Following my last article on this subject, I would like to share the following insights into this matter to further give all BNI members crystal clear clarity so that your business is continued to be represented in a positive manner.

In a networking environment, it is essential that one’s business is continued to be represented even when we are not able to attend a meeting.

Let’s examine first and foremost, under what circumstances it is warranted to be away from a networking meeting:

1. Business trip out of town or abroad,
2. Vacation or holidays,
3. Bereavement or ill health.

There could subjectively and arguably be more reasons than these, however the reasons given above form the basis to start with.

Some of the reasons in addition to the ones listed above are (arguably): away for examinations, or recovering from a long term illness.

In each case it is essential that your business is represented in your networking group.

An ideal substitute for your business is of course, your business partners or senior staff members because they know your business inside and out. Work on preparing a substitute from this category well ahead of time, so when the time comes for you to be away, this option is available.

If this option is not available, do enable your spouses, siblings if it is appropriate. The key here is to keep the business represented as closely as possible, back to you. Work on this ahead of time. Keep this available.

Members of BNI from other groups or Chapters can be an option, however, from my decade long of experience in the organization, is the last resort.

But still better than not having arranged for a substitute at all.

Let’s suggest some pointers if indeed you are inviting a BNI member from another Chapter to represent you for a particular meeting you need to be away:

1. You need to have an extensive network within BNI itself. Which means that you know as many as possible, members of BNI from other Chapters.
2. You need to invite them to represent you. Which means, that you yourself are hands on with the invitation process. Which means, DO NOT outsource this to anyone else. Therefore, I am personally not in favour of groups having a co-ordinator to ‘co-ordinate’ substitutions. This can be seen as an indication of many subtle elements of an individual’s business, if indeed this area is not handled with the respect it warrants for.
3. Once a BNI member from another Chapter (hereafter we will refer as your ‘Substitute’) has consented to represent you in your Chapter meeting (and do ensure that you yourself have conversed and have made this arrangement), then have a conversation about how he or she can effectively represent you. This is a hidden element. Let’s get this one right, shall we?
4. Ahead of time, send to your substitute, your presentation script by e-mail or fax, and go through this presentation script with your substitute over a phone conversation.

Now, you have given the most important element to your substitute who will represent your business in your networking meeting when you are away: your essence of your own presence and your energy.

If indeed you were not involved in this process yourself, how can this level of communication and essence of your presence be achieved? Would you want to remain an amateur or move ahead and become a professional networker?

This ‘art’ of substitution separates the men from boys and the cream from the milk. It is highly recommend that you operate your own business at this high standard when you need to be away. Leave nothing to chance. Alas, in your actual business, would you leave your shop in the hands of someone who is not trained in your business?

You would be so pleased having a substitute to represent you in an empowering manner.

Hope these thoughts help, and best wishes!