How to start conference call meetings on time!

If you work in an environment where the majority of your meetings are via conference call, you find there is always a delay in getting the meeting started because there is a reminder sent out via email 5 minutes before the meeting and then if that reminder is snoozed, the next reminder comes at the time the meeting is scheduled to begin.  Leaving to call in at that point would make you late.  So if you are chairing the meeting, you wind up penalizing those who came prepared to start at the start time while waiting for the stragglers.

Here are some of my suggestions for starting meetings on time!

1) Plan for it. Put the arrival time on the agenda. For example, for a meeting scheduled to start at 9:00 AM, you could put “8:50 AM – – – Arrive at the Meeting” at the top of the agenda. An arrival time is useful because it allows everyone time to socialize, obtain coffee, or organize materials before the meeting. It also ensures everyone is present at the scheduled starting time.

2) Set an example. Dial in to meetings you schedule before they are scheduled to start.  Use this time to chat with the early birds and allow them to ask questions prior to the meeting that thy may be afraid to ask in a big group.  And you can greet the attendees as they arrive. This helps you appear in control of the meeting process from the beginning. And of course, arrive at everyone else’s meetings on time.

3) Make it easy. Schedule your meetings to begin at odd times, such as 9:10 AM. This allows everyone who was in a one-hour meeting that began at 8:00 AM to run to the bathroom, check their email and put out any fires before jumping on your call.  Similarly, end your meetings at least ten minutes before the next hour so that the attendees have time to do the same before their next meeting.

4) Promote punctuality. Send a memo or an email stressing the importance of arriving on time. Call key attendees to remind them about the starting time for the meeting.  Try to find some reason to be on time, such as asking a senior level executive to make an opening remark, then allowing them to drop off the call, because they are busy, and it sets the tone from the top.

5) Expect promptness. If the meeting is for your team only, you can tell people that they are expected to be on time and tie it into their performance appraisls, or ask your manager to stress it from one level above.  Similarly, arrive on time to demonstrate your commitment.

6) Be realistic. Realize that some people are beyond coaching because of their attitude or relationship with you. Also, recognize that it is impossible to guarantee that everyone will always arrive on time at every meeting. There will always be emergencies, surprises, and those few who refuse to cooperate.

To make this approach the norm you need buy-in from senior management. 

Good luck!

Ford turned a profit

Looks like people were pleasantly surprised to see that Ford Motor Company turned a profit in the last quarter of a billion dollars.

090506_Ford

Surprised?  Really?

Closing plants, removing over-paid unionized workers and rolling back their salaries on it’s own should have made the difference.  Selling a few extra cars in tough economic times certainly helped. 

I believe that I wrote a post last year stating that all the big 3 car companies would be forced under unless they were able to free the grip the auto workers union have on them. 

Maybe I do know something after all.

CRA Electronic Filing Guidelines for 2009

The majority of common information returns (original and additional) must be filed electronically in 2009 if there are more than 50 information returns for each type—such as;

  • T4 Statement of Remuneration Paid
  • T5 Statement of Investment Income
  • T3 Statement of Trust Income Allocations and Designations

The following information returns must be filed electronically using the Internet;

  • T3 Statement of Trust Income Allocations and Designations
  • T4 Statement of Remuneration Paid
  • T4A Statement of Pension, Retirement, Annuity, and Other Income
  • T4A-NR Statement of Fees, Commissions, or Other Amounts Paid to Non-Residents for Services Rendered in Canada
  • T4E Statement of Employment Insurance Benefits
  • T4RIF Statement of Income From a Registered Retirement Income Fund
  • T4RSP Statement of Registered Retirement Savings Plan Income
  • T5 Statement of Investment Income
  • T5007 Statement of Benefits
  • T5008 Statement of Securities Transactions
  • T5018 Statement of Contract Payments
  • NR4 Statement of Amounts Paid or Credited to Non-Residents of Canada

The following information returns must be filed electronically as this is the only way they can be accepted by the CRA:

Originals only:

  • AGR-1 Statement of Farm-Support Payments
  • SAFER Manitoba Shelter Benefits
  • T4A(OAS) Statement of Old Age Security
  • T4A(P) Statement of Canada Pension Plan Benefits

Originals and amended:

  • T4E Statement of Employment Insurance Benefits
  • T1204 Government Service Contract Payments
  • RRSP Contribution Receipt Filing
  • TFSA, Tax Free Savings Account

Information returns can be filed electronically using Internet File Transfer (XML). The CRA can accept files of up to 150 megabytes. If your file is more than 150 megabytes, you can still file using the Internet File Transfer application by either compressing or dividing each submission so that it is no more than 150 megabytes. For T4 returns, this means that filers can send approximately 160,000 returns in an uncompressed file and 1.6 million returns in a compressed file. For T5 returns, this means that filers can send approximately 260,000 returns in an uncompressed file and 2.6 million returns in a compressed file. For T4 returns, filers can use T4 Web forms (up to 3 returns) and T4 Desktop Application (up to 70 returns), in addition to Internet file transfer (XML). For more information on Internet filing, go to Filing T4/T5 information returns electronically.

Are you management material?

I found an article online written by F. John Reh, entitled “How to Tell If You Are Management Material” and I read it hoping to see if it would shed some clues into why I have always thought I was.  The article, however, was a little more on the comical side then I had hoped for. 

The author presents a top ten list, David Letterman style, of clues that you are management material.  Read it as there is some truth mixed into the humour, then we’ll have a real discussion about what I think are clues;

  • 10. You like not doing anything.
  • 9. You have no trouble telling others what to do
  • 8. Work fascinates you – you can sit and watch it for hours
  • 7. You like ‘sweating the small stuff’
  • 6. You have always been something of a loner
  • 5. You don’t think ‘plan’ is a four-letter word
  • 4. Your favorite cocktail is milk of magnesia
  • 3. On Halloween you dress up as Alex P. Keating
  • 2. Your favorite horror writer is Tom PetersAnd the number one clue you are management material –
  • You enjoy having people despise you just for doing your job.

There is some truth to a few items on his list, but I think they can all be managed through perception.  Being aware of how others perceive you goes a long way towards you being able to manage that perception.  Even if you have no one else to help you, you should still be aware as to the basics expected of you by your staff.  For example;

The management style of yelling and berating staff is so 1980’s and is no longer an effective tool… Unless you want your staff to hate you.  Also unpopular among staff is the perception that they do way more work than you.  That should never happen.  Not only do you have a job to do as a manager but you are also required to lead a team, think strategically and get stuff done to a higher level on some very short time frames.  Not that I recommend whining to staff about it, they don’t know what you do all day, but sharing information with them helps them buy into the job, and feel that they are an important piece in the company.  Nothing is wrong with telling your staff your thoughts and suggestions to make their lives better.  I believe they actually appreciate it.

As for the perception of doing nothing or the concept of being hated for doing your job, I think these 2 go hand-in-hand.  If you sit in your office reading the paper, but then go home and put in 5 hours in the evening, no one is going to know about the extra work, but everyone will know about the perceived slacking during the day.  Be strategic.  If you must read the news during the day, do it online!

So back to the clues…  Here is my top 10 list;

10. You have a bigger vision of the way the company can operate more efficiently

9. You offer suggestions and ask questions surrounding process improvements and operational improvements

8. You enjoy helping others get work done and see them praised for it.

7. You are eager to achieve recognition of you direct manager and peers, in the good way. 

6.  Being respected is important.  Being a team player, also important.  Put team goals first.

5. You are able to act as a team leader / manager naturally

4. You have passion – for your current job, for the company, for everyone doing a good job.

3. You are flexible.  You can work in different areas, understand what others have to do and can thrive in your area of expertise or somewhere where you have no knowledge of the work required. 

2. You keep emotion out of the workplace

1. You treat everyone in the manner you want to be treated… With respect!  Explain to the level of understanding.  Be empathetic.  If you ever want people to work for you, and I mean WORK for you, you have to be understanding that they have lives beyond work and in their lives there are stresses.  Don’t be one too.

My thoughts… What would you add?

Beneficial Owner – CRA Clarification

Beneficial owner – Regarding proper amount of withholding, the CRA bases it on name of address, UNLESS, there is a “care of” address or the mailing address and permanent address are different.  If there is a care of address, or difference in permanent address, the CRA requires a certificate to be completed by the holder. 

“In any doubtful case, a certificate, as described in ¶ 5(b), is required to be completed and forwarded to the payer by the payee in order that a lower rate of withholding tax, in accordance with a tax convention, can be applied. Otherwise the 25% rate will apply.

The Canada Revenue Agency (CRA) will accept the payee as beneficial owner of amounts paid to non-residents if the payee is an insurance corporation or pension trust that invests solely on its own behalf and includes such amounts in computing its revenue.”

Examples of the certificates are available in this CRA Information circular, pages 2 and 3.  http://www.cra-arc.gc.ca/E/pub/tp/ic76-12r6/ic76-12r6-e.pdf

CRA to finally accept payments via Interac Online

Monday 5 October 2009

 

The Canada Revenue Agency (CRA) has integrated Interac Online, an internet payment method which enables Canadians to make income tax payments directly from their bank accounts, without disclosing personal financial data.

As a result of the initiative, starting October 5th 2009, taxpayers and businesses will be able to pay online for various types of taxes, including income taxes, corporate taxes, payroll taxes, and GST, as well as make one-time payments and instalments.  Interac Online works with existing online banking services of participating Canadian financial institutions.

Public Works and Government Services Canada, which establishes banking services for the Government of Canada, has made it possible for the CRA to implement this new service.

Finally!