The benefits of making business processes paperless have been well documented in many industries, and the construction business is no different.
Access to critical information including plans, schedules, contracts, budget spreadsheets and materials catalogs-from remote locations and despite extreme weather conditions-can help streamline operations, reduce human errors, and ultimately, improve client service.
Improvements in technology from the early days of cellular phones, including the growth of new data networks such as wireless "hot spots" and wide area networks, has spurred increased mobility across all industries. According to a recent (October, 2005) report by industry analyst firm IDC, the mobile workforce will grow more than 30 percent to 850 million people by 2009.
In the construction industry, many contractors have taken advantage of anytime, anywhere access to information to streamline the way they do business. Widely available software solutions have made advances in project management and collaboration accessible to even the smallest firms at a cost that is easy to stomach, especially when returns on efficiency are factored in.
Assuming that your firm has already decided that there are quantifiable benefits to reducing or eliminating paper processes, one of the next important considerations is the kind of device you will use to access information on the jobsite and on the road.
Is Rugged Right for Me?
As mobility has gained momentum, so, too, has the notebook computer market. The Consumer Electronics Association recently reported that notebook computers in the United States currently account for almost 40 percent of all PC sales, with the potential of being more than half by 2007. In May 2005, notebook computers outsold desktops for the first time ever in a thirty-day period.
Organizations that choose to put their information to work in the field do so because they believe the rewards can be significant. However, having computers in the field introduces a level of risk generally not present in an office. Machines get dropped. They can be exposed to dust, vibration and a variety of weather conditions. In response to these risks, many firms have turned to so-called rugged computers designed to withstand more abuse than standard notebooks.
Engineered for Mobility and Durability
Fundamentally, the goal is to provide workers with the right tool for the job. If you anticipate that a computer will never leave the office, a fully rugged unit may be "overkill" for your needs. However, if durability and reliability are key considerations, you should probably look at rugged vendors, if only because their products have been designed, from the ground up, to stand up to the risks inherent in mobility.
For instance, today's mobile professionals require notebooks with a robust feature set including embedded wireless connectivity, shock-mounted hard drives, magnesium alloy casing, long battery life and daylight-readable screens that provide extreme durability and productivity no matter what conditions workers face in the field. Manufacturers that design and make their own specialized rugged components have longer product replacement cycles, and some vendors publish average product failure rates to assist in comparing different products for purchase. It's also important for businesses to consider the quality and length of warranty programs and technical support when choosing a product manufacturer. Truly rugged products tend to be backed up by the industry's most comprehensive support programs.
Integrated wireless is an increasingly important feature for a variety of mobile workers. There are many wireless technologies available today. Local Area Networks (LAN)-also known as "hot spots" or WIFI-may be available through an access point within your own office, at your local Starbucks, or in some cities across the United States, virtually anywhere. Wide Area Wireless (WAN), also known as cellular wireless, is like having a cell phone connection within your computer. This increases your ability to gain reliable access to data, wherever your work takes you.
Because mobility is the foundation for why rugged computing came to be, most rugged computer manufacturers take wireless technology very seriously. They engineer their systems to include integrated or embedded antennae to provide the maximum number of wireless options for users. They may also offer integrated Global Positioning Systems (GPS), proven to be an invaluable tool, especially in more remote locations.
By contrast, many non-rugged notebook manufacturers provide wireless access through PC cards. Because these antennae are add-ons, data speed and quality can be compromised. Secondly, non-integrated external devices introduce a potential point of failure.
A Notebook Full of Questions
Before determining whether or not you need a rugged computer, you should evaluate your needs with your team and honestly assess the potential risks to any computer in the field. A few simple questions can help paint a realistic picture of what you expect from your notebook computers and assist you in evaluating products and manufacturers.
- Who will be using the devices? Will they treat computers with kid gloves or just like any other tool? Will they be more likely to use touch screen devices? If they were to drop the device, approximately how far is it likely to fall?
- Where will the computers be used? Exposure to dirt, dust, moisture, heat, cold-these are just some of the issues to consider when taking notebooks on the road or to the jobsite. For example, a computer left in the trunk of a vehicle in the summertime can be exposed to temperatures of up to 150 degrees Fahrenheit. And chances are pretty good that your work goes on whether or not the weather is perfect. If you expect to be working outside, how bright is the screen?
- What kinds of wireless access are necessary? Will workers have a wireless access point in the office? Will they be working in urban or rural environments? As noted above, many manufacturers of rugged computers include several options for integrated wireless access, from WI-FI to next generation cellular wireless, as well as Bluetooth technology used, for example, for wireless printing.
- What are the potential costs of computer downtime? This may be a tougher question to answer, but imagine a scenario where a computer fails and the impact that may have on your operation. This may help justify spending more upfront for rugged units, which often boast higher reliability and uptime rates. Also, a little research can go a long way: technology magazines and other sources often publish notebook failure rates.
Alphabet Soup: Standards
Luckily, there are some standards to which you can hold vendors. Because rugged computing got its start in military and law enforcement applications, there are specific criteria manufacturers must meet in order to call their products "rugged."
The MIL-SPEC or MIL-STD 810F standard was developed to certify that a device was durable enough to withstand a mission-critical military environment. There's a battery of tests to determine whether units can withstand vibration, moisture, extremes in temperature, drops, shocks and dust-basically any potential hazard a mobile notebook user might face. Ask manufacturers to share their testing procedures for achieving these certifications and make sure you compare all candidates.
It is important to look at a variety of other considerations, including battery life and whether or not the computer's screen is daylight-readable. Ask vendors what their NIT (see glossary) ratings are for their displays. A standard notebook designed primarily for indoor use, is likely to have a display rated at about 300 NIT. Some rugged vendors have achieved benchmarks of up to 500 NIT-widely considered bright enough to be viewed in sunlight-and continuously push the balance between screen brightness and longer battery life.
A Note about Semi-Rugged Computers
With the rise of mobility, most notebook manufacturers are starting to market features designed to make notebooks appear more durable. These include things like "shock-mounting" hard drives, adding on metal casing and other features available for a premium. This new category of "semi-rugged" notebooks is interesting because there are no clear standards as to what constitutes a "semi-rugged" computer. Because of this, it's important that you push vendors to be very clear about their testing procedures, warranty and support and more broadly, the design and engineering philosophy behind their products.
Conclusion: Asking Tough Questions of Yourself and Your Vendor Will Pay Off
Because of the engineering and manufacturing requirements related to rugged computers, you can expect to pay more upfront. However, most vendors sell their solutions based on the notion that there's value in durability and reliability, and that while they may be more expensive to buy, rugged computers are ultimately less expensive to own.
As with any business expense, the question of whether rugged computers are right for you is based on many considerations. It is important to evaluate the costs and benefits, risks and rewards and to be very clear about your needs.
Construction Business Owner, February 2006
