Business Tips - From Employee to Entrepreneur - Part 4

BUSINESS TIPS – From Employee to Entrepreneur – Part 4


By Nikki Viljoen – Viljoen Consulting CC – November 2012

So far we have looked at:-
1. The difference between being an employee and an employer;
2. Your Purpose:
3. The People around you and
4. Your Personal Footprint.
5. Knowledge & what you do with it
6. The Generosity of your Spirit and
7. The Role of Technology in your Business

Believe it or not there are a whole lot more – today we will explore a few more.

1. Self Confidence
As an entrepreneur you need a whole bunch of self-confidence.  There will be times when you will be the only person who believes in YOU and what you are capable of doing.

Understand yourself, understand who you are, understand what you are capable of and understand how far you are prepared to go to achieve your dream.

Understand that there will be occasions that you will walk on the road with someone, be they mentor or collaborator or partner or customer or supplier or friend, but there will also be times that you will walk alone – be prepared for it and deal with it.

There will be times when you celebrate your successes and there will be times when it will feel as though you are all alone in the world – in those times, will you still believe in yourself?  That is a question that you have to ask yourself and that is a question only you can answer and it will require a brutally honest answer.

2. Creativity
Understand that as an entrepreneur, even accountants or auditors, are creative.  Yes, you actually read that correctly.  ALL entrepreneurs are creative – they have ‘created’ something, they have breathed life into something that did not exist.  That’s huge!  We are creative when we ‘put the picture’ together in our minds of how we want our businesses to look, to feel and to work. That is also why it is of the utmost importance that entrepreneurs reserve time to dream.  If you cannot dream it, it will not happen and only having one dream is kind of defeating the object – we need to dream all the time.  Take time out to dream, book it in your diary if you need to, but make sure that you take the time to draw pictures in your mind of what you want to happen, to dream the future.  Remember though it will still require an action (well to be honest many actions) to turn that dream into a reality.

3. Focus
One of the quickest ways to lose you way is to lose your focus.  Whether you are working on a document or preparing a presentation or raising an invoice or indeed running an entire business, when you lose focus you veer off the road and all manner of disasters and conflict await you.

Here’s the thing, although women (and even some men) proudly profess to be effective and efficient at multi-tasking, the fact of the matter is that the brain is designed and wired to only hold one thought at a time.  You may think that you are holding two or more, but realistically you are ‘switching’ between thoughts or in effect losing focus, particularly if the two thoughts are on unrelated issues.

Make sure that you always have your ‘end goal’ clearly visible – mine are on ‘post it notes’ all over the office, so I can see them all the time.  That way you will have them in your thoughts constantly and it will make it that much easier to maintain your focus.

Next time we will continue to look at some of the other issues that you will need or be aware of to become a successful Entrepreneur.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

Networking 101 - The Art of Listening

THE POWER OF NETWORKING

PART 131

The Art of Listening

By Nikki Viljoen of N Viljoen Consulting CC. September  2009

I must confess, I am having a real hard time of it lately – getting people to actually listen to the whole sentence, that is, before they jump right in and answer the question that I did not ask or worse make an assumption on something I haven’t said or even make a statement regarding something that is not even on the table.  It’s really quite challenging and even more annoying and the result, at the moment is that people who actually want referrals and/or work from me are not getting it because of this.  All because they won’t listen and are in such a hurry to say what it is that they perhaps think I want to hear.

Let me give you an example – I am currently running a whole bunch of workshops that are geared for the SMME and entrepreneur markets.  There are about 9 of them that will be run as collaborations through several of the chambers and the result is that each workshop will need to be facilitated 5 times next year through each of the 3 chambers.  That’s a total of 15 times for each of the 9 workshops, gives me 135 workshops to co-ordinate and plan before I even look at the other work that I have to do.  Fortunately I will only be facilitating 30 of these myself.  I was looking for someone to facilitate a specific workshop and received a call from a chap who is the brother of one of my colleagues, who works in the particular field that I was looking at.

His first question was ‘so how much will you pay me a day?’  Fair question – as I proceeded to tell him that because it was aimed at start-up businesses and entrepreneurs that I was looking to keep the cost of the workshop just below R1500 . . . .  before I could say anything else he jumped in and said that I would not get anyone to work for that amount of money!  Of course my sentence was not complete and the rest of it would have gone on . . .  per delegate and we would like the numbers of delegates attending to around the 20 to 25 per workshop to keep it intimate and informal and that most of the other facilitators were being paid in the region of Rx and would that suit him?  I took a big breath of air and asked him to please stop talking and just listen for a minute to let me finish my sentence.  He didn’t of course and just carried on about the R1 500.  After a few minutes of listening to how unreasonable I was, I just said that if and when he was prepared to actually listen to what I had to say he could call back and I put the phone down.  Now, answer me honestly – would you give any work to this person?  If he couldn’t even let me finish a sentence before jumping right in, how would I know if he actually would be listening to a) my requirements in terms of what I would need from him like ‘course material’, projectors etc., and even more scary, b) how would I know if he would actually listen to any questions that the delegates may ask?  I mean the whole point of these workshops is to provide information to and for small business owners, entrepreneurs and start ups – what benefit would they get if their questions were not answered properly?

This often happens when I am at a Networking event too and it really becomes a conversation killer – I tend to just walk away these days!  Oh yes, I know that we are supposed to ‘mellow’ with age, but I seem to have gone in the opposite direction – I have just become more cranky and cantankerous or maybe it’s just because I am fed up with people not only wanting access to my database and my intellectual property, but who are intent on wasting my time and as I am sure most of you will agree, the older we get the less time we seem to have.

So when Networking (in fact when having any kind of conversation) try listening for a change. It will open up a world of possibilities, not only in the information that we are going to be getting, but also in the number of ‘intelligent questions’ that we will get to ask.  Further issues can be properly clarified and points raised that may never otherwise have seen the light of day.

As much as I understand that it would mean a ‘mind shift’ or even an ‘attitude adjustment’ in terms of our habits, it would be well worth the efforts and the returns would be greater.  Actually, whilst I am on the subject of ‘attitude’, perhaps a regular check on what our attitudes are and whether they need a small tweak or a large kick up the rear end may well be to our advantage.

Take a good long, hard look in the mirror every morning and see whether your attitude needs to be changed – and if it does, do something about it there and then -  it’s something we all need to do on a regular basis


Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za  or http://www.viljoenconsulting.co.za

Motivation - Advantages of Failure

MOTIVATION –  Advantages of Failure


By Nikki Viljoen of N Viljoen Consulting CC – June 2010

Okay, I know, I know, I know – I seem to be hell bent on the whole “failure” thing at the moment.  Truth is, it is very important for me to make sure that we all (and that means me too)  know that failure is not the end of the world but rather the beginning of a new chapter.

Here’s a whole new take on it.  I was reading an article by Charlene Smith who says “It’s important to fail.  But while you’re lying on the floor, what’s even more important is to be thinking ‘Okay, so how do I start again?’”

I really, really like the idea of lying on the floor (well you can’t get much lower or rock bottom than that can you) contemplating the world as it is right at that particular moment, thinking ‘How the hell did I get here” or blaming the government, the tax man, the competitors and the latest one that I heard the other day, the 2010 world cup (huh!) before you get to the real reason as to why you failed (oh come on, it’s got to dawn on you at some stage that you are responsible for your own failure)!  I also think that it is important to allow yourself to ‘feel’ the pain, the sorrow and the angst for being that failure (well for a maximum of five minutes that is) – you need to remember what that feels like so that when you are tempted to repeat your mistakes, the memory will assist with not allowing you to.  But then it is time to stop beating your breast or pulling your hair out or weeping and wailing and throwing your hands heavenward as you cry “why me”?  Then it’s time to pick yourself up, dust yourself off, square your shoulders and get on with it.

The ‘it’ that you need to get on with is firstly, a plan to be getting yourself out of the mess that you currently find yourself in and secondly, how to start again and do things differently.

You don’t really think that every single successful person on the planet became mega successful without failing at some point do you?  Here’s a touch of reality – what makes you think that you are any different?  What makes you think that you are better than the ‘greats’ of the world – we all know them, we all read about them – people like Henry Ford or Thomas Edison or to bring us closer to our own time frame, Bill Gates and Richard Branson.  Failure, in Charlene Smith’s words is “unavoidable”!  So - take that!

The reality of this means that “no truly successful person has avoided failure or sometimes dramatic setbacks” – again, why would you be any different?

The reality of the situation is that, in order for us to grow ourselves and our businesses we have to be ‘streetwise’.  We have to know where the potholes and pitfalls are and for that we need experience. We have to know how to deal with people be they clients  or suppliers or staff.  The reality of the situation is that we, as humans are lazy – we always want to take the short cut or get others to do things that we are too lazy to do ourselves and therein lies some of our biggest errors.  That said, the reality is also that we cannot do everything ourselves, so when we rely on others it should be others that have the experience that we ourselves lack.  It should be others that we trust and respect and who have the same values and morals as ourselves.

So while you’re lying there on the floor feeling sorry for yourself and the situation that you find yourself in – think about this in-between the moment where you are weeping and wailing and blaming all and sundry and the moment that you pick yourself up – failing at something gives you the opportunity to do something again, but differently.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

HR 101 - Labour Broker Employees - Part 1

ARTICLE 50

Labour Broker Employees – Part 1

By Nikki Viljoen of Viljoen Consulting CC January 2010

There has been a lot of controversy in the news of late regarding Labour Brokers and indeed, I have some clients who use Labour Brokers for their staffing requirements. Most people are under the impression that by using the services of a Labour Broker, they will save themselves the staffing  problems and hassles that are usually incurred when dealing with employees – let me be clear on this, nothing is further than the truth! Here are some issues that employers need to understand when using Labour Brokers.  These are, but not limited to:

Labour Broker employees enjoy exactly the same rights as any other employee under the Basic Conditions of Employment Act.  This means that even if the Labour Broker loses the client or the contract comes to an end, the employee cannot just be dismissed.  Let’s bring in the protagonists.

Mike is a Labour Broker who employs hundreds if not thousands of employees all over the country.  He has clients in every major sector and enjoys a mainly good relationship with most of his clients who range from small 5 employee requirements to clients who have need of hundreds of employees.

George is one of Mike’s employees.  George has worked for Mike for the last 15 years, with the majority of that being in a Distribution company (let’s call them ABC Logistics), where George is a driver.

ABC Logistics have undergone some intense restructuring of the company and have decided to go the route of ‘owner/driver’, which obviously has a huge impact on the 500 odd drivers that they employ from various Labour Brokers.  The contracts with the Labour Brokers are slowly but surely not being renewed and Mike finds himself with 150 drivers that he no longer has any work for as his contract was not renewed.  Mike’s contract with all of his employees is a ‘temporary’ contract that does not have an end date, as Mike thought that this would be the easiest way to manage the employees, in the event that he lost contracts.
Mike decides that since he has lost the contract and therefore has no work for all of these drivers and since they are all ‘temporary’ staff anyway, he will just dismiss them and then that will be the end of that.

Mike sent out notices to all of the drivers advising them that the contract with ABC Logistics was coming to an end and that it would not be renewed and therefore his contract with the drivers would also be coming to an end.

When the contract ended, Mike dismissed all the drivers.  George found himself another job and went to the CCMA as he did not receive a retrenchment package (also known as severance pay).

Mike found himself in hot water with a huge bill to pay.  Here’s the thing – just because you have a ‘contract’ in place that says that you are a temporary employee, doesn’t make it so.  A ‘temporary’ contract that does not have an ‘end date’ gives the employee a permanent status which means that his termination can only be for a very good reason.

Labour law is also extremely clear on what the requirements are in terms of severance pay and it is well documented.  When retrenching staff the value of their severance pay and/or retrenchment packet hinges on the number of completed years that they have worked and be warned, there is no ceiling on this.  So in George’s case, Mike had to pay out 15 weeks salary, but had George worked for Mike for 30 or even 40 years it would have made no difference – Mike would still need to pay one week for every completed year of service.

The only way that Mike could have avoided paying the severance pay would have been if he had offered George reasonable alternative employment, which in this instance clearly was not the case.

Mike learned the hard way, that even though he was a Labour Broker, his employees still needed to be treated fairly in terms of the Basic Conditions of Employment Act and the Labour Relations Act.

Next time we will have a look at some of the other requirements for Labour Brokers.

 Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

Networking 101 - It's How You Play the Game

THE POWER OF NETWORKING

PART 130

It’s How You Play the Game

By Nikki Viljoen of N Viljoen Consulting CC. September  2009

In a democratic society, the majority rules.  Networking is no different and in Networking the majority of people are extroverts, so it stands to reason that Networking rules are made by the extroverts and it is therefore incumbent on introverts to just fit in.

There is no doubt in my mind at all, that Networking is not only the key to unlocking opportunities, it is fundamental to the well being of any small company.

It’s all about how you Network and how well you play the game.  It’s about being the best that you can be and about the sharing of ideas and experience.

It’s about building relationships and being reciprocal.  It’s about getting up off your rear end and getting things done, rather than waiting for someone else to do it for you or worse, wondering what the hell happened.

So get out there, Network, Network, Network and then Network some more.  Done correctly it will take your business to greater heights.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za  or http://www.viljoenconsulting.co.za

Business Tips - From Employee to Entrepreneur - Part 3

BUSINESS TIPS – From Employee to Entrepreneur – Part 3


By Nikki Viljoen – Viljoen Consulting CC – May 2012

So far we have looked at:-
1. The difference between being an employee and an employer;
2. Your Purpose:
3. The People around you and
4. Your Personal Footprint.

Believe it or not there is a whole lot more – today we will explore a few more.

1. Knowledge – we all know the statement “Knowledge is Power”!  Well I would like to challenge that particular statement – you see I personally don’t believe that “knowledge” itself is power – I believe that it is “What” you do with that knowledge that makes it powerful.

Now that I have gotten that out of the way, let me say this – you need to continue learning, you need to ‘grow’ yourself.  You need to research and plan and strategize and develop and you can only do this if you learn about new things, expand your knowledge and understanding.

Remember though that knowledge without the utilization of that knowledge is useless.  Just like a thought without action remains a thought – knowledge without the action remains powerless.

2. Generosity
Now generosity is not limited to putting your hand in your pocket – actually if the truth be told, that’s the easy way out.  There is generosity of spirit where you share with others, things like your time, your knowledge and your expertise.  You may not be giving out money but you may be giving of yourself.

The truth of the matter is that the more you give the more you get and more especially, the more that you give without thought of what you could get – the more you will get, the more you will attract to yourself and the more that you will receive.

Of course that is not to say that you have to give everything away for free – that would certainly not be good business acumen, but if you can lend a helping hand to give some good advice or have even just listened and been a sounding board, then please pause for a moment and help out.  You will find one day, that when you need help, it will be offered or arrive unexpectedly and in great abundance.

3. Technology – now this one brought a huge big smile to my face – the proverbial ‘technophobe’ that’s me.  Technophobe or not, the fact of the matter is that todays’ technology does things faster, more efficiently and more accurately, than we can do things manually. Look at the way manual books were done in the past and how accounting packages now deal with entries, and double entries or how we used to ‘dial’ a number on a landline and nowadays how many of us no longer even have landlines but conduct business and even run our businesses, manage our diaries and communicate with the world on cell phones or tablets or laptops or notebooks.

Nowadays there are gadgets for girls and gadgets for boys – electronic devices that are geared specifically to make life easier.  Remember though that ‘easier’ often also means ‘faster’.  Be aware of what is new and what’s improved, it doesn’t mean that you have to buy everything that hits the shelves, but at the very least, be aware of what is hitting the shelves and invest in what can be of the most assistance to you.

Next time we will continue to look at some of the other issues that you will need or be aware of to become a successful Entrepreneur.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

Motivation - Actions Speak Louder than Words

MOTIVATION – Actions Speak Louder than Words


By Nikki Viljoen of N Viljoen Consulting CC – November 2009


Ralph, Waldo Emerson says “What you do speaks so loud that I cannot hear what you say.”
So many times I get the feeling that I am talking “at” people rather than talking to them or with them.

The perception, when you are engaged in conversation is that people are hanging onto every word that you say or alternatively, not listening at all.  The reality is of course that it’s somewhere in the middle.

What does always really stand out however (well it does for me) is the credibility of the person who is speaking and in order for most people to gain credibility they have to be seen “Walking the talk”.

Let me tell you now, people are tired of “Talk Shows!”  More and more people want to see that a person lives up the expectations that they have set up.  They want to see that you are a person of your word, a person who can be depended on, a person of moral character.

Many years ago, when I was still a child, my father said “You have no control over the name that you bring into this world because it is the name that I have given you, but you are responsible for the name that you take out of this world because it is the name that you have made for yourself”.
It is something that I have been aware of my whole life and it is something that I live by and something that I live for within the parameters of my business.  It is intrinsically who I am and what I stand for.
SMMEs (Small, Medium, Micro Enterprises), in general have earned themselves a reputation and sadly it is one of being unreliable, one of not being able to deliver.

Why? We because we are so busy telling people how fabulous we are, that there is no time to be the ‘fabulous’ that we say we are.  On a personal level, I am far more comfortable being ‘fabulous’ than talking about how ‘fabulous’ I am.  I am far more comfortable ‘doing’ than talking about doing.

So tell me are you a “doer” or are you just a talker?  Do walk the talk or just talk the talk?

I know exactly which one I want to be known as - do you?

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

HR 101 - Desertion and the AWOL Employee - Part 3

ARTICLE 49

Desertion and the AWOL Employee – Part 3

By Nikki Viljoen of Viljoen Consulting CC January 2010

Over the last two weeks we have had a look at an example of desertion where the employee just did not ever come back to work and one where the employee did come back to work. This time let’s look at a different example.

So bring in the protagonists – Mike owns a chain of retail stores in various busy malls across the country.  George is one of his managers. Let’s use the busy Christmas time type scene again.  It’s a Thursday morning and Jane (the Assistant Store Manager) calls Mike to tell him that George has not arrived for work and there is a queue of clients (as well as the rest of the staff) waiting for the store to open.

Understandably, Mike is somewhat annoyed but he hurries off with the store spare keys to open up.  Mike tries to contact George on all of the numbers that he has to no avail and then resigns himself to the fact that George won’t be in for the day.  Mike’s procedures are well documented and he goes about doing a formal hand over to Jane, who grabs the opportunity willingly as she wants to prove herself and get ahead.

On Friday (day two) Jane advises Mike that once again George has not arrived at work and they try and contact him again, leaving messages all over.

Saturday (day three), Jane again advises that George has not arrived at work and again they try and contact him, leaving messages for him everywhere.

Sunday (day four), Jane makes the call again to advise Mike that George has not arrived for work.

Monday morning early George arrives together with a long story of how he was kidnapped.  Mike, who was furious, now feels remorse about his anger and now starts feeling pity for his traumatised employee instead. A thought keeps popping into his head however because for someone who was kidnapped and physically restrained (as per George’s story) and held without food or water in a dark room, there is no visible signs of any trauma.  Mike decides to ‘keep it tidy’ and asks George for the Police Case Number and hospital records where George was ‘checked out’ to ensure that he was okay, for the records.

Several days later after much nagging, George breaks down and admits that there is no case number as he did not report it to the police and he did not go to the hospital because well, there was no kidnapping.  The actual event that took place was that George went out drinking with his friends on the Wednesday evening and they continued to drink through the night and then all of Thursday too.  At some point it was decided in their alcoholic haze that they needed an excuse as to why none of them had gone to work and they came up with the kidnapping story.  The alcoholic binge had continued through Friday and Saturday as well and George had slept through Saturday night and all day Sunday which is why he was able to return to work on Monday morning.

Furious again, Mike brought disciplinary charges against George for being AWOL (following the correct procedures of course) and George was found guilty.  The days that he had been off were calculated as unpaid leave and the money was deducted from George’s salary.  George’s elaborate story also had consequences.  George was demoted and lost his title of Manager and Jane was promoted into his position.

That concludes the examples of the difference between ‘Desertion’ and being AWOL.  Next time we will look at a new topic.

 Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

Blogging 101 - The Content - Part 9

BLOGGING TIPS – The Content – Part 9


By Nikki Viljoen – Viljoen Consulting CC July  2010

My being a specialist in terms of being an Internal Auditor means that I am a ‘generalist’ in most of the other fields that I write about. Does that mean that I don’t have a clue about what I am talking about when it comes to those articles – of course not!  What it does mean though is that I will usually have to do some research in order to check my facts.

There are occasions where I may want to (or indeed need to) quote from something that someone else has written or base my writing upon an article that I have read.  When I do this, I obviously need to give recognition to the person who either wrote the article or the person who I am quoting.  Come on people – it really is the right thing to do.  I know just how angry I would be if I found something I had written under someone else’s name – that’s just not right!

If you are going to be writing blogs that are technical in nature, it is very important to list where you did the research as well, particularly if like me, you are a bit of a technophobe.  That way, not only will you give yourself that added bit of credibility but you also allow the reader to familiarize themselves with your source – and that is always a value add to both.

If what you are writing is merely an opinion and not necessarily a fact, then that also needs to be documented – clearly. There’s nothing worse than taking what someone has written to be absolutely gospel (and then sprouting off at the mouth about it) only to find out later that it is a load of nonsense and that they were merely voicing their opinion.

Next time we will look at some additional   points on the content of your blog.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

Networking 101 - Practice Makes Perfect

THE POWER OF NETWORKING

PART 129

Practice Makes Perfect

By Nikki Viljoen of N Viljoen Consulting CC. September  2009

I know that I am harping on about being an introvert and Networking at the same time, it’s just that I understand the reluctance of an introvert to do any kind of Networking.

The hardest part for me, especially the first few events, was meeting new people.  I took a friend along with me, even though he was a Financial Director of a Corporate Company and he did not really need to do any kind of Networking, I needed the moral support.  I had no idea what to expect and as the evening progressed and people stood up and said who they were and what it is that they did, my stomach was doing somersaults and my first reaction was to flee.  Thank goodness I didn’t.

Soon it was my turn to stand up and be counted. It felt as though my heart was in my mouth and I really couldn’t get the words out.  I stuttered and stammered and there were several times, amidst cries of “speak up we can’t hear you”, that I had to take a deep breath and try again.  Thank goodness I did.

My friend Philip had to leave early because of some crisis or another at home and there I was, all by myself, in the middle of this crowd of about 30 people, none of whom I knew, scared as hell, petrified in fact, but determined to stand my ground.  I stood there like an idiot, glued to the spot, not knowing what to say to anyone and just hoping that someone would start a conversation with me.  Someone did and pretty soon we were chatting away.  Make no mistake I was still very nervous, still completely out of my depth but I was fine.

The next meeting was a little better and each subsequent meeting after that was a little better each time.  I started reading magazines like “Heat” and “People”, just to get some useless information to make small talk and so that I could have something light to chat about or open a conversation with.

Month after month, I continued to go to the Networking meetings and slowly I started building relationships.  Slowly but surely I found my confidence and now I am quite comfortable walking into a Networking event on my own because nowadays, there will always be someone that I have met somewhere at a Networking event.

I must say, it has become a lot easier.  Is it still difficult for me?  Of course it is – I am still an introvert – that has not changed and so the ‘nature of the beast’ remains.  Nowadays it is still a conscious decision for me to go to an event – the fact that I am an introvert and conscious of the decision, means that I am more focused on what I am doing and why.

Semi facilitated or facilitated Networking for me, is still the best way to go and it is the best way for me to build relationships and in building relationships I do good business.

So, take a deep breath, hold your head high and focus!

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za  or http://www.viljoenconsulting.co.za

Business Tips - From Employee to Entrepreneur - Part 2

   

BUSINESS TIPS – From Employee to Entrepreneur – Part 2


By Nikki Viljoen – Viljoen Consulting CC – March 2012

Last time we looked at some of the basic differences between an employee and an entrepreneur.

Now let’s have a look at some of the issues that you will have to explore and questions that you will have to ask yourself and answer honestly as you travel on your path to becoming a successful entrepreneur.

1. Purpose
What is your purpose? I have no doubt that on some level we all understand that we are not only here on this planet called earth, merely to survive during our time here. We all have a purpose in life (whether we actually know what it is or not) and knowing what that purpose is and aligning it to what we want to do, will ensure that we achieve what we want to with a minimum of fuss and bother.

Understanding our purpose and aligning it to what we do will also ensure that we are able to live the best life that we can and become all that we are capable of being.

No one ‘life purpose’ is better or worse than another and our own success will be attained by being all that we can be rather than all that others think we should be.

2. People
Like it or not we are all here to serve people.  Whether those people are our customers or our staff or our suppliers or our families, the fact of the matter is that we all need to serve and be served.

We are no better than those that serve than we are less than those that we serve.  The more we serve, the greater our reward will be and the greater we will become as individuals.

I’ll say it again – we serve!  Get your head around it, get used to it, get good at it and get on with it.
3. Personal Footprint
Let’s face it – there are all kinds of characters in the world of business.  Some are grumpy, some are sunny, some are introvert and some are extrovert.  The point that I am trying to make is that your success, as an entrepreneur is not dependent upon that particular part of yourself.  Your success is dependent upon your credibility as an individual.  It’s dependent upon whether you can deliver and/or whether you are honest in your dealings with people.  It is dependent upon who you are intrinsically as a person.

Let me ask you this question (and please answer yourselves honestly), if you were in the market of looking for a mentor – someone you would look up to or aspire to be – would you look at yourself as being that person?  If your honest answer to that is “NO”, well I guess that you know what your personal footprint will be.

Next time we will have a look at some more of the issues that you as an entrepreneur should be looking at.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

Motivation - Achievements

MOTIVATION – Achievements


By Nikki Viljoen of N Viljoen Consulting CC August 2009

David T Schwartz says “All great achievements require time”.

Well this is one area that I am seriously found wanting – not the achievements part, but certainly the time part.

Like most people, I want instant gratification.  I want results and I want them right now!

Sounds familiar – doesn’t it?

We flick a switch and we want the light to come on.  We put our card into the ATM and we want the money to come out.  We turn a key and we want the car to start.

Yet, think about it for a moment – can you imagine an instant sunrise or sunset?  Isn’t part of the wonder, the magnificence and the beauty to watch the sunrise from the first hint of light to the brilliance of the colours, the freshness of the new day and the understanding of new beginnings?

Think back on all the most special moments of your life – none of them were a single moment, but rather a culmination of moments leading up to something incredibly special.  They usually involve some, if not all of your senses and always take time to build up before the results are in.

I guess what I am trying to say is that the magical moments take time to arrive – it’s a process, so take the time to savor them and enjoy them.

So to  it is with achievements.  We work hard, we practice hard and through all of this, in time – we achieve.  Remember that there are small achievements and there are large achievements.

The size and the caliber of the achievement is attributable to the goals, aspirations and dreams of the individual.

So don’t try and rush it, enjoy the journey, live the dream and savor the rewards.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

HR 101 - Desertion and the AWOL Employee - Part 2

ARTICLE 49

Desertion and the AWOL Employee – Part 2

By Nikki Viljoen of Viljoen Consulting CC January 2010

Last time we had a look at an example of desertion where the employee just did not ever come back to work.  This time let’s look at a different example.

So bring in the protagonists – Mike owns a chain of retail stores in various busy malls across the country.  George is one of his managers. Let’s use the busy Christmas time type scene again.  It’s a Thursday afternoon and George is counting the hours until the weekend as he is taking his monthly weekend off and plans to go home to visit his mother who is in a small town about 200kms from where he lives.  George’s mother is not very well and he is looking forward to spending some quality time with her.

The phone rings and it is George’s mother’s neighbour Annabel, who is calling to tell George that his mother has taken a turn for the worst and he must come home immediately.  Mike happens to be in the store when the call comes in and he tells George to leave immediately and take the Friday off as well and that this extra day together with the weekend will give George sufficient time to sort something out for his mother and make whatever arrangements need to be made for her well being.

George gets to his mother and she insists that she wants to see the traditional healer from her home town which is more than 1000kms away.  George takes her.

Herein lies the problem.  You see Mike is expecting George to return to work on Monday and George does not return and also does not phone in to explain what he is doing.  In fact George does not return to work for another two weeks and during this whole period he does not contact Mike or any other colleagues.  After George not being at work for 5 days and in compliance with the Basic Conditions of employment Act and the Labour Relations Act, Mike follows the correct procedure.  Mike tries to phone all the contact numbers that he has on record for George.  Mike sends a telegram to George’s place of residence and even drives there to see if he can get hold of George.  To all intents and purposes, George has disappeared.

Eventually Mike holds the disciplinary in abstentia, George is found guilty of desertion and he is dismissed.

When George eventually does return to work, he is informed that he has been dismissed and that there is another person employed in his position.

Now here is the question – under these circumstanced did George desert and abandon his employment or was it just a case of his being AWOL.  The question that the CCMA has to look at also is whether the reason for George’s dismissal was a fair one.

Well the argument goes along the lines of, when George did not return on the Monday after his weekend off, surely Mike must have considered the possibility that George was not able to sort his mother out and that is why he had been delayed in returning.

Mike on the other hand, did also not have anyone to fill George’s position and it was also the busiest time of the retail year.  George did not contact Mike during the entire period that he was away and he also did not respond to any messages that were left on his cell phone.  George’s response to why he did not contact Mike was that he was concerned for his mother and did not think to phone as Mike knew that his mother was ill.

Now here’s the thing – in order to find an employee ‘guilty of desertion’ there must be a very strong indication that that employee has no intention of returning to work.  Clearly this is not the case here and the result of this is that Mike lost his case.

Desertion is defined as “desertion is distinguishable from absence without leave in that the employee who deserts his or her post does so with the intention of not returning, or having left his or her post, subsequently formulates the intention not to return.  On the other hand, the AWOL employee is absent with the intention of resuming his or her employment.”

Next time we will have a look at a typical case of being AWOL (Absent without leave.

 Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

Blogging 101 - The Content - Part 8

BLOGGING TIPS – The Content – Part 8


By Nikki Viljoen – Viljoen Consulting CC June 2010

I don’t believe that I am any different to anyone else who loves to read and one of my biggest pet hates around reading (apart from the fact that I hate starting a book and I hate finishing a book), is when there is an abrupt interruption of the story.  Don’t you hate when that happens, you’re reading away, minding your own business, following the twists and turns of the story, engulfed in the plot, hardly daring to breathe as you turn the page and . . .  well nothing!  As you begin to read the next page, nothing that you are reading makes any kind of sense and you glance down at the page number and then look at the previous page number and in total disbelief you find that  someone has torn out several pages – or even worse – you turn what you think is the last page only to find that someone has stolen the last few pages and after reading a thousand odd pages you have no idea how the story ends!  Grrrrrr – that makes me mad as a snake!

Clearly this does not apply only to the books that you read but also articles that you read, whether those articles are in magazines or on a blog, makes no real difference – you want to know the whole story, well at least I know that I do.  You want to know how the whole thing started and what happened then and then the result or consequence. Look, let’s be reasonable, we understand that unless your full time job is the writing of blogs, your time and energy is stretched and that that means that you probably won’t be able to research every single article to the ninth degree, but you also need to understand that  the readers really do need to have closure. They need to know how it ends.  They have to at least understand the basics of what it is that you are trying to say.  Think about it for a moment, it’s like people walking around and starting a conversation, uttering  half a sentence and then walking away leaving everyone looking at them with very perplexed looks on their faces. Remember the basics that you learnt at school (well I did), that every good story has a beginning, a middle and an end.

If you don’t at least follow the basics and leave your readers feeling confused and frustrated, they won’t be returning any time soon and not only will they not be returning, but they will also not be sending any new readers or referrals your way either.

Next time we will look at a few more points about the content of your blog.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

Networking 101 - Listen More Than You Speak

THE POWER OF NETWORKING

PART 118

Listen More Than You Speak

By Nikki Viljoen of N Viljoen Consulting CC – June 2009

Dr. Renate Volpe, in her nugget cards entitled “Networking Tips” says:

“Become an astute listener.  Listen more than you speak.”

From Renate’s pen to God’s ears!  Honestly folks, this doesn’t only pertain to Networking, but to just about any avenue in business, especially customer service.

Seriously though, one of the biggest reasons that Networking ‘fails’ for a lot of people is because they don’t listen!

Yes, I understand that you want to sell yourself, your product or your service.  Yes, I understand that you are in a difficult situation, where you have become quite desperate for sales or a deal.  That said, if you just talk all the time and don’t give the other person a chance to tell you what they need, or are looking for and are only concerned about what you can give them (irrespective of whether they need it or not), they will walk away and you will have lost the opportunity.

When you ask someone “how can I help you?” you open up the door to a whole host of possibilities.  Not only possibilities for yourself, but also for people in your database or your circle of influence.  You tell people that their needs are important to you and that you care about what it is that they need or want and not just about what you want to give them.  You tell them that you care enough to listen to them instead of talking ‘at’ them and that my friend is extremely important.

So ‘shut up’ for a few minutes.  Calm yourself so that you are not formulating anything in your head until such time as they have finished telling you what they need for you to hear – take down some notes, so that you can look back and understand what their needs are – chances are that even if you cannot help them yourself, you can refer them to someone who can.  At some point, you too will be referred.

Remember, Networking is about building relationships and relationships can only be built if there is a ‘give and take’ between two people.

For more information on Renate, please visit her website at http://www.drrentevolpe.co.za

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za  or http://www.viljoenconsulting.co.za

Business Tips - From Employee to Entrepreneur - Part 1

BUSINESS TIPS – From Employee to Entrepreneur – Part 1


By Nikki Viljoen – Viljoen Consulting CC – February 2012

I have, of late, been mentoring several young ladies who are currently employed, but who dream of owning their own businesses.  The more I talk to them, the more I become aware of the huge mind shift change that has to take place.  And this is how this particular series was born.

Firstly, I would like to explore some of the differences between an employee and an entrepreneur – just so that we can all understand the basic differences and understand what we are getting ourselves into.

1.    An employee is paid to work, they are paid, often irrespective of whether they put in a full days’ work or not.  They are paid irrespective of whether they have given 100% effort or done ‘just enough to get by.  An entrepreneur pays others to work and often works for free themselves.  Entrepreneurs pay their staff and the bills first and then if there is anything left over they get to pay themselves.  This is particularly true when they are starting out.  They are passionate about the product and/or service that they are providing and need to consistently give 100% (or more) effort into what they are doing in order to build the brand and the business.

2.    Employees are managed.  They have someone that they report into, there is always someone else who is ultimately responsible for what they do (or don’t do as the case may be).  Entrepreneurs manage others and themselves.  That means that ‘the buck stops’ with them and they are responsible for everything that happens at the end of the day.

3.    Employees have a specified ‘end of day’ time.  Irrespective of whether they have an employment contract or letter of employment, the number of hours that they work is governed by the BCEA (Basic Conditions of Employment Act) and they cannot be forced to work overtime unless they have agreed to do so in writing.  An entrepreneur has no specific closing time – they often work long grueling hours and even through the night, to meet deadlines and get the work out.

4.    Employees are only responsible for developing themselves, provided of course that they want to grow or improve themselves – many have no interest in this at all.  Entrepreneurs, on the other hand not only develop themselves (and that is an ongoing challenge), but they are also responsible for developing their staff.  Actually, if the truth be told, you will find that entrepreneurs try and develop everyone that they come into contact with.

I am sure that you can see from the few points that I have highlighted that the list could very well be endless.  The point that I am trying to make however, is that the mindset is very different.  It has to be!

This of course means that if you are wanting to start your own business and do your own thing, you have to step up to the plate and stop thinking like an employee and start thinking like an entrepreneur.

Next time we will have a look at some of the issues that you have to look at, understand and more often than not, follow.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

Motivation - Accepting Reponsibility for Change

MOTIVATION –  Accepting Responsibility for Change


By Nikki Viljoen of N Viljoen Consulting CC – May 2011

Dennis Waitley says “There are two primary choices in life, to accept conditions as they exist, or accept responsibility for changing them.”

Looking back on the articles that I have written on the subject of ‘accepting responsibility’ over the years, I am both surprised (at the sheer volume) and also a little saddened by it.  Saddened because I still seem to find the need to write about something that I really feel should be second nature and automatic – taking responsibility for ones actions.

Change has to happen, it is the only way that we grow and evolve, whether as individuals, as part of a team (such as a company) or even as a country – change is going to happen, accept it.  Despite the fact that so many of us resist change at every opportunity, we all accept on one level or another, that it has to happen – the Universe, the Gods (whomever you may perceive them to be) won’t let us sit and rest in our comfort zones for too long – we have to make changes and we all make them in our daily lives – yes we do, when you change lanes in order to go past another car – you’re making a change to your destiny (yip that’s exactly what you are doing!).

Now logic must tell us that any kind of change, no matter how big or how small, will have a consequence.  Not only will it have a consequence, but it will also have ‘pros and cons’ and depending upon which one outweighs the other and which one we choose, we will be, in effect, accepting that particular consequence and that particular consequence will have a responsibility that someone will need to take and since you made the decision to change, the consequence and therefore the responsibility for that change is, and should be all yours!

That makes me, (and therefore you too) a very powerful person (and I’m not talking about the power that CEO’s and world leaders – even corrupt one’s wield), I am talking about the power to make positive (yes and negative) changes in our own lives – changes that can improve every aspect of our lives.  Oh, I know that many folk bemoan their lot in life and bemoan the fact that they are stuck in a rut or have no choice – but I guess that that is their choice and therefore their decision and it should be their responsibility therefore, to live like that. 

The fact of the matter is that if you want to change, you have to take responsibility for yourself and make that change.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

HR 101 - Desertion and the AWOL Employee - Part 1

ARTICLE 49

Desertion and the AWOL Employee – Part 1

By Nikki Viljoen of Viljoen Consulting CC December 2009

It would appear that there is much confusion around this topic and also what the difference between the two is.

Let’s take it one step at a time. 

AWOL (Absent Without Leave) is exactly that.  It usually pertains to the employee who does not come to work and then does not phone in to advise why they are not at work.  They could be away for one day or they could be away for several days, but they usually come back to work with some or other long story as to why they were not at work and why they could not phone in.  Your leave policy should have a procedure to deal with this and the consequences for the ‘missing’ employee.

Desertion is when an employee just walks off the job or does not come into work at all and who has in all probability gotten themselves another form of employment and therefore has no intention of coming back, but just ‘forgot’ to tell anyone.

Both of these carry consequences and these consequences can lead to their dismissal.

So let’s bring in my favourite protagonists.  Mike owns a retail store in a busy mall and George is the store manager. Sarah is a sales consultant in Mike’s retail store and she reports to George. Jane is the head of the HR department.

One Monday morning during the December rush, at about 09h30, Mike received a call from Sarah advising that George had not arrived for work and that all the staff were standing outside the door, together with clients, as they were unable to enter the premises.  Sarah further stated that she had tried to contact George and that his cell phone went directly to voice mail.

Understandably annoyed, Mike instructed Sarah to wait at the store with the rest of the staff as he was on his way.  Mike contacted Jane and instructed her to try and get hold of George and briefly explained the situation.  Mike requested and received the spare keys to the store and made his way to the store.

Mike got the store started and then appointed Sarah as acting Manager until such time as they could ascertain what had happened to George.

Jane in the meantime had also tried to contact on his cell phone but the phone went directly to voice mail.  Jane then tried to contact George on his home number, this also went to voice mail.  Jane then tried to contact George’s wife and that phone also went directly to voice mail. Messages were now left on all three phones.

Nothing was heard from either George or his wife during the course of the day and Sarah managed the store and closed up in compliance with laid down procedures, in George’s absence.

That evening, Mike again attempted to contact George and his wife, to no avail. Mike left messages on all the phones again.

The following day, Mike instructed Jane to try and contact Mike and his wife again.  Again Jane could not get through and again messages were left on all of the phones.  Jane noted all of this in George’s personnel file. Nothing was heard from George or his wife during the course of the second day that he was absent from work.

On the third day, Jane again tried to contact George and/or his wife, again without any success.  Again nothing was heard from George or his wife.

By the fifth day, having still not heard from either George or his wife, Mike made the decision to follow the correct procedures in sending a registered letter and a telegram to George’s home address instructing him to return to work.  Again no response was forthcoming and a disciplinary was held in abstentia and George was found guilty of desertion and dismissed.

In this particular instance George never returned to work and Mike never found out why he left.  It was rumoured from time to time, by the staff that George had been seen working somewhere else, so it was clear to Mike that George felt that he could not face Mike and hand in his resignation and he had just decided to leave.  The matter was closed.

Next time we will look at some additional examples of desertion and/or AWOL.

 Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

Blogging 101 - The Content - Part 7

BLOGGING TIPS – The Content – Part 7


By Nikki Viljoen – Viljoen Consulting CC June  2010

Let’s face it – I write 5 new articles a week for my blog – that does not include what I write for the newspaper or the magazines such as Business Women or Your Business or Women’s Inc and it certainly doesn’t cover all the Policies and Procedures that I write for my clients – that’s purely just the blogs.  As you can imagine, my blog becomes, on occasion a voracious beast – seeming to devour everything, including me.  That said, it was my decision to write the blogs, it was my decision to share my knowledge and/or experience and/or research as I go along.  So yes, it’s my decision to post when I do.  That said, I know how I feel when I go to my favorite blog and notice that there are no new posts.  It feels like I have been abandoned!

For the record I do not post blogs on South African public holidays and I ‘shut down’ the office from the 16th December to around the 2nd working week of the New Year.  So there will be no blogs on those days.  I know that recently there was a time when I just had to stop – I felt like I was having a meltdown – so much stuff happening, too little sleep and not enough dreamtime or even rest.  What I should have done was posted something telling everyone that I was taking a break – people like to have consistency in their lives and reading their favorite blog on a daily/weekly/monthly (whatever time frame) means that you have to be writing their favorite blog on a daily/weekly/monthly (whatever time frame).  So again it is one of those “do as I tell you and don’t do as I do things!”

For many people, reading a blog (or any article for that matter) is them investing time in what it is that you have to say.  Time, as we know is money, so for them to be investing that time, is a great compliment to you.  For many, the justification for them taking time out of their busy schedule is a negotiation (usually an internal one).  The negotiation is this - “I am going to take time out of my busy schedule to read something that is interesting.”  So here’s the thing – what you write has to be interesting!  It doesn’t have to be funny (although that is my natural style of writing – so for me that helps), but it does have to be something that they want to read, something that is perhaps unique or something that is new or even something that is satiric.  Even if the topic is one that the whole world is familiar with, make it interesting, look at it from a different perspective or from a different angle.  Even if you use ‘your observation’ as the foundation of your blog make sure that it is interesting and full of information,

Next time we will look at a few more points about the content of your blog.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za

Networking 101 - Don't get lost in the day to day stuff

THE POWER OF NETWORKING

PART 137

Don’t get lost in the day to day stuff

By Nikki Viljoen of N Viljoen Consulting CC. November   2009

I see it all around me all of the time and quite frankly it was one of the reasons that I started this Networking blog in the first place.  What on earth is  she talking about, you must be wondering – well it’s quite simply this, all SMME’s/Entrepreneurs get caught up in the day to day running of their businesses and/or dealing with one crisis after another.  This usually means that they often cannot see the wood for trees and then bad decisions are made with bad solutions being brought into place and these of course have really bad consequences.

We get lost in our own minds and head space and I have even, on occasion heard someone say that they felt ‘lonely’ in business.  We get this whole mentality that it’s us against the world, us all on our lonesome!  What about the “I am an island” syndrome – I wonder how many times I had to hear that particular phrase?

Here’s the thing though, we are not alone, much as we would often like to do the dramatic “woe is me” thing and play the ‘victim/martyr’ role.  The reality is that we are really not alone.  Every small business owner/entrepreneur out there has gone through/is going through/will go through, exactly what you and I are going through right now!  How presumptuous of us to think that we are so completely special in the grand scheme of things, that we get to do things differently. 

Not only are we not intrinsically different to every other SMME/Entrepreneur out there, but we also don’t have to try and do it on our own, even if we are the only person in our businesses.  How’s that for a statement?

You see, that is the beauty of Networking.  We can interact with others who are going through what we are going through – others from businesses that are completely different to ours and even others from businesses that are very similar if not the same as ours.  We can learn from each other, we can learn together, we can brainstorm and find suitable solutions for ourselves and for others.  We can share information and ideas and we can keep each other grounded.

We can look out for each other and be a guiding light when someone else loses their way and starts to feel alone.

This is one of the reasons that Networking, for me is one of the most powerful tools in my business.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za  or http://www.viljoenconsulting.co.za

Business Tips - Social Media, What Gives

BUSINESS TIPS – Social Media – What Gives?


By Nikki Viljoen – Viljoen Consulting CC – December 2011

Many of my clients seem  to be tearing their hair out because of staff taking time away from their designated jobs to ‘play’ on the social media sites or incessantly chat on their cell phones.

Twenty years ago Social Media was simply the radio or television and was relatively harmless to business – I mean it was quite easy to ensure that staff were not glued to the TV or the radio.  With the introduction of WWW (World Wide Web) and the internet however, things have changed drastically and currently employers are bearing the brunt of it.

Today we have all sorts of distractions such as (but not limited to) Facebook and Twitter and don’t forget BBM (Blackberry Messenger)!  According to an article written by Jan Du Toit entitled “Social Media: Guidelines on the policy for employees using social media for non-business purposes”, employees spend as much as 79% of their business day, playing on social networking and/or gaming sites. Never mind the work that doesn’t get done, there is also the cost of the resource that the company will ultimately be responsible for.  Just how long can any company, regardless of its’ size, continue doing business under these circumstances – my guess is not very long at all.

There have also been reported incidents where employees have been dismissed because of how they have disparaged bosses and/or colleagues and/or clients, publically – what kind of damage does that do to the reputation of the company as well as the individual?  Yes, technology has advanced us as a species into a wonderful world, where there is so much to explore and learn – sadly, it has also caused huge problems in terms of the way that it is being abused by individuals who have no control over their own actions and who are addicted to the games or the interaction.  Sadly many of us find that are lives are now governed by gadgets.

It is obvious, that in order for SME’s (small, medium enterprises) as well as big corporate companies, to survive the technical revolution, certain measures need to be implemented to ensure that staff spend their work time actually working and not playing in their personal capacities.  Enter the Social Media Policy.  This will set clear guidelines to ensure that staff do not abuse company resources and provide clear definitions between what is and isn’t allowed. 

Here are some of the types of  issues that would need to be addressed:

If the employee is using media sites for business purposes, they must be aware of and clear on (but not limited to):

-    Which social media sites can be used and when.
-    The legality of postings and whether they are ethical or disrespectful and disparaging.
-    The company’s confidentiality policy should not be breeched, this should include the personal details of management, colleagues and even clients and suppliers.
-    Company details and information should be correctly disclosed, and only the official company logo should be used.
-    In terms of compliance or legislation, it is also a good idea to ensure that all copyright laws are adhered to.
-    Media type statements and/or public postings should always first be cleared by the employer and/or his/her designate.
-    etc.

For employees using the internet, social media (including cell phones and IM {instant messages applications}), they should be (but not limited to).

-    Company policy on the use of company equipment as well as what social sites can be used and when
-    Company confidentiality policy must not be breeched in any way, so company information must be kept safe
-    The company code of conduct should be upheld
-    Employees should only post in their personal capacities and not on ‘behalf of’ the company, their colleagues, clients and/or service providers and suppliers.
-    Usage of cellphones should also be included here.
-    Etc.

Furthermore, employees should be made aware of the consequences, should they fail to comply with the policy and a reminder that internet and e-mail and in the case of company cell phones, usage can and will be monitored.

It’s also a good idea to include this on the letter/contract of appointment, making sure that employees understand that when they sign their letters/contract, they also give employers permission to monitor the internet/e-mail/cell phone usage of the employer.

Please contact Nikki, if you require assistance with this policy and/or any other policies/procedures/templates that you may require.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za