Computersight -

Ten years ago if you asked someone who was thinking of buying a new computer whether it would be a PC or a laptop, you might well have received a startled look and a response which went “I would love a laptop, but they are just too expensive for my budget!”. Likewise with organisations – with only a certain amount of money to spend on computing they would opt for the sturdy, reliable yet definitely unportable PC!

However, since 2005 the price of laptops, compared to PCs has fallen dramatically and consistently. Many companies now – especially in the US – are in the process of replacing their old desktop computer with laptops. With this shift has come change in the way that work is done – and indeed where it is done.

Laptop screens all used to be lit by fluorescent lamp technology. Newer models, however, are now offering light-emitting-diode backlighting. This LED alternative gives around thirty percent more brightness (many had previously complained that laptop screens were dull and could not be seen properly unless you were directly in front of them). Another advantage of LED is that it consumes less power (very green and you don’t have to recharge as often) but it also meant that manufacturers could produce even lighter laptops than before. That was because LED allows thinner lids and with that comes a reduction in weight. Laptops really can sit in the lap comfortably these days!

In view of this trend, change is happening inside and outside of the traditional work space. For example, the idea of working in cubicles (a kind of closed off open plan!) is with us for keeps. However, the reduction in space needed by bulky PCs and their base units has meant that companies have been able to reduce their cubicle space – they are getting shorter and smaller) but have been able to increase their open space in which medium to large sized groups of people can on occasion work together (often with their laptops with them).

The trend here is not so much to reduce office space but to use it for newer, more modern ways of working. Communication can be primarily through email and a shared wiki space but the ability to meet in the open can increase the productivity of employees. However, with this increased portability due to the use of laptops, changes can be made on the spot, emails sent and wikis updated while the meeting progresses. When a contact is needed, mobile phones can come out and issues can be resolved before the meeting is over.

The use of laptops has also brought the concept of hot-desking in to the twenty first century. This is effectively sharing a desk (not “your” desk) with other employees at different times. There had traditionally been a lot of resistance to this as people like their own territory. However, laptops can be “owned” by the individual worker and they can move anywhere and everywhere with that one person. This removes the threat of people laying claim to their own little bit of space for computing reasons. It also helps make the workforce more flexible.

With increased use of laptops companies are evolving the way that they use space. One idea that is coming to the fore is the idea of “touch-down” space. These are places where people can connect their laptops for short periods of time when the office is really busy. More and more meeting areas which were previously computer free are now being equipped for laptop usage. Don’t be surprised if the company you go to work for has a canteen which is also used as “touch-down” space!

However, like anything else there is a downside. For instance, what about all the information which is kept on these laptops rather than the company’s network? Even if it is only for a short period of time, this information being off the network can pose a real security threat for companies.

In 2006 over 70,000 laptops were stolen in the UK. So, for example, what would happen if your Managing Director’s laptop was stolen and the company was in the middle of negotiating a takeover? How much money is the information worth on the laptop of the Sales Director? If the laptop is stolen does tat mean the thief might have access to your company’s network?

One answer is data encryption in storage as well as transmission (i.e. via email). Companies should also introduce a Risk Assessment for stolen laptops. So instead of just replacing the laptop the company needs to find out whether the information held on the laptop was sensitive or not. Also were the circumstances around the theft suspicious? Large organisations can opt to analyse how and from where laptops are being stolen and introduce security measure based on their findings. Last but not least, during holiday periods such as Christmas a simple strategy! Remind employees that this is the time of year when opportunistic thieves spot and take laptops when left unattended in the pub!

So, in order for organisations to move in to an age where the laptop is the primary IT tool for their employees they must ensure that their security measures are better than ever as well as just plain sensible!