You've seen them popping up at meetings, professional gatherings and perched alongside desktop computers. They are the latest technological accessory known as a personal digital assistant (PDA). The most widely used of these handheld computers is the Palm, aptly named since it fits in the palm of your hand. There are a number of Palm models ranging in price from $149.00 to $499.00; from devices with color display screens (Palm IIIc) to wireless units that can connect to the Internet (Palm VII). I recently tested one of the more popular models--the Palm IIIxe, which comes with 8 MB of memory and allows for a lot of flexibility in regards to software and hardware add-ons. The amount of memory enables users to store thousands of names, addresses, and memos. It's also enough space for the equivalent of 20 standard novels. In other words, the 8 MB of memory allows for ample space for almost any application or add-on peripheral made for the Palm.
Simply, the Palm is an electronic organizer. There is a Calendaring function, Address Book, Memo Pad, To Do List, Expense Pad and even a Calculator. While these utilities alone would probably justify the expense of purchasing the PDA, the functionality and versatility of the applications make them worthwhile.
The Date Book, for example, allows the user to not only enter descriptions of appointments, but also affords week-at-a-glance and month-at-a-glance views of your schedule. An alarm can be set for important activities, reminders for events set to a particular date (such as birthdays) can be created, and notes can be attached for a fuller explanation of an engagement.
The Address Book permits numerous information to be entered and catalogued for individuals. Entries can also be organized into such groupings as 'personal' or 'business.' With the To Do List you can assign a priority level to tasks, sort, and attach more descriptive notes to items. The Memo Pad provides users with the ability to enter notes and transfer the information to a desktop machine (more later).
All these functions are also included on the Palm Desktop software, which you also install on your personal computer. This software enables individuals to update information, check schedules, search for information and create documents directly from the menu bar, without starting the Palm Desktop application. All of these data can then be transferred to the Palm via the HotSync operation (described below).
When individuals are using Palms, you will notice a thin stylus either gently poking the screen or used to write in a slow, but deliberate manner. These are the two most common techniques of entering information into the device. Graffiti is the scripting language created by Palm as a way to enter data on the screen. Each letter of the alphabet, and numbers from 1-10, is assigned a stylus stroke (along with punctuation marks, symbols and commands). Awkward at first, Graffiti is quick to master and allows for easy entry.
For those typists who feel at home with the hunt and peck method a miniature on-screen keyboard can be displayed which, utilizing the stylus, can input the necessary information. The Graffiti and keyboard can be used independently or in tandem when entering data.
The third way of entering text is through an infrared port, which means information, or documents can be beamed to another Palm or another computer. This feature can also be a useful for sharing or communicating with colleagues during meetings or presentations.
The final method of loading documents and/or information into a Palm is via the HotSync operation. At the beginning of this review, I referred to the PDA being "perched" alongside the computer. The Palm rests in a cradle that is connected to a port--either modem or printer--on a personal computer. The HotSync process synchronizes--transfers--information between the Palm and the computer it is hooked up to. Appointments, addresses, notes, etc. stored on one unit can quickly and easily be copied to the other device. The Palm can be HotSynced with a number of computers (or, conversely, a number of Palms with a single desktop computer) so support staff can kept up-to-date with a user's schedule and appointments. Information, stored or typed into a desktop computer, can be promptly transferred for use at meetings or presentations, reducing the need for printed notes.
One other method is available for inputting information into a Palm. Palm, as well as thinkpost.com, manufacture external keyboards with a docking station that the Palm fits right in. Many people use these unbelievably small, collapsible units in tandem to replace their laptop computers. The pair are perfect for meetings since both pieces can be easily transported in a briefcase, backpack or handbag.
Once memo data, telephone or to-do list information has been entered into a Palm, a number of edit functions make the manipulation of entries effortless. Just as in word processing software, Palm has a cut, copy and paste function to help manage documents and data. Records can be deleted and fonts can be changed.
While the Palm's standard features make the units a worthwhile purchase for on-the-go practitioners, what will eventually elevate the Palm to "must have" status is when third party applications and resources, specifically written for student affairs administrators, become abundant. Already, software, such as spreadsheets, text readers, graphics and database programs (and yes, even games), can also be loaded into the Palm.
Currently, maps and points of interest for large U.S. cities are made available for downloading by outside vendors such as AvantGo. They have over 400 Web sites (what they call channels) that can be downloaded (after first registering with the site) onto the PDA. Organized into categories, they include information on stock quotes, flight schedules, movie listings, restaurant reviews, maps, weather and much more from brand-name content providers and e-businesses.
With the thousands of applications being created for the Palm, why couldn't resources centering on campus maps and information about buildings and office locations be developed? Being able to access important phone numbers, student handbooks, catalogs or call up points of interest in around a college location or local restaurants would be extremely beneficial if housed on a Palm. The capability to easily store this type of information in the palm of your hand could make the adjustment to a new institution a little easier for new students, faculty and staff.
Applications, specifically tailored for student affairs, could be developed in-house if the sufficient expertise was available. For example, residence hall room condition sheet information could be structured using a spreadsheet program. Instead of resident assistants or hall directors sorting through sheaves of paper as inspections are carried out, housing personnel could simply tote a Palm with the adapted program emulating the paper information. Data could then be HotSynced or beamed using the infrared port to a desktop computer at the conclusion of rounds where all the information for a building would be stored. The end result is fewer forms are needed and filing, storage and retrieval is simplified.
The business world has seen a plethora of applications developed for its use. Many can be utilized by student affairs administrators. For example, Survey-Quiz Mate is an application that helps you gather interview information, count it, chart it and see percentages. The results can be viewed on the Palm or exported to a desktop computer to a spreadsheet or database application. Think of the ease of conducting survey research within residence halls, the student union or around the favorite campus gathering area. Results can be easily tabulated and then copied onto a single Palm or multiple units for viewing.
The Palm has many more features that are outlined in a well-written and helpful handbook. Individuals can also add-on such hardware periphery as modems, voice recorders, digital cameras, and even a global positioning system.
Some people may snicker when an individual pulls out their Palm, but this lightweight device is quickly gaining acceptance in the mass market. As new technological improvements are made, as applications are created or adapted for practitioners, and as prices fall the Palm will eventually become de facto gear for student affairs professionals.