Meetings during COVID-19

If you are like most people, then you're at the stage of approaching burn out from all the meetings on the various platforms, accommodating people in all the time zones, or just those within your time zone who are inconsiderate of your need to shut down during the day to have personal time. 

Meetings have become intrusive - weekdays, evenings, nights, weekends; it just doesn't seem to stop. They also come in a variety of formats - meetings, webinars, huddles, and whatever other names people come up with depending on their country/culture. 

These intrusions into your household require the other members of your home to be quiet while you meet, having to put up with your discussions for which they have no interest, and after the meeting is completed; you may not be better off financially. 

Have we really identified the reason/benefits of all these meetings. Sure the topics are interesting, but what is the real benefit to participants. 

Recently, one of my colleagues showed me their calendar, and when I thought I was busy. My schedule paled in comparison and my days are packed. 

How do we get back control of our time? Do we have times allocated for when we will participate in meetings and when we won't. Though it may not be so easy for an employee, what if you are employed where you have greater flexibility. We need to implement mechanisms for coping with the plethora of meetings and become better at priority setting. 

A short while ago, I was having a conversation with another friend who has been getting request from their work place outside of working hours. Now their employer expects full compliance regarding work times from the employees. Yet, they do not honor the personal time of their employees. In short they are in boss mode rather than functioning as a leader. 

I have a friend who studied with me, got first class honors; and their approach was "the work has to be done and will be done". They never functioned on the mental commute, but was always fully engaged in the present. When they were working, that fully consumed them, and it was similar when they were playing. Never were they in one place worrying about what they should be doing in the next. The result? Success in their relatively active lifestyles - all around. 

To keep things on track here are some recommendations:

• Have an agenda for meetings before they are set. 
• Allocate enough time to each area and have a timekeeper. 
• Avoid distractions where possible. 
• Respect everyone's time; be on time. Cute stories of getting stuck in traffic don't cut it in a virtual environment. 
• Ensure the minutes of the meeting are completed and distributed within 48 hours after the meeting so that decisions can be acted upon prior to the next meeting. Reading minutes at the next meeting for the first time since the last one is totally useless. Nothing is ever accomplished and participants quickly become disinterested in actually meeting. 
• Keep records accessible to everyone, as necessary, in a central location. 
• Don't micromanage. If you have to do so, then you need a different team member who doesn't require this "disservice". 
• I function with dynamic teams who follow the aforementioned practices and these suggestions come from a true and tested environment. They are NOT theory. 

A tip for workers/trade unions, ensure that the rights of workers are protected in a virtual environment but be fair to ensure that the employees function from a standpoint of fairness and commitment rather than entitlement. 

Procrastinate your way to success...

So many people want to experience success. They take classes, attend seminars and workshops, have meetings, and in many cases, they obtain valuable information that would be useful in helping them attain their goal. There is a chink in their armour though and it's common to all these groups. Though it may sound more like an opinion than fact, it is something that has been observed repeatedly.

Most people procrastinate to their detriment.

No! That's not true. I'm not one of those people. Really, take a serious look at how you use your time. Honestly, are you really using your time well?

For most, the answer would be No.

Procrastination can make you famous, once you are quoted: [See the following examples]

• “Never put off till tomorrow what may be done day after tomorrow just as well.”
  ― Mark Twain
• “You can't just turn on creativity like a faucet. You have to be in the right mood.
  What mood is that?
  Last-minute panic.”
  ― Bill Watterson
• “Your Life Is Happening Right Now: Don't let procrastination take over your life. Be brave and take risks. Your life is happening right now.”
  ― Roy T. Bennett, The Light in the Heart 

Procrastination seems to go hand in glove with excuses.

There are situations that took place over the years that may prove amusing to the reader.

1. Those who accidentally bump into you. They would never book an appointment with you, however when they see you their conversation invariably turns to their business. They ask if they can pick your brain and launch into the scenarios impacting them. They generally don't want to put the work in that is required but seek a quick fix to whatever challenge they perceive they are facing. That behaviour got curbed when I began walking with an invoice book to set a fee prior to entertaining their problem. They would then decide they will book an appointment for which they never show up. 
2. Those who want you to mentor them. Generally, I didn't charge for mentorship since I have always felt it to be something that is offered pro-bono. Now pro-bono work is only reserved for some charities....and all profit-making entities must clearly understand that fees are involved. In other words, I have qualifications as to who is considered a bonafide client.  
3. Recently, I had a meeting with a group of individuals.  One member of the party decided he wanted me to do the work and be paid afterwards since he had been burned too many times. When it was reiterated that we don't work that way and we too had our share of bad experiences, our meeting came to an end without an agreement on the way forward. His colleagues wanted to work with me. I no longer had the appetite to work with them since I saw the future problems when it came to getting paid from them. The opportunity was declined. 
4.  They are those who attend training workshops. Getting them to participate can be challenging depending on their personality. Nonetheless, they do. They get a lot of practical work which can be immediately applied to their businesses, and they do; at least while within the workshop. Few continue to maintain contact after the workshop to really take their businesses forward. Those who do, see good results in terms of business sustainability and growth. Observation reveals that many would rather complain about lack of opportunities rather than capitalise on available opportunities that present themselves. Opportunities don't necessarily come tailormade. 

Some people would rather wait until the time is right. It's similar until waiting until all the lights are green before leaving home. They wait in vain and then wonder why their success eludes them. 

They are factors that change all the time that people wait for them to evolve in the hopes that then they will achieve ultimate success. These factors are reflected in the following:

• The environment
• The thinking of the people
• The conditions 
• The money
• The right organisations that may influence the rules governing the type of entity

There may be other factors, however, one thing is certain based on repeated observation; you cannot procrastinate your way to success. 

Organizations with notable contributions to Small Business

In my years of business development, I have come across a number of entities that have given assistance to the development of SMEs over the years. However, I have found that they are some that stand out more than others not only for their assistance, but for their consistency of effort.

In this instance, I will focus on those that are located within the island of Barbados. I would hope that they will take note of this post and endeavor to continue to great work that they have done over the years. To explain the services of each one would result in a post that would probably bore the reader. Therefore, if you have any knowledge of their services or industries that they operate within you will know that they are exemplary in their offerings:

Telecommunications

• LIME - for all their services and packages

 Banking and Finance

• Scotiabank
• First Citizens Bank
• City of Bridgetown Cooperative Credit Union

Technical Assistance and Mentoring

•  The Barbados Investment and Development Corporation [BIDC]
• Caribbean Export
• The Barbados Youth Business Trust 
• The Youth Entrepreneurship Scheme
• Science and Technology

There was a time that a lot of support came from

• The Barbados Coalition of Service Industries [BCSI] 
• Republic Bank 
• CIBC First Caribbean International Bank

Conference and meeting facilities

• The Hilton Barbados
• The Barbados Yacht Club
• The Courtyard by Marriott
• The Accra Beach Hotel 
• The Coffee Bean [more for meetings] 

 Power

• The Barbados Light and Power 

Water

• The Barbados Water Authority 

Permissions

• The Town and Country Planning Office 

Ongoing Education

• The Samuel Jackman Prescod Polytechnic [SJPP]
• The Barbados Community College [BCC] 
• Barbados Institute of Management and Productivity [BIMAP] 
• The University of the West Indies [UWI] 

Incentive creation and positive functional taxation policies that facilitate economic growth

• The Government of Barbados with their Bright, Lucrative, Policies 

We want to take this opportunity to say thank you for your various contributions to SME development within Barbados.You will note that mentioning SMEs does not mean entrepreneurs, but small businesses that drive the tangible sustainability of the economy. Thank you for your outstanding efforts.

Opportunistic employment - A potential conflict of interest?!?!

There's a pattern developing among entities that are in businesses that require training. It is the behaviour that has the following steps:

• requesting proposals 
• trying to get the training provider to prepare a comprehensive document which outlines the elements of the training
• then trying to do the training themselves using the template that they would have received from the training provider and any additional information that would have been provided in the attempts to seal the deal. 

Often a poor job is done since the end user trainer does not have the benefit of the comprehensive information the bonafide trainer would have had. In many cases they are not suitably qualified on the subject area, but attempt to read and bluff their way through.

Is this value for money to the entity? In these economic times, more companies seem to want to adopt this approach and in so doing compound their already challenging situations. Keep reading as some may feel that I'll outline a procedure here, and you may be right, but it is not the one that you expect.

Trainers modify your sales techniques so that when you provide information within your proposals, you outline what you'll do, not how you'll do it. Too often, we feel that it's necessary to tell of the tasks required to do the job, when the true value's in the results. Once you follow this path it should reduce, if not eliminate this practice of people wanting to be opportunistic trainers when they are trying to supplement their income along with what they're getting from their job. It should reduce the potential for conflicts on interest.

This can be applied to a cross section of professions and is so rampant, it needs urgent address.