Laptops allow users to stay connected and productive when travelling, but they aren't much good if users can't connect to resources they need or if someone walks off with it at the airport. Here are some measures you can take to make the laptop experience as seamless as possible.

Face it. There's probably not much you can tell seasoned road warriors about taking care of your company's laptop equipment. Even if there is, chances are they won't listen. But what about the newbie or occasional traveller -- those just starting out or who get on a plane for business reasons only a couple of times a year? These users are still relatively open-minded and malleable, so now's your prime opportunity for planting the seed of responsible mobile computing. Here are 10 measures you can take to help ensure the security, successful usage, and trouble-free operation of laptop equipment at large.

1: Back up all data before that computer leaves the office
It is notoriously difficult to develop an infallible backup strategy for mobile devices that does not involve some degree of cooperation from the user. Consider synching with network folders, training the user in the fine art of burning CDs, or copying to jump drives or other type of removable device. In addition to data, give some consideration to what settings, config files, or ini files it may be useful to preserve -- basically anything that could make the process of rebuilding a system a less arduous task. In my experience, users are generally more distressed by the loss of their Favourites than their files.

2: Check that the antivirus solution is current and that definition updates are automated
Make sure users are familiar with the software so that if a virus is detected, they know what, if anything, they should do.

3: Give travellers a pre-trip checklist
Include the things they should do before they leave, items they should take, procedures for making remote connections, and other general advice for travelling with a computer -- a hitchhiker's guide to mobile computing. This may sound silly, but if you try to make this guide entertaining, it's far more likely to be both read and remembered.

4: Double-check to make sure travellers have all the necessary components, applications, and data
Most notebooks are modular which, while resulting in a lighter machine, can also result in essential modules being left behind. Does the traveller need a floppy drive or CDR? What about the power supply or even an extra battery?

Give special consideration to users who are borrowing a notebook for their travels. Take the time to ask them what applications they're expecting to use while on the road and personally verify that both the applications and the relevant data are available on the notebook in question.

5: Don't forget about pointing devices
The notebook's built-in mousing device -- you know, that nasty little knobby thing in the middle of the keyboard or the slide-y square that refuses to respond to overly dry or cold fingertips -- may be acceptable for checking the occasional e-mail. But if the user is expecting to spend hours sitting on a plane constructing spreadsheets (or playing Diablo), other options should probably be considered.

6: Address power needs
Where is the person going? If he or she is leaving the country, you may want to consider a power plug adapter. There are nine kinds in use around the world. Also, find out whether the destination country uses 240 volt AC; if not, you may need to supply a step-up transformer.

7: Ensure connectivity
When was the last time the modem was used? Despite the recent proliferation of Wi-Fi hotspots, it's still sometimes necessary to do things the old-fashioned way, especially if the user is heading for a less-connected country. Make sure that the modem works and that the user is familiar with its operation. If he or she is leaving the country, you may need to supply a phone jack adapter. An astonishing 39 varieties are in use around our planet.

8: Facilitate remote access, including e-mail
Don't assume users know how to use e-mail on the road. Give them a clear set of instructions explaining how they can access and manage their e-mail and encourage them to practice from home before leaving so any issues can be resolved before becoming critical.

If your company allows access to systems in addition to e-mail, users will most likely benefit from both instruction and practice in making a remote connection. Consider setting up time for a short tutorial where you can walk users through the process and make them aware of the different scenarios they may encounter in airports, hotels, client sites, etc. As with e-mail access, encourage them to practice from home before leaving. Make sure that they have all the IDs, passwords, and devices they'll need to make a secure connection.

9: Provide security
You may want to offer users a locking device for the computer. Various types are on the market that attach the computer to a desk leg or something similar. Ideally, the computer shouldn't be left unattended, and realistically no locking device is going to protect against the determined thief. But this may be something worth considering, if only to raise the user's awareness of the potential risk.

If the computer is stolen, you'll want to be confident that any sensitive data is protected from unauthorised eyes. If this is an issue, consider installing encryption software and instructing the employee in its use.

10: Supply users with recovery tools
You may want to provide users with an emergency repair disk, boot and setup disks for OS, and crucial apps. If the unthinkable happens -- even if users don't know how to rebuild their system -- you may be able to help them over the phone or perhaps they can get assistance at their destination.

TechRepublic is the online community and information resource for all IT professionals, from support staff to executives. We offer in-depth technical articles written for IT professionals by IT professionals. In addition to articles on everything from Windows to e-mail to firewalls, we offer IT industry analysis, downloads, management tips, discussion forums, and e-newsletters.

©2006 TechRepublic, Inc.