchange also adds one important feature for business users on the move – the ability to turn on, turn off and edit an Out of Office message directly from your iPhone.  If you’re like me and only remember to turn the Out of Office message after you’ve left for vacation, you will appreciate this feature!

Setup

IMPORTANT:  As many businesses use custom security levels and firewalls for their Microsoft Exchange installation, it is important to first download and test the FREE read-only version of iMExchange called iMLite Viewer. If your connection to Exchange works with the free version, it will work with the full version.  If it doesn’t connect, you didn’t spend $7.99 to find out it doesn’t work!

Setting up iMExchange is a simple one page job.  Upon launching the application, an option for adding and account is readily available.  Add in the same credentials that were used to connect the email, mail and contacts portion of your iPhone and you will be up and running in seconds.  Multiple Exchange accounts are also permitted.

Using the application

iMExchange has a very intuitive, no-frills interface.  After selecting your Exchange account, choices for Tasks, Notes, Out of Office and Contacts are available.  In the case of Tasks and Notes, the current total of synchronized items is displayed.  Tasks and Notes are available in offline mode (when there is no 3G+ or Wi-Fi coverage) while Out of Office and Contacts require wireless service.

From the Tasks screen, Tasks can be viewed, edited, deleted or added.    The creation of a task includes fields that are familiar to Outlook users including title, description, priority, category, start and due dates and a progress slider.   Notes are equally intuitive, however colour coding which may be used in Outlook only transfer as categories – the notes don’t actually change colour.

The Out of Office may look a little strange to some users. When viewing the alerts via this application, the HTML code of the alert text is displayed (this code equates to the color, font and size options you may have selected in Outlook).  If you know HTML, you can edit the code and text.  If you are unfamiliar with HTML, just delete everything that is there and type your new Out of Office reply.  It will come through as plain text when it is sent, but it will still work fine.

Hidden gem?

At first glance, the Contacts section of the app appears to have little value.  iPhone has enabled full Exchange Global Address Book searching for quite some time now.  However, this may be a hidden gem for some business users.

Many iPhone Exchange users can go into their Contacts and search their Exchange Address book for users (this functionality depends on the Exchange setup).  In cases where items like an address or phone number are in the Exchange profile, they will appear.  Searching through iMExchange shows the same type of information, plus some additional data fields.  In testing with my corporate version of Exchange, I found information like an address or phone number through iMExchange that was not visible through a Contacts search.   If it works for you, it’s a nice bonus.

Conclusion

Overall, iMExchange is a straight forward and solid app for business users.  Whether or not you choose to spend the $7.99 on it depends on if you use Outlook/Exchange Tasks and Notes.  If you don’t use either of those features, it’s pricey to just have for the Out of Office and Contacts features.   Then again, if you are about to board a plane for a long vacation and are stressing about a forgotten Out of Office message, it may worth the peace of mind.

Welcome to our App of the Week series where we highlight Smartphone and iPad applications for business.

In today’s fast paced world, it can often be a challenge to manage and absorb the “river” of information flowing towards a business professional. The river is wide and includes items such as emails or memos, social networks such as Twitter and Facebook, blogs, newspapers, magazines, trade journals and research papers. Next, add in local, national and international news, personal interest content and viral YouTube videos and the river becomes a flood.

For business users of Twitter or Facebook, the river of information can be like white-water rapids. The people you friend or follow may be sending links to great information, but it’s difficult to quickly scan through all of the articles and read through the most relevant.  As a result, it’s hard to stay up to date and many good articles go unchecked. So when an app comes along that potentially changes the way the river of information flows, my ears perk like a Terrier watching a steak hit the floor.

Flipboard for iPad (free from the iTunes store) is a rather unique concept and refers to itself as “the world’s first social magazine”. In essence, it takes the links and information the users you follow on Twitter and/or Facebook friends are sending and it turns it into beautiful magazine format without any extra distractions. Since it builds the magazine from the links your social network is sending, the articles should, in theory, be relevant and interesting to you.  To supplement the magazine format, Flipboard also allows users to add in suggested content on a number of subjects such as news, sports, travel, photos, tech and style.

Flipboard magazine "coverpage"

Here is a highly recommended (and short) video from the makers of Flipboard which describes the app well:

Using Flipboard

A quick internet search for Flipboard will reveal that this new application has had birth pains.  After the initial launch on July 21st, Flipboard systems were overloaded and the application didn’t work as promised.  The key feature, magazine building based on Facebook friends and Twitter following, failed to connect and users were placed in a waiting list according to when they signed up.   Users downloading the application today may still experience a wait before the Flipboard is fully functional.

Initial Challenges aside, Flipboard is a pleasure to use.  The interface is quick (especially flipping between pages) and its ability to combine images with text in a magazine style format makes articles a pleasure to read.   To start, each Flipboard user needs to build their virtual magazine with a maximum of nine sections of content.  After including core elements such as  Facebook or Twitter, users can choose from over 30 content topics.  The content comes from familiar sources and is very up-to-date.  I particularly enjoy Tech Trends and Fast Company for business tips and Overland and FlipPhotos on the personal side.

Flipboard table of contents

Adding new sections of content to the virtual magazine

Sample view of the Tech Influencers section.

For a business user, it just makes life easier.  For example, here is my Twitter stream in the iPad app Twitterific and in Flipboard.  It’s obvious which one is easier to read.

Twitter stream using Twitterific for iPad

Twitter stream using Flipboad for iPad

It should be noted that Flipbook isn’t a replacement for Twitter or Facebook applications – it’s more of a compliment.   Flipbook isn’t designed for person to person communications or to manage and grow relationships with hundreds or thousands of friends.  It is, however, the perfect tool to sit back, read and absorb what is important to you.  I find it the perfect app to read while having a morning coffee or during an evening surfing session.  In the last week it has replaced my regular business RSS feed routine just after lunch.

Long flight disappointment

While Flipboard is a great app, there is one downfall for some business users.  Each time Flipboard is launched, it uses the 3G+ network or Wi-Fi to pull in the latest content.  This is a good thing because the information is always up to date.  Unfortunately this also makes Flipboard unusable on an airplane.  Hopefully an offline browsing feature will be available in the future to accommodate those long flights.

Conclusion

For business users, Flipboard helps funnel information from sources like Facebook, Twitter and other topical sources and turns it into a beautiful and easy to manage magazine format.   It saves time and makes the process of managing the river of information less stressful.  Flipboard will quickly earn a spot on the homepage of your iPad.

Do you use Flipboard?  What are your thoughts?  Join the conversation by adding a comment below.

"So get away to where the boat leaves from. It takes away all of your  big problems. You got worries you can drop them in the blue ocean, but  you gotta get away to where the boat leaves from." - Zac Brown Band

Summer is here and the draw of lakes, mountains and beaches is diluting enthusiasm to get work done. It's a time when Canadians "recharge their batteries", relax and take in the special beauty of this country. The reality, however, is that many of us simply can't take a true vacation during the summer. However, with a little preparation, time scheduling and technology, it is possible to enjoy the weather AND get your work done (think: mini working vacation).

Camping is an activity that I particularly enjoy. Sitting in front of a warm campfire with friends and family is one of my favourite things. I know from previous trips to Crimson Lake Provincial Park in west central Alberta that the campground has excellent 3G+ wireless coverage so I decided to take an extended weekend and work from a campsite on Thursday and Friday (relaxing the rest of the weekend). It was a great experience.

Here are my top 5 tips for working from a campground:

1 - Let your campsite companions know your schedule

If you plan on working from your campsite, let your campmates know well in advance. They are likely happy to give you the space, quiet and support you need during the day in order to have you enjoy the wilderness with them during the warm evenings.  However, if you say you will be done by a certain time, don't be late - they may be waiting for you to join in the fun.

Although it's a little more challenging when children are along, it's not an impenetrable barrier. Ensure kids understand your schedule and that there are some times during the day when quiet is needed. As you take breaks during the day, take them for a walk, canoe ride or to simply toss stones into the creek. Both of you will enjoy the break and keep reminding yourself how much better it is than being at the office right now!

2 - Setup a workspace

Just like any mobile office, finding and setting up your workspace is crucial. If you have a trailer or camper, you can easily create a comfortable spot inside. If you are a tent camper, a picnic table is your best bet since they are sturdy and have lots of space.

Canadian summers can also bring a workspace challenge: weather changes. Would you be able to continue working if it rained?  Also remember that the hot sun isn't always good. Are you protected against sunburns?  Can you see your laptop screen due to glare? Will your equipment overheat in the sun?

From experience, I have overheated both an iPhone and and iPad due to extended periods in the sun. They work again after cooling down, but it stops your productivity dead in its tracks.

3 - Power

For me, power is the biggest campground working challenge. If you have an RV that is connected to power, you can plug in with ease. If there is no power at your campsite, it is important to plan ahead. Consider taking along a car charger or an AC power inverter that can be plugged into a vehicle 12 volt outlet. Charging is often slower with these methods, but it does work. Spare laptop batteries are valuable as long as you remember the charge them before you leave.

4 - Wireless connectivity

High-speed wireless connectivity is continuing to expand all across Canada. Check coverage maps ahead of time and call the campground office beforehand to confirm with park staff that their Smartphones work in the area.

My campground working kit is my standard mobile working companions: An Apple iPhone, a bluetooth headset and a 3G+ Mobile Internet Key connected to my laptop.  The combination of devices provides full high speed connectivity and voice calling on the go. In fact, I was able to video conference while at the campsite using the Mobile Internet Key and Microsoft LiveMeeting.

5 - Dealing with distractions

Campgrounds can be full of distractions - loud neighbours, friends enjoying the day and the beauty of nature. For me, the two biggest distractions are simple: animals and mosquitoes.

Campground critters are fun, but they can be more distracting than a viral YouTube video. Ever had a squirrel scurry through your legs and over the picnic table while you are on a conference call? (true story) Keep your workspace clean and your attention focused on your work. If that doesn't work, take pictures of the fauna with your Smartphone and share them with your jealous colleagues.

Mosquitoes can be a big problems in some areas of Canada. While mosquito repellants can be effective, the constant buzzing can make working unbearable. If you are going to a known mosquito hotspot, consider working inside a bug shelter.

Try it and share your experience!

Working from a campground is a great experience. If you have never taken a working vacation before, please give it a try and let us know how it turned out.

Welcome to our App   of the Week series where we highlight Smartphone   and iPad applications for business.

If you are a frequent business traveler, you already know how important it is to keep on top of your flight schedule.  A busy sales executive or consultant can often find themselves on four or more flight segments every week and missing a flight or being late for a meeting just isn't an acceptable option.  On the flip side, those who travel only occasionally for business also appreciate the need for punctuality and pre-flight organization.

There are a variety of different ways to keep on top of your flight schedule.  Paper based flight itineraries are the most common, but they are only as current as the last time they were printed.  Email alerts are also available from a number of airlines, but if you fly with multiple air carriers, they become more difficult to manage.  Fortunately there is a Smartphone app here to help.

Flight Track Pro ($9.99 from the iTunes store for iPhone or iPad, or the Android Market) takes your flight information and manages it with style.  Right off the top, I can confidently say that Flight Track Pro is the current leader in this space.  Here is why:

Loading and searching flights

Adding your itinerary to Flight Track Pro is amazingly simple.  The first step is to create a profile at Tripit.com.  Next, log into Tripit via the Flight Track Pro application to create a link between the website and your app (you only have to do these steps once).  Then, simply forward your airline itinerary email to plans@tripit.com.  That's it.  Tripit will automatically scan the email for the required details and sync it with Flight Track Pro.  Within minutes your flights and their status are shown in the application.

Flights can also be entered manually by flight number or through an impressive search of flights by airline, route and date.  Personally, I have found this feature to be ideal when planning a trip.  For example, if you want to know what all of the flights between Calgary and Toronto are on a certain day, Flight Track Pro will tell you with a very high level of accuracy.  Being able to look over all of the available flights from multiple airlines helps business users choose the ones that make best use of their travel time.

Flight cancellations or delays

If one of your tracked flights is delayed or cancelled, you will quickly receive an alert from the Flight Track Pro application.  Along with the notification, your flights will be updated to show the latest status.  In the event your flight is cancelled, Flight Track Pro will even make recommendations on replacements.

Consider this scenario as well:  You are sitting in the Edmonton airport waiting for your flight to Vancouver.  Looking out the window, you see that there is no plane at the gate.  Will the plane show up in time for your flight to leave as scheduled?  While the agent will do their best to provide updated information, Flight Track Pro has the ability to predict whether or not a flight will leave on time based on the previous leg of the plane.  This edge may mean the difference between hopping on another flight, beating a weather system to get home or grabbing a hotel for the night.  (Note:  this data isn't available for every flight, so experiment with your route and airline)

Mapping

The map feature of Flight Track Pro is the flagship feature.  In essence, you can track thousands of international flights in real-time via a full featured map.  Picture Google Maps, but showing the current location of the plane, approximate flight path, flight elevation and speed and even nearby weather systems.  Visually stunning for a mobile device and full of good useful information.

The mapping feature is beautiful for picking up clients at the airport.  If you know their flight, just search it in Flight Track Pro and you will be able to map their in-flight location.  Still far away, stay at the office a little longer before leaving to pick them up.

Calendar Sync

An added benefit of using Flight Track Pro is a calendar sync feature.  If activated, your mobile calendar will automatically be booked during flight segments.  This is ideal for frequent business travelers, permitting colleagues to view and book open slots based on a more accurate picture of availability.

Conclusion

Flight Track Pro is a perfect business travel companion.  It keeps track of flights, notifies you if things change and displays it all in a beautiful, easy to use interface.  A top choice for iPhone, iPad and Android users.

Have you had an opportunity to use this application?  What do you think?  Please join the conversation by adding a comment below.

Welcome to our App  of the Week series where we highlight Smartphone  and iPad applications for business.

Membership and rewards cards are everywhere.  If you travel for business, you probably have a stack of cards from hotels, rental car agencies and airlines (my travel rewards card stack is about 15 high!). Although there are often good rewards with membership, carrying all of those cards isn’t always practical - especially when you need to carry both business and personal cards together.

Although some premium membership programs require a physical card for identification, most simply require a member number or a barcode that can be scanned.  So why carry all those cards?  It’s time to lighten your load and store all of the information on your iPhone.

CardKing™ for iPhone (free from the iTunes store) is an easy to use app that is designed to record, store and display your membership cards.  Once cards are loaded, they are simple to retrieve and use.  Here’s how it works:

Storing cards

The process of adding new cards into CardKing™ is very simple.  First select one of the approximately 30 categories (they include airlines, hotels, restaurants, etc.) and see if your membership program is listed.  While I’ve had good success at finding Canadian membership cards already listed in the application (there are over a 1000 available and each automatically show the rewards logo), adding a missing program is done with a simple tap.

Entering the number is easy.  If the membership card has a barcode, just select “Scan Barcode” and take a picture of the code with your iPhone.  If successful, all of the required information is automatically stored.  If there is no barcode on the membership card, simply type in the member number.  Take care to enter the number exactly as it appears on the card.

Retrieving and Using Cards

When CardKing™ is opened, it first shows a list of all the cards that are loaded.  Simply tap the one you want to use and it will display full screen.  If a barcode is associated with the card, it will also be displayed. As an added bonus, some reward programs also include handy links to their website and customer service phone numbers.

The idea of CardKing™ is that when the barcode is shown on the screen, you can simply hand your iPhone to a cashier, hotel staff, etc, and they should be able to scan the phone.  From personal experience, I have found that this scanning process is hit and miss.  Some scanners read the barcode off the iPhone perfectly, while others fail to read anything on the screen.  In this case, the number (which is also displayed on the screen) has to be entered manually.  It’s not as slick as just scanning the iPhone, but at least you still don’t have to carry all those cards.  Of note, the CardKing™ website has a good list of tips for scanning the iPhone screen.

Business considerations

CardKing™ is a great app for business users – especially frequent travellers.  However, there are a few items that should be known:

1. CardKing™ doesn’t offer any in-app security.  This means that if someone accesses your iPhone they will also have access to anything in the CardKing™ app.  It would be wise not to use this app to store business critical passwords or payment account codes.
2. According to the CardKing™ FAQ’s, the application does not collect or send personal data to any third parties or back to the app creators.
3. Whenever you sync and backup your iPhone through iTunes, the CardKing™ app data is backed up.

Conclusion

Business users who have a pocket full of loyalty, membership or reward cards will appreciate how this app minimizes their wallets.  It’s easy to use and the price is right – free.

Have you had an opportunity to use this app?  If so, post your thoughts below.