Preparing Your Sub to Represent you at Your BNI Meeting – AKA – Dos and Don’ts

 So, you know you’re going to miss a meeting and you need to get a substitute.  This article discusses how to properly prepare your sub to represent you at your BNI meeting along with some Best Practices (Dos) and some Not Recommended (Don’ts).

Best Practices – (Dos)

1.     Plan ahead.  Line up some possible subs before you need them.  It is advisable to contact at least five people and discuss with them that you would like to ask them the favor of them to sub for you at your BNI meeting at some point in the future.  

a.     By planning ahead and talking with them before you actually need them, you can discuss their availability.  How much advance notice they would need.  This way you know who you have to give advance notice to and who you can call at the last minute.

b.     Read the document/article ‘Who Makes a Good Substitute.’  In the article it gives a list of possibilities with the first being someone who can fill a seat in the chapter.

c.     Discuss with them what being a sub for you would entail. 

d.     How it would benefit them.

e.     Invite them to attend before you need them as a sub so they will know first hand what a meeting is like.

f.      When you follow up with visitors, a good question to ask is, would you be open to subbing for me in the future?  Often times visitors are eager to visit again and would welcome the opportunity to sub.

 

2.     Set Expectations. Part of the above discussion is also to set expectations with your prospective sub. 

a.     Let them know that they would be expected to give your infomercial, which you will supply to them in advance. 

b.     The day and time of the meeting and that they would be expected to arrive on time and stay for the entire meeting.  Explain the benefit of getting there early for the open networking and to meet the other members. 

c.     Explain they will also have the opportunity to give an infomercial about their business provided their seat is not filled in the chapter.  And be sure and let them know the time that they will have for their infomercial, i.e. 30, 45, 60 seconds.  You certainly want them prepared for you as well as for themselves.

 

3.     Prepare Your Sub.  The time has come that you know you’re going to miss a meeting. 

a.     Call one of your selected subs and give them as much advance notice as possible.  Let them know the date you will be needing them to sub.

b.     Gain their confirmation

c.     Get them registered in BNIConnect

d.     Send them your infomercial right away.  The better prepared your sub is, the better your creditability will be with your fellow Chapter members.  And the more open your sub will be to sub again in the future.

e.     Follow up the week before and the day before to make sure everything is a ‘go.’

f.      Make sure they are prepared. 

                                                i.     Know the timeframe for the meeting. 

                                               ii.     Know the location and have directions.

                                             iii.     To bring plenty of business cards.

 

Not Recommended (Don’ts)

1.     Don’t wait until the last minute unless it’s an emergency.  If you do have to get a sub at the last minute, hopefully you have someone on your list you can call at the last minute, like your friend, relative, or a neighbor.  If not, then that’s when you could use that person from your office, but letting them know that if their business is the same as yours, they will not be able to talk about their business.  They will only be allowed to give your infomercial.

 

2.     As stated above, it is not recommended to have a sub whose business is already represented in the Chapter because you lose creditability with your fellow members.  This is an opportunity for you to build creditability with your fellow members by having someone who can fill a seat in the chapter or a consumer (like your neighbor, relative, or friend) or a client who can give you a good testimonial.  Read the article – ‘Who Makes a Good Sub’ for a list of suggestions in the order of selection.

 

3.     Don’t use the same sub over and over.*  In most chapters, the recommendation and/or Chapter Rule is that a sub cannot sub more than 3 times in a rolling six-month period for the entire chapter.  Why?  Because more than this, the chapter is giving away the privileges of membership.  Members have paid their membership fees and are expected to meet certain requirements to be a member in good standing.  By allowing subs to attend with no limit, basically is giving away free membership.  The Community Builder needs to track member's attendance and also the usage of subs.  *This also needs to apply to the person from the member’s office because some members are solopreneurs and don’t have an admin or marketing person to ‘fill in’ for them so they need to be abiding by the same criteria.

 

4.     On the list of possible subs is someone from another chapter whose seat is not filled in your chapter, while this is an option, it is way down on the list of recommended selections, like next to last.  Again, it’s about building your creditability with your fellow members and Givers Gain.  The first recommendation should always be someone who can fill a seat in the chapter.  Someone you’ve possibly talked to about visiting.  Call and ask a favor.  A client who can give you a good testimonial.  A Friend, Relative, Neighbor, i.e. a Consumer.  Your sub does not have to have a business of their own.  These make good subs because they can possibly use the services of the other members and that’s referrals you are giving to the chapter.

 

5.     Don’t use an absence because you failed to plan ahead and find a sub.  There will be true emergencies like, getting up sick or having a sick child, having a flat tire/car trouble on the way to the meeting, etc.  That is what the 3 absences in a rolling six-month is intended for not a failure to plan ahead.  Many times I have seen members use their emergency absence when they should have planned ahead and then they have a true emergency and it puts them at three absences.

Attendance is very important in BNI to build creditability and build relationships with your fellow members.  A member who has 3 absences in six months, receives 73% less business. 

Think of it in terms of having a retail store and having to close the door of your business if you can’t be there.  How many times do you think a consumer is going to recommend you or keep coming back when you’re not open for business?  While a sub does not totally count as full attendance*, you’re at least represented at your meeting.  And by planning ahead and providing a sub who can add value, adds to your credibility with your fellow members.

*Lates, Leave early, and Subs count as .5 attendance on the Power of One reports.

Please check with your Support Director for any questions about this information.

Resources:

BNI Podcast #436 – Low Absences = More Referrals

BNI Podcast # 579 – Sub Abuse or is my chapter actually smaller

BNI Podcast #490 – Show Up – Make Money

BNI Podcast #329 – 80% of Success is Showing Up

Who Makes a Good Sub? Good - Better - Best

The attendance policy in BNI allows members to have substitutes when they have planned absences so as not to be counted absent.*  While it’s not the same as being there in person, it is a way to stay Top of Mind with fellow members in the chapter and build creditability. Giving thought and planning, lining up and having a sub who can benefit you as well as the chapter makes for a winning combination.

So, who makes a good sub?  Listed below are some options with an explanation as to why they would make a good sub.

1.       One of the Best Options for a sub is a business owner who can fill a seat in the chapter.  Review the ‘Most Wanted’ list in your chapter as well as the Contact Sphere list.  Who do you know in these industries?  Make a list of possibilities. Reach out to them and have a 1-2-1. They may not feel BNI is right for them, however, they may be willing to sub for you at some time in the future.  Who knows, that opportunity to sub might lead them to change their mind about membership.
2.       A Referral Partner or vendor not in BNI.  Who are you currently passing business to or who is sending you business who is not in BNI?  Another great opportunity to introduce this industry to BNI and to invite them to sub for you. It will show them a broader scope of more referral opportunities, that of your fellow BNI members.
3.       A past visitor to your chapter.  Make it a point at each meeting to meet the visitors.  It is always a good practice to follow up with the visitors after each meeting, especially the ones who are in a similar contact sphere or who would make a good referral partner. By establishing contact after a chapter meeting, it makes it easier to call and ask them to sub for you in the future. A list can also be pulled from BNIConnect of past visitors.
4.       A good client.  A good client makes a great sub as they can give a testimonial about your products and/or services instead of giving an infomercial for you.  This is a powerful way to build your credibility with your fellow members.
5.       Job Seekers.  Those looking for employment make good subs.  It is a way for them to meet business owners who may need employees. Asking them to sub is a great way to make those introductions.  Each person knows 250 to 300 people.  We never know who our fellow members may know who could help this person find employment.  A true testament of ‘Givers Gain.’
6.       A Non-Profit.  We all have a favorite non-profit, and they are all looking for exposure in the community.  If the non-profit seat isn’t filled in your chapter, this is a great opportunity to introduce them to BNI.  And even if you already have a non-profit in your chapter, as long as they are not the same type of non-profit, you can ask them to sub.
7.      A friend, relative, neighbor, retired person, spouse, etc. Your sub does not have to have a business.  Your friend, relative, neighbor, or retired persons are consumers.  A sub can be anyone who can attend, give your infomercial, and represent you in a professional manner.  They might welcome the opportunity to sub for you and could possibly use the products and/or services of the members in your chapter.  Those count as referrals from you.
8.       A past BNI Member.  Sometimes members step out of BNI for various reasons but leave in good standing.  If their industry seat is still open, this is a good opportunity to reach back out to them. There have been members that have re-engaged in BNI.  It’s good to keep in touch with these members as circumstances change.
9.       Students.  College students and even some high school students make good subs.  It is a way to introduce them to the business world and to networking. Some may even have part-time or side jobs that they can promote at your BNI meeting.
10.       A BNI member from another Chapter whose seat is not filled in your chapter. Reach out to neighboring chapters and Core Groups to see which members hold industry seats that are not represented in your chapter.  They are all looking for additional exposure and being a sub is a great way to establish a relationship with chapters.  They may also have business colleagues from their business who are looking for a BNI Chapter.
11.       Someone from your office.  This one is what I would call a last resort.  Possibly an emergency sub when something comes up at the last minute.  Yes, they can sub for you, but save them when it’s a last minute or emergency situation.  Also, remember to coach them that if they represent your same industry, they will not be able to do a separate infomercial for their business as that would be double dipping and stepping on your toes.

We ask members to invite others to come and network. Seeking out a sub is pretty much the same process.  Who do you know and/or who do you want to know?  As you make your list of possible business owners and consumers to invite to network, also make your list of who would be possible subs.  You could even invite them to a BNI meeting prior to them subbing when you are there so they can understand what to expect.  Often times some people are reluctant to sub because of the unknown.  Having them attend a meeting before they are expected to sub will help them feel more comfortable.  Some chapters even promote this by having a ‘Bring Your Sub Day.’

Do and Don’ts in asking for Subs –

Dos –

-       - Plan ahead.  Make a list of possible subs and talk with them ahead of time of your asking them to sub at some point in the future. 

-       - Ask ahead of time – When you know you’re going to be out due to vacation, business conference, etc. get your sub lined up and confirmed in advance.

-       - Provide your sub with your written infomercial

-       - Confirm and remind your sub.  You may have lined up your sub weeks in advance, however, just like any other appointment, they need to be reminded.

-       - Coach your sub on what to expect.  For example, they will be expected to give your infomercial when the members present.  If they are not in the same business industry, they will have an opportunity to do their infomercial.  If they are in the same industry, then would not give a separate infomercial.

-      -  Notify your Community Builder/Membership Committee you are going to be out and email introduce your sub.

-       - Register your sub in BNIConnect and mark them as a sub.  This will ensure they get the information for the meeting and will be sent reminders.

-       - Provide your sub with the time and location of the meeting.  Even though the system will remind them, it is a good idea for you to provide the information also.  The reminder emails might go to their spam folder.

Don’ts –

-       - Don’t procrastinate and wait until the last minute.

-       - Don’t ask the same person to sub for you every time.  Go back and read over the list above. And remember, the same sub can only sub for the chapter 3 times in a 6-month period. 

-       - Forget to provide them with your infomercial and information about the meeting.

-       - Forget to notify your Community Builder and register your sub in BNIConnect.

Other things to remember:

-       *Even though members are not counted absent when they have a sub, on the Power of One report, a sub counts as half an attendance.  And some chapters may also count this as part of their total attendance as part of their Chapter Policies.  Check with your Membership Committee and Chapter Policies for clarification.

-       Members are asked not to have more than 3 subs in a rolling six-month period as this could jeopardize their seat in the chapter.

Planning ahead and lining up good subs can help you build creditability with your chapter as well as provide chapter members with possible referral partners, consumers, and even possible employees. This is all part of the Core Value and philosophy of BNI – Givers Gain.

For any questions about any of this information, consult with your Support Director for your Chapter.

Building Credibility - Using Substitutes Effectively

During the summer months there tends to be more substitutes than normal at BNI meetings.  How can we build credibility when we need to have a sub?

The original intent of the sub program was to have someone to represent the member when they could not be at the weekly meeting, i.e. vacation, corporate conference, etc.  Interestingly, it was never Dr. Misner's intent for substitutes to be able to give their own infomercial presentations. When the same substitute attends frequently and talks about his or her own business, it's good for the individual, but not for the chapter.  As important as substitutes are to a membership, I think it is also important to understand the effective use of the substitute program. Your sub is a reflection of you and you want to position your substitute to maximize your credibility as a member of the chapter.  

There are some real positive uses of the substitutes, one of which is bringing in fresh faces rather than the same person coming for a member again and again.  From the very beginning, the sub was there to represent you, not just to fill a void. So if you are just trying to fill a void you are missing the point of the whole substitute program. It has to be somebody who is there to represent you and support you and also be of value to the chapter.

Here are some suggestions:

1. Ask a good client to sub for you.  Instead of giving your client a written infomercial, ask them to give a testimonial about the work you've done for them.  When you have a sub there who really hits the nail on the head and talks about you and how good you are at what you do or how good your products or services are, that is almost better than you talking about yourself.

2. Ask someone who might be a potential member. Perhaps someone you've asked or wanted to ask to attend your BNI meeting.  This gives another opportunity to see what BNI is all about and may encourage them to become a member.

3. Try to use a different sub each time, rather than the same person from your office each time.  By bringing in fresh faces each time, you're bringing potential business to your fellow members.  Remember visitors/subs to your chapter typically brings $1000 to $1500 worth of business to the chapter and your fellow members.  So it is potential TYFCB to you.  This builds your credibility with your fellow BNI members.

4.  Carefully choose who you are going to use as your substitute and train them about the meeting, what to expect.  When they are to give your infomercial.  When they will give their infomercial.  When they will give your referrals, testimonial, etc.  

5.  Plan ahead. Make a personal sub list of several people who would be willing to sub for you and represent you well.  Ask them ahead of time if they would be willing to sub for you when the need arises.

Other thoughts and considerations -  

As a member, you bring value to your chapter meeting. When you are absent, you bring negative value. When seeking a substitute, strive to replace your value with a positive professional who could potentially become a part of your referral network. They may be willing to help you out by substituting for you, and they will have the opportunity to see the value of BNI® for themselves. An excellent substitute may also be someone who may bring referrals to the other members or a client/customer whom would provide a positive testimonial about your products and services. 

Some Chapters mistakenly believe that having a list of willing Members and ex-Members from other Chapters is a good way to solve the “substitute problem.” In reality, while it undoubtedly appears easier for Members if they don’t have to find a substitute for themselves, in the long run, they, and everyone else in the Chapter, will get less business. 

Every substitute should be a potential customer for other Members in the Chapter. This is an important entitlement of BNI Members, which is lost when the same few faces turn up every week, representing a different Member’s business on each occasion. More importantly, while many genuine substitutes become interested in joining the Chapter they visit, “professional” substitutes never do because they realize they are getting a free membership in your Chapter. Not only do the Members pay for their membership, they also ascribe to the BNI Code of Ethics and the BNI Policies. Substitutes are not held accountable for their professionalism. 

Chapters are stronger, grow more quickly, and pass more business when they discourage regular substitute lists and encourage all Members to find their own substitute when necessary. 

To discourage repeat substitutes, it is strongly suggested that repeat substitutes do not give a Weekly Presentation on their business and only represent the Member’s business. 

Excellence is an option with a BNI chapter and with the substitute program, but you have to use substitutes in the proper way and not use them as a crutch. Instead, use them as a benefit to what you have to offer.  If you expect the best, you tend to get it. If you expect less than the best, you tend to get it.  You have to have high expectations and invite people in to support you.  By effectively using the substitute program you are building your credibility with your fellow members which will lead to more referrals and profitability. That is what makes the most successful members and the most successful chapters.

Here are some additional resources:

There's No Substitute for a Good Substitute

Sub Abuse

Behaviors and Credibility

Your Business has a Confidence Curve

How Late is Late?

I encourage you to access the podcasts via BNI University so that you show up on the Leaderboard for your Chapter and your area.  To make it easier, you can also download the app to your smart device.  It's available from ITunes and Google.  Also, be sure and report your CEUs, 1 hour = 1 CEU.

Let me know if you have any questions and how I can be of help.  

Happy Networking,

 

Annette Mason

Area Director Consultant

Annette@BNIatl.com