HR 101 - What to do When . . . You Are Not Sure About Workmen’s Compensation? – Part 2

 

HR 101 - WHAT TO DO WHEN . . . You Are Not Sure About Workmen’s Compensation? – Part 2

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd.

Please note that this pertains to South African Labour Relations and Best Practice requirements.

So now you have registered and as required you need to send in your ‘Return of Earnings’ – what on earth is that.

You see, unlike most of the other ‘insurance’ legislated requirements, Workman’s Compensation is calculated and paid for on an Annual Basis and based on the Annual Salaries paid.  Let’s have a look at the requirements.

When are employers required to submit their return of earnings?

 

The W.AS 8 is the form that deals with the Return of Earnings, and this must be completed and submitted by no later than 31st March each year.  Once again the form can be downloaded from the Department of Labour site at http://www.labour.gov.za.

The return has to include, but not be limited to the following information:

- The amount of earnings paid by the employer to their employees, during the period from the 1st day of March the preceding year, up to and including the last day of February the following year.  In other words, it works exactly along the same dates as the tax year.  For example on the 31st March 2009, the amount of earnings paid by the employer during the period 1st March 2008 to 28th February 2009.  

- Should the employer have opened the business between these dates an ‘estimate’ needs to be submitted.

- In all instances, the Accountant must sign off to indicate the correctness of the information.

- Should the employer have more than one business or more than one premises, the Commission may require the employer to issue separate returns for each place or type of business.

- Any other information required by the Commission.

The amount that is required to be paid is based on an Assessment fee.

What is an Assessment?

The salary bill, together with the Assessment tariff will produce the Annual Assessment fee.

Let me back it up for a moment.

Logic will tell you that someone who works in an office, quietly without having to drive around or be exposed to dangerous chemicals etc will have far less chance of getting hurt at work than say someone who drives a Construction Crane or who works at a Chemical Factory.  So there are different tariffs for different jobs and they are based on the risks associated with the type of work that is being done.

The Assessment fee is calculated by the following formula.

Assessment fee = total workers’ pay, divided by 100 multiplied by the assessment tariff.

Logic must also tell you that there are many individual types of jobs that are exempt from being assessed as they carry very little if any kind of risk.

Who is exempt from being assessed?

In terms of the Act, the following institutions are not required to be assessed.  These are, but not limited to:

“

• National and provincial spheres of government, including parliament;

• A local authority who has obtained a certificate of exemption from the Workmen’s Compensation Act;

• A Municipality that has received an exemption;

• An employer who has, with the approval of the Director-General, obtained from a mutual association a policy of insurance for the full extent of his potential liability in terms of the Act for all employees employed by him.”

Well, I say that is pretty clear – so if you employ anyone, including yourself, and you wish to become exempt – you have to apply and receive a certificate evidencing the exemption.  The exemption is not automatic.

Next week we will have a look at when the Commissioner varies the tariff of assessments, when the employer must pay and “how to” pay.

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

Blogging 101 – What Makes a Blog Well Written? – Part 1

 Blogging 101 – What Makes a Blog Well Written? – Part 1 

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd 

There’s very little, in terms of feeling a great sense of achievement, as writing the last word in your article or blog.  It really gives me a sense of well-being that carries me well into the remainder of my day.

Checking my spelling and my grammar is something that I do as a matter of course.  That said though, I have recently become more aware of a few more elements that are needed to ensure that my blog gets read by as many people as possible.  As much as the feeling is absolutely great when you complete the blog, so too is it absolutely devastating, when you look at the statistics and see that no one has read the article or blog.  That can be absolutely soul-destroying!

So how can we fix this?

Think about this for a moment.  As we travel around town, to and from our places of work, to a meeting or indeed, just going to the local mall, we see the newspaper headlines that are strung from lampposts or advertisements up on billboards everywhere.  The headlines are designed specifically to entice us to buy the newspaper or buy whatever is being advertised.  So too, must our headlines (or titles if you will), entice the readers to read our blogs or websites.

The headline is very important – it must pack a punch, it must captivate the imagination, it must magnetically pull the reader in.

Having the right headline (or title) can actually mean the difference between having your blog being read by a multitude of people and not being read at all.

For me, part of my test is to read the blog out loud.  This means the headline as well.  Read it out loud and then ask yourself a few questions.  What picture does it paint in your head?  Does it make you want to read more?  Does it capture and hold your attention?  Does it draw you in and make you feel like you are a part of the whole story?

The next question is this – I use ‘Google’  to search what I am looking for, but it doesn’t really matter which search engine you use – if your headline was in the line up (or whatever it is that you are looking for), would you be compelled to click on it before you clicked on any of the others?  If you really are stumped and you can’t think of a suitable headline, ask a friend.  Brainstorm!  Throw it out there and see what comes back at you.  You will be amazed at the amount of help there is, and even more amazing is the fact that as you practice your writing, your skill at writing will improve immensely.

Next week we will have a look at a few more points on how to write a great 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 –The Importance of Business Cards

 Networking 101 –The Importance of Business Cards

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd.

Many people take a lot of trouble with their business cards.  The colours have to be just so, they have to be on special paper and when they come back from the printers they are scrutinized with a magnifying glass!  Cool – if you have the time or the inclination, I say go for it.  I am told my business card needs to be tidied up and "there’s a lot more than you can do with it" and this is usually by someone who is itching to redesign my logo (thereby changing my branding).  My standard reply to this kind of situation is, my card has all the information that anyone needs on it.  It tells them who I am, what I do, how to contact me – all the important information that I want to give someone.  So, in my opinion, that’s all I need.

I have business cards with me where ever I go, whether it is on holiday to an exclusive safari lodge, or down the road to the pub.  Always take your business cards with you, you never know when an opportunity is going to present itself and you want to be ready when it does.  There’s nothing worse than scrabbling around trying to find a piece of paper and a pen to take someone’s details down – it’s unprofessional and disorganized.  As a last resort (never scrabble around looking for a piece of paper and a pen) to take someone’s details down, use your cell phone (you’re much less likely to lose that).

If you have trouble remembering who people are, especially if you have been to a networking event and have come home with a fist full of business cards, make a point of writing something down on the back of the card to remember the person or what it is that they do.

I always put down where I met them as well, this jogs my memory and gives me a visual memory of the person.  When I get home and put all of their information on a computer, in the contacts section, I use the spare bit of space under the “IM Address” to jot down things about the person and what it is that they do so that when I am going through my database and I can’t remember who someone is, I have something to jog my memory!

Nikki is an Internal Auditor and Business Administration specialist and she can be contacted on 083 703 8849 or nikki@viljoenconsulting.co.za 

Inspiration – Postage Stamps

 Inspiration – Postage Stamps

By Nikki Viljoen of Viljoen Consulting (Pty) 

Bob Proctor says “Be like a postage stamp.  Stick until you get there.”

Quotes like this always remind me of the story that goes something along the lines of ‘there was this chap who went mountain climbing.  He went on his own as he enjoyed the solitude and it was his “me time”.  It was the time that he used to reflect upon his life, to look at the memories of where he had been and where he wanted to go.  It was the time that he could empty his head of everything and live in the moment.

Whilst climbing down a particularly steep and dangerous mountain face, a storm arose and before he could get to the bottom or take any kind of shelter (remember he was on a sheer rock face), the mist came in and he could not see anything.  He tried as best as he could to climb down very carefully, but after several hours he slipped and fell, holding onto the piece of rope that was attached to a piece of rock somewhere high above.  There he was dangling at the end of the rope in the mist and the rain and then to add to his woes, night fell.  The man hung on for dear life, he had no way of telling how far down he was, how close to the bottom of the climb he was – disorientated, alone, cold, afraid he faced his biggest fears.

He decided that it was time to Pray “Oh God”, he prayed “Please help me, please don’t let me fall, please tell me what to do”.  “Oh God, please don’t let me die, tell me what to do”.  Over and over he said the words and over and over a voice inside of his head said – “let go of the rope!”  The more he asked what to do, the more the voice told him to let go of the rope and the more he held on.  His shoulders locked, his hands locked and he dozed from time to time.

Morning arrived and with it glorious dawn and clear skies.  “Thank you God” the man breathed and as he shrugged his cramped shoulders and hand, he looked down to see how far he still had to go to get to the bottom and found that his feet were dangling about six inches from the ground!”

For me the moral of the story is two-fold – stick as the postage stamp until you get there and . . .  know when you get there and it is time to let go!

Often we hold on for too long, we get all emotional about the little space that we are occupying, instead of taking the leap of faith and putting our feet forward, and taking the next step.  As SMME’s and entrepreneurs, we have already taken that first step or leap of faith.  We have all gone in a totally new direction, trusting in ourselves, in our intuition, and in our capabilities – we have faced our fears and we have come out the other end triumphant – now is not the time to quit – now is the time to take the next step!

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 – What to do When . . . You Are Not Sure About Workmen’s Compensation – Part 1

 HR 101 – What to do When . . . You Are Not Sure About Workmen’s Compensation – Part 1

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd.

Please note that this pertains to South African Labour and Best Practice Requirements.

There seems to be a great deal of confusion about who must register, where to register, how to register, and when to register, so I thought it would be a good idea to try and demystify it.

So here are the important factors to consider as a Business Owner. Who Must Register With The Workman’s Compensation Fund and How Does One Register?: 

As a Business Owner in South Africa, if you employ a staff member (and that includes you – so if the only staff member is you) then you need to be registered. The Compensation for Occupational Injuries and Diseases (COID) Act of 130 of 1993 defines an employer as:

“Any person, including the state, who employs an employee and includes:-  Any person controlling the business of the employer;

- If the services of an employee are lent or temporarily made available to some other person by the employer, such employer for such period as the employee works for that employee;

- A Labour Broker who against payment provides a person to a client for the rendering of a service or the performance of work and for which service or work such person is paid by the Labour Broker.”

Well, that is pretty straight forward – so for example, I as N Viljoen   Consulting (Pty) Ltd do not have any staff members on the one hand, but ‘pay’ myself a salary on the other hand (to get the best tax benefits), so I will now need to Register for Workman’s Compensation.

The form that is required to be completed is the prescribed (Form WA52 – which can be downloaded from the Department of Labour site) and the employer is required to submit a separate form for each business they have.

What Records Are To Be Kept By the Employer

The Act says that the employer has to keep a register or some form of record of the earnings and particulars of employment. This record must be kept for a period of 4 (four) years.

The Act also says that this record must be kept open for inspection, not only for a representative of the Health & Safety fraternity but also for the Health & Safety Representative who must be elected in terms of the Act or also in terms of the Mine & Health Safety Act 29 of 1996 or for any of the shop stewards or similar Union officials.

Next week we will have a look at when to submit the return of earnings, what an assessment is, and who may be exempt from being assessed.

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

Blogging 101 – The Pros and Cons of Weekend Writing

 Blogging 101 – The Pros and Cons of Weekend Writing

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd 

I have often been asked why I don’t have a weekend post.  Well, the truth of the matter is that generally speaking, I am battling to keep up with the writing of the daily articles right now, even the thought of having to write another one or two more articles a week is enough to send me into a state of panic.

The reality though is that many people only work on the internet during the week, although we small business owners would generally not fit into that particular category.  Depending on who you target with your blogs, this would mean that there would be a lower number of readers over the weekend but that the number of readers on a Monday would increase sharply as these readers played “catch up”.

Many individuals though, just stop following a blog if they feel that they have missed too many episodes and some also feel really overwhelmed if they have too many unread articles waiting for them from their favorite blogs.

So in view of this, is there even a point in posting something over a weekend?

Well here’s the thing, even though there are many individuals who aren’t on the internet over the weekend, there are still many who are and these clearly are the folk that you need to target.

All the articles that I have read on the subject though really emphasize the need to write shorter, thought-provoking articles.  These are sure to catch the attention of the individuals who brave the internet on the weekends as well as appeal to the Monday morning folk who play catch up.  The weekend readers are also more likely to end up with a burning desire to know more and hopefully will then also begin reading your posts during the course of the week.

Remember though to keep it short and interesting.

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 Importance of Attitude

 Networking 101 – The Importance of Attitude

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd

Most people seem to approach a Networking meeting with the “Let’s see what’s in it for me” glint in their eyes.  Let’s face it, folks, as Trevor Nel of Inner Circle always says “We all come to these meetings to sell, not to buy”.  So what would make your service, your widget, or your IP so much greater than the next person?  Why would everyone in the room, suddenly stop wanting to sell their wares and in a unique 180-degree turn, all want to buy something from you – well the obvious answer is nothing!

So, you’re pretty much not going to achieve anything if you expect to be selling 50 deals on the night (day or whenever) of the meeting.  Clearly, your mindset needs to change.

Why not try going into the meeting with the idea that a) you are going to meet a whole new bunch of people (who also know a whole new bunch of people) and in doing so, you will strengthen and add to your database or b) you are going to meet a whole new bunch of people who you can leverage off and perhaps form Strategic Alliances or Joint Ventures with or c) now here’s a unique thought – how about you are going to meet a whole new bunch of people who you can actually assist by pointing them in the right direction and thereby being a huge “Value Add” in their businesses.  

Either way, you will have scored big time and will also have had value-added to your network, your database, and your business.

Networking for me is about giving assistance and being of help to someone else, believe me – the more help you give the more business you will write. That’s not to say that you become a “mother Theresa” type of figure – you still have to make money to put food on the table, but at this point, money should not be your primary objective.

So the next time you go to a networking event, make sure that your mindset is right, it will open up a whole new avenue to you and help with building new relationships, which in turn will bring you an abundance of new business.

Nikki Viljoen is an Internal Auditor and Business Administration Specialist and she can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za

 

Business Tips – Being a Mentor or a Mentee

 Business Tips –  Being a Mentor or a Mentee

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd 

I am of the opinion that we should all be both!

I can just see the startled eyes all around the world as that particular statement was read.

The fact of the matter is that even the great gurus like Dr. John Demartini, or Tony Robbins, or T Harv Eker, or closer to home, Brian Walsh, all have their own gurus.

So what’s it all about?

Firstly let’s get into the difference between a mentor and a sponsor, which incidentally, we should also all have at least one.

A mentor is someone who guides you through the process, be that at the office in a corporate environment or even if you’re on your own.  It’s about learning the ropes.  

Sponsorship is about someone who is in a high or influential position, who has seen your potential, and who will recommend you.  There are many times when you don’t even know who your sponsor is.  Here’s the thing though, even if you don’t know who they are, best you take notice that someone has recommended you or referred you and best you make the most of the opportunity because they will be watching you quietly in the wings and if you don’t perform, you will not get an opportunity from them again. 

Ok, so now let’s get back to the ‘why’ of mentoring.

“Mentoring” seems to be one of the latest buzzwords that are going around, but the reality is that it has been around for centuries.  Artists, philosophers, and warriors often took those who were inexperienced under their wing, and showed them the ropes or trained them to follow in their footprints.  It’s well documented throughout history.

Why is it so important to have a mentor?

The simple truth is that it is the easiest and simplest way to transfer skills and use “experience” to upskill and advance others in their careers.  It’s about sharing your knowledge and experience with others.

Mentoring itself can be split into two distinct categories.  Formal and informal.

Informal mentorships are usually about relationships and they develop spontaneously.

These relationships usually continue throughout the lives of the mentor and mentee, irrespective of where they may be employed, or whether they get married, or even if they have moved away.

Formal mentoring on the other hand is usually an assigned relationship and whilst it is often brought about by organizational programs that are designed to promote employee development, this is not always the case as entrepreneurs may seek mentors both on and offline.

In the instances where it is an employee development type situation, newcomers are able to learn about the company and how it operates as well as any ‘unwritten’ rules that may be part of the company’s culture.

The idea, irrespective of whether it is a formal or informal or corporate or small business owner, is that the mentor will help you and even train you to work smarter, whilst the sponsor will help you to fulfill your potential more quickly, which will allow you to achieve your goals faster.

Some of the questions that you should ask yourself before settling for a mentor are (but not limited to):

1. What sort of person would be the right mentor for me?

2. Would I be able to respect and trust this person?

3. Why do I want a mentor?  What exactly do I want to achieve by being mentored?

4. Who would be able to listen to my ideas or fears, without judgment, whilst at the same time, guiding me and not instructing me?

5. Where would I find a potential mentor?

In a formal mentorship-type program, there are usually mentors that are made available within the organization. There would also be documented goals and schedules for training and of course an evaluation.  Remember the old adage of “if you don’t measure it you can’t manage it?” Well, it is certainly very true about your mentorship. If you’re not progressing then clearly something is wrong.

In an informal type of mentorship, you could find a suitable match in an immediate supervisor or boss.

The onus would be on you, however, to stress your goal or desired outcome and then set up some rules in terms of when the meetings will take place and the evaluation that must take place to assess your progress.

Remember your mentor is giving, not only their expertise but also their time.  Be respectful and mindful of their time.  Do your assignments timeously and keep the diary and the minutes up to date.

Good luck on this journey and enjoy the experience.

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 

Inspiration – Our Own Minds

 Inspiration –  Our Own Minds

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd

Jameson Frank says “Our greatest battles are those that are fought in our own minds.”

Ain’t that the truth and wouldn’t the world be a much better place if that were the only place battles were fought?

I know, that for me on a personal level, the time I took out from my clients between the 15th of December last year and the 12th of January this year, served not only as a rest period but also gave me a chance to finish off some of the battles in my mind that started during the course of last year.

I know that for many (myself included) last year was a challenging year.  I certainly had one from a business point of view and from a personal perspective.  

My business has morphed in so many ways and become so much more than what I first envisioned.  I have started a second business that is so completely different from what I do and have done in the past, I have walked away from some pretty long-term friendships and have grown so much as a person.  

Most of these changes meant that great battles had to be fought in my mind.

All of these changes came about as a direct result of battles that had already been fought . . .  and won.

You see for me, although I am not scared of change and once the decision has been made, I usually embrace change – in many of these instances the actual decision to make the change, was extremely difficult and painful, but I knew deep down inside that they had to be made in order for me to move on or move forward.  

I made a choice to move forward in my life and in order for me to do that, changes had to be made – some of those changes cost me dearly, but had I not paid the price – I could have been stuck there for a long time and that price was one that I was not prepared to pay.

So now I am rested and ready and excited and rearing to go, into the new year, where I will reap the benefits of winning those battles and paying those prices!

What about you – how have your battles gone?  Are you ready to make history this year?  I know I am!

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 – What to do When . . . Your Staff Member Resigns Before a Disciplinary Hearing?

 HR 101 – What to do When . . . Your Staff Member Resigns Before a Disciplinary Hearing?

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd.

Please note that this pertains to South African Labour and Best Practice requirements.

So you caught the staff member ‘red-handed’ with his fingers in the till!  You’ve (for once) followed all the procedures and you have issued him with a notice to attend a disciplinary hearing and you can’t wait for this to happen so that justice can be served, in your favour for once, and then . . . he hands in his resignation!  Talk about frustration!  Been there?  Yes of course you have.  Then to add insult to injury you are sent a notification by the CCMA stating that the employee has laid a ‘constructive dismissal’ charge against you . . .  now what?

Ok, let’s take a step back and have a look at this one step at a time.

Firstly, it is the absolute right of the employee to tender their resignation at any time, except if that resignation is in breach of a contract – in that instance the employer will obviously have recourse.

There will always be those employees that would rather resign than face a disciplinary hearing, and then there are those who will resign during the hearing and even those who will resign once the verdict has been delivered.  

The problem arises, not when the resignation is handed in (although I must admit that that can be pretty frustrating) but rather when the employee then goes to the CCMA.

Let’s bring in the protagonists!

Mike owns a retail outlet in a Mall. George is the Manager of said retail outlet. George has been caught “red-handed” stealing stock out of the store and selling it on the side, and of course, pocketing the money. Mike has suspended George, pending a disciplinary hearing, and given George notice to attend a disciplinary hearing, with the obligatory 48 hours notice. The day of the hearing arrives, so does George, with his letter of resignation. Mike accepts the resignation, with immediate effect and George is paid out his leave pay, etc. and off he goes. End of story – well not quite, you see George goes to the CCMA and alleges that it was a constructive dismissal.

In this particular instance, the CCMA found that since George had resigned and that Mike had accepted his resignation, this had in fact amounted to a settlement between the two.

You see, George had resigned rather than wait to be dismissed. This would mean that George’s record would not indicate that he had been “dismissed” and would therefore appear to be unblemished. This was an informed choice, made by George, therefore George now was not entitled to “seek relief by way of reinstatement or compensation” – talk about having your cake and eating it!

On the one hand, George did not want to face a disciplinary hearing, which he knew would result in the termination of his employment, because of his dishonesty, because he did not want the “dismissal” on his employment record, and on the other, he wanted compensation from Mike because he now no longer had a job. Having made his choice to have the unblemished record, George could not claim to be entitled to both the unblemished record and compensation.

What George has not taken into account though, is that although he “resigned”, this does not necessarily look better on his record, because Mike has followed the correct procedures. All the details of the alleged offense (in this case theft) and the details of what occurred will still be on file.

Although Mike did not get the satisfaction of having George dismissed at a disciplinary hearing, Mike still has the right to proceed with criminal charges, even though George has resigned and is no longer employed by Mike. Obviously, whether Mike wants to go this route or not is entirely up to him.

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

Blogging 101 – Full-Time Blogging

 Blogging 101 – Full-Time Blogging

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd 

Someone asked me the other day if I had ever considered writing – blogs, articles, whatever -  full time.  My knee-jerk reaction was to burst out laughing and reply “No, not for me thank you”.  That was the end of that particular discussion.  Much later though, I did think about it . . . .  carefully . . .  and I must admit, that although I do love to write, writing full time, meeting daily deadlines, and doing research on stuff that I am perhaps not that interested in, will be the quickest way to put me off writing forever!  So my knee-jerk reaction was not so far off the mark after all.

Here’s the thing though – just because writing full time is not for me – doesn’t mean that it can’t be for you. There are probably a few other things that you need to think about before you make that decision though, such as (but not limited to):

Do you really love to write?  I mean really, really love it!  Is it something that you think about all the time?  Do the stories and words just run around in your head and continuously spill out as you frantically try and get them written down?  Do they make ‘little tornadoes’ in your mind until you can think of nothing else, but getting them written down, and then as soon as they are written, is your mind instantaneously filled up with the next story or more words? Whenever you go somewhere, as you look around you, are the words describing the experience or what you are looking at, forming in your mind and demanding to be written?  If I asked myself these questions and had to reply “no” to any one of them, I would seriously re-think whether I was meant to be writing full time.  You have to have the passion, if you don’t, you will just end up hating to write.

Are you leaving your current job?  Ok, so this one is a biggie!  For me this is a big question – you see, I am passionate about what I do.  My business has been going since 2003 and each day puts me that much closer to my goal – the one that the dream was started and built on.  My business is how I make my bread and butter and would I be prepared to either “dump” the whole thing or put everything on hold, whilst I write full time?  I think not! Even if I were to decide to go the writing full-time route, it would need to start slowly as it is not something that I have been trained to do – better to start off,  say blogging part-time, and see how that goes.  My advice on this one would be caution – a lot of caution!

Learning and research.  Talking about not being trained to write for a living, are you prepared to learn?  I know that many people pay “lip service” to the whole idea of “learning new stuff until the day we die”, but the reality is that many folk don’t want to be learning new stuff every day.  I know that from my own experience, every time I write a new blog or an article, I have to do some sort of research and in so doing, I learn something new.  So, contrary to popular belief, it’s not just about my opinion, it’s also about the facts and to get to the facts, you have to do the research – are you willing to spend that kind of time.  If not, then I seriously suggest that you don’t go into writing full time.

Collaboration. Here’s another thing that many people pay “lip service” to.  Many ideas are born out of “brainstorming” or people discussing issues or people sharing experiences.  Are you one of those kinds of people or is your stuff exactly that – “Your Stuff”?  Often writing an article is a very personal or even intimate thing that is torn from you.  It can be painful or even embarrassing – would you be able to share then?  Perhaps I should also ask – COULD you part with it then?  I know from my own experience that there are some stories that I had to write down, that is often how I have dealt with some of the issues from my past, but that doesn’t mean that I am willing to part with them or share them, but what about if you are being paid to write that particular story – how would you feel about parting with it then?

Endurance and patience.  Just like any other enterprise, you have to endure and be patient.  Chances are that you are not going to be earning huge amounts of money from stuff that you have written, and often five minutes after you have written it and before the ink is properly dry on the page, you’re onto the next story.  There’s no time to savor what you have written or feel the glow of pride in what you have written. I have often heard journalists talking about how badly they are paid and how they write for the “love of it”. That writing is not a job, it’s a “calling” or even a “responsibility”.  The reality is that like any other job or business endeavor, it takes time.  Again from my own experience, I have been writing my blogs now since about 2006 and I am only now starting to reap the rewards.  Has it been worth it – absolutely!  Without a doubt! But then . . . I do love to write. For me, it is also the love of the ritual, the experience, and how it makes me feel when I take out my trusty Shaeffer fountain pen that was a gift to myself when I bought it in 1977 (and yes I do still write with it every single day). It makes me smile when I think of the, by now millions, of words that we have written together and the journeys we have shared, and I can enjoy and revel in the moment . . .  but that is only because I don’t write full time.

Could I do it full time – absolutely not!  The question here of course actually isn’t about whether I could write full time or not – the question is, can 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 

Networking 101 – The Importance of Follow Through

 Networking 101 – The Importance of Follow Through

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd

Let’s start off with some of Helen’s tips that she mentions in her book “Networking: The Unwritten Rule of Business you need to know.”

Follow Through – Helen writes “It is estimated that 3% of people follow up after meeting new people.”

The 97% that don’t follow up must all belong, well in part anyway, to the “Reluctant Entrepreneur” foundation that I was talking about in previous postings.  

Yip, right people – everyone is just blown away by your product/widget/service that you are peddling at whichever networking event that you are at and they are going to do each other harm, in the rush to get to your door to do business with you!  I guess some people just live in a perpetual dream world!

YOU have to make it work!  Take the person’s business card, tell them that you are going to connect with them and then . . .  wait for it . . . . yes, that’s right, you actually do phone them!  What a novel idea!

In fact what you should be doing is sending them a mail with your Business Profile on it and in the e-mail, reiterate that you will be contacting them in the near future and then actually contact them.

The reason that you are contacting them is to set up an appointment for a “one-on-one” meeting.  Yes, I know that having these meetings can become tedious and time-consuming, but this is the way to do it.  Set up the meeting and actually pitch up. In my opinion, people who do not pitch up for meetings, or phone and cancel are disrespectful to me.  Not only are they disrespectful, but their behaviour also tells me who they are, in one word - unreliable!

The reason you are having a “one-on-one” meeting is to find out more about what they do.  Your first question should be along the lines of “Tell me more about yourself and your business – I need to understand more about what you do in order to help you with people in my database who may need your assistance/widget/services.”  

Starting your meeting in this manner, does two things: 1) It gives the other person the opportunity for them to talk (and you to listen… carefully) and 2) They will then feel obliged to ask you what it is that you do and then try to assist you.  Human nature and a person’s sub-conscience will make them feel the need to reciprocate in some way.

Listen carefully to what they are saying about what it is that they do/sell etc and ask questions about the widgets/services until you have a basic idea (you don’t have to understand it 100% - remember you don’t have to know how to build a car in order to drive one).  

Think about the people you have in your database/network and see if you can introduce them to the people with who they may have synergies and/or who may have need of their widgets/services.  Help them make the connection. 

I will continue this saga next time, with your approach and attitude towards Networking.  

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

Business Tips – 8 Tips on Stuff you Should Know Before you Start a Business – Part 4.

 Business Tips – 8 Tips on Stuff you Should Know Before you Start a Business – Part 4.

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd

So far we have looked at how vital it is to get clarity, to put a Business Plan into place, doing the research, avoiding discounts, hiring friends (or even family), and leaving the past behind.  Today we are in the final stretch with the last two tips.

Don’t be afraid to fail

I recently saw one of those motivational posts that said something along the lines of “The only difference between you and a master is that the master has failed many more times than you’ve even tried”!

The reality is that we fail . . . . .  all the time.  Think about the red robot that stopped you – you failed to go through the green in time, or the meeting that you were late for or even worse missed altogether.  They’re failures, sure not life-threatening ones, but failures non-the-less!

Don’t be too hard on yourself when you do fail.  Dust yourself off, learn the lesson from what you did wrong and then discard the failure and move on.  Take the lesson you’ve learned, put it together with all the things that you did right, and move forward.

I started this particular series with a plan, a business plan and I am going to end it with a plan – an action plan!  Clearly, planning is of great importance.

The Action Plan

For me, each issue that comes up must have its own plan.  So for example the registration and legal requirements need a plan so that I know what needs to be registered, how (what documents are needed to be completed and attached to the registration), and when by.

The administrative process needs an action plan.  What needs to get done, who is going to do it and how – the sales process would feature hugely here.

The operational requirements need an action plan.  What needs to get done, who is going to do it and how – the deliverables process would typically feature here.

Then of course the HR requirements also need their own plan.  What employees need to be sourced and recruited and of course how many.  What skills do they need, what are the legal requirements, where do you find them -  what do you need?  So typically you would need things like job specifications, job descriptions, letters of employment, and the whole host of policies and procedures.  Issues around who is going to write or supply them and when do you need them by, would feature here.

I have often heard people, from the safety of their cushy corporate jobs you understand, say things like “I want to start my own company – how hard can it be?”

The reality, of course, is that it is hard -  the reality is that there is a huge amount to do, research and understand and if you cannot keep track of it all you will make things a whole lot harder for yourself than they need to be.

So although it might take you a whole heap of time to put the action plans into place, they will most definitely save you a whole lot of time and angst in the long run.

Here we are at the end of this particular series.  I hope that they have been of some help and benefit to you as you start this exciting chapter of your journey.

I wish you good luck, good wishes, and good fortune.

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 

Inspiration – Overcoming Our Own Egos

 Inspiration –  Overcoming Our Own Egos

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd 

Nowadays our lives are lived at such a break-neck speed that we often don’t have time to draw a breath, much less have time to reflect.

We suppress our emotions, we manipulate others around us into doing what we want them to do, we play political games in the office with our peers and our managers, and even on occasion, with our subordinates.

All this is done in an attempt to get our own way and whether we win or lose is usually as a direct result of how much we believe in ourselves or don’t.  I guess it would be easy to say that much of our lives are governed by how much ego we have.  Too little and we are plagued by issues of self-esteem and too much and we strut our stuff like we are “cock of the coop”.

So how do we get real?  How do we get in touch with our true selves?  How do we get beyond that ego?

Well as I understand it, we “speak” from the heart.  Whether we speak to ourselves, or our colleagues, or to our peers and our clients, it all boils down to the same thing.

It means that we have dropped down from our self-imposed pedestals and our egos and that what we are, say, or are talking about is “what is” rather than what we would like it to be.

It means that we have stripped ourselves down to the core of us, our souls, our unconditional selves, our authentic selves, and that what we are saying is what we really believe deep down inside of ourselves, rather than what we have been conditioned to believe, or what we have been taught to believe, or what we think we should believe.

I also believe that there is a place down deep inside of ourselves that knows the truth.  Some call it the core, some the soul – whatever you would like to name it, it is the place that we all have that knows the truth when we hear it.

So it stands to reason then, that when we speak from our hearts, from that place down deep inside of us and those words are heard by people, in that place down deep inside of them that knows that truth when it hears it, that that is when we have made and make the most impact.

Doesn’t it make sense then to always speak like this – whether you are dealing with your spouse, your children, your colleagues, your bosses, your subordinates, your clients (insert whomever you would like to right here)?

It makes the most sense to me . . . but what do you think?

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 – What to do When . . . You Want To Suspend an Employee?

 HR 101 – What to do When . . . You Want To Suspend an Employee?

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd.

Please note that this pertains to South African Labour and Best Practice requirements.

Firstly, let us understand when an employee can be suspended.

Usually (but not always, so be careful here) an employee is suspended during pre-disciplinary investigations or pending the outcome of disciplinary action.  I would like to make it quite clear here though that the reason(s) for suspension should be documented and controlled by the terms and conditions of the Employment Contract or Letter of Appointment or the Company’s Disciplinary Procedures or the Company’s detailed suspension policies.  

Suspensions can often cause a huge amount of problems, so you really need to make sure that you are suspending the employee for the right reasons.

Issues that need to be taken into account when suspending an employee are, but not limited to:

- the need for the suspension

- the duration of the suspension

- prejudice suffered by the employee

- demands for disclosure of information

- constructive dismissal claims lodged due to resignation during lengthy suspensions etc.

Let’s go to my favorite protagonists for the type of situation that can arise.

Mike is our Business Owner.  He has a retail store that sells cell phones and accessories.  George is the Manager of the store in question and as such he is the sole key holder.  The stock has been, steadily but surely going missing on a monthly basis.  There are 4 staff members in the store and since clients do not have direct access to stock, it can only be one of the employees.

Mike has requested and received a printout of "activity" from the security company.  This evidences when the store ‘opens’ and ‘closes’ and also if the store has been entered after hours.  Mike notices that at least once a week, the store is ‘opened at’ around 10pm and then ‘closed’ again at around 10.10pm.  Since George was the only one with store keys and the alarm codes, it was a reasonable assumption for George to be considered the ‘guilty’ party.

This hearing was scheduled to last for five days.

George insisted that he wanted his attorney Alex to represent him.

Alex could only be available for the 5 days over a 3 month period.  This, of course, was not practical and unacceptable and George was given various options in order for the hearing to be expedited.  George was offered, (amongst other things) a 4-day postponement in order for him to find an alternative attorney and he was also offered the option to have the hearing held over the 3 month period on the condition that the suspension would be unpaid.  George declined all the alternative offers and the hearing proceeded without him being represented by an attorney.

In this instance, it would have been ‘unfair’ to expect Mike to pay for 3 months suspension because it was George’s insistence to have a particular attorney represent him and also because George declined all other offers made by Mike

Be careful though as an employer, not to insist on non-payment for all postponements requested by an accused employee.  Not all instances will be regarded as procedurally fair.  Each case must be judged on its own merits.

Next time we will explore another HR-related topic.

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

Blogging 101 – The Monday Blues

 Blogging 101 – The Monday Blues

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd 

Sadly for many, Monday mornings are a challenge!  They symbolize the return to the drudge that is their working life.  For many, the stress of starting a new week can seem overwhelming.  Some just can’t get going and like my staff in my corporate days, need a good swift virtual kick up the rear end to get them going.

With this in mind, your blog needs to pack a punch to make a statement, to stand out from the rest.

Remember, like most of us – people get to work, and usually, the first thing that they do is look at their mailboxes and discover . . . .  27 million e-mails in their inboxes (me, exaggerate – don’t be ridiculous).  By the time they have waded through the first 20 or so, the delete button become the favorite new toy of the day, so believe me when I tell you that the title of your Monday blog needs to jump off the screen screaming READ ME!

Oh – and when they drop everything to open up and read your blog, best it be worth the time and trouble they took to click onto your article, or believe me (again) that the little delete button will be working overtime!

For me, the “Inspiration” series that I have going, works really well, although in all honesty they are more of a challenge or a ‘wake up and smell the coffee’ kind of well . . .  motivation (usually meant for me specifically), and as such I believe that it sorts of “set you up” for the coming week.

Hopefully, they inspire, motivate, and even challenge you to get done whatever it is that needs to be done.

The point though is that you have to be different, innovative, and clearly unique.  Make your message so exciting or profound that the reader is left, excitedly looking forward to reading your next article.

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 – Why we Need to Network

 Networking 101 – Why we Need to Network

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd

So, why is it that we need to Network?  Again, I can only use myself and what I believe in as an example.  As a natural networker, it is extremely difficult for me to understand how people don’t feel the need to network.  Most of us use networking in some form or another on a daily basis.

Ha,  got you there, didn’t I?  Well, we do!  Ladies, if someone asks you where you got the new dress that you are wearing and you tell them where to go – you have networked.  You have recommended that someone go to a specific place in order to purchase a specific item.  That is a referral and referrals are part of networking.  Gents, if you are telling your buddy about the new golf course that you played on over the weekend and suggest that they play a game there because it was fabulous (ok, so maybe you did not use the fabulous word), you have networked.  You have recommended that someone go to a specific place in order to purchase a specific item.  Again that is a referral and referrals are part of networking!

So why is it so difficult to do it in the business arena, specifically when it is our own business?  Who knows!  

Anyway, today that is not the question on the table.  The question is “Why do we need to network”.  Well, I suppose, strictly speaking, we don’t.  We could go the really hard route and do the cold calling thing and knock on doors or try and book appointments with CEOs and Directors of Companies by sweet-talking or bribing the dragons called PA’s that protect their Lord and Masters from members of the General Public.

Networking is about taking our passion, together with our personal profiles or our own individual Branding, and getting it out there, visible so that people will refer others who need our services, products, or whatever.  Understand that this will not happen for very long if you cannot and do not deliver.  So your credibility has to be strong and your branding has to be clear in order for you to stand out from the crowd.

My take on this is that Business needs to be fun, and me trudging around the planet having one door after another slammed in my face, because they have never heard of me, is not my idea of fun!

So I choose to Network.  I choose to meet with people who are of the same mind as me.  People who want to do business, who can make a decision, and who know what they want and are prepared to go after it.  People who make things happen rather than wonder, what the hell happened?

Going to networking meetings organizes and structures this and makes the experience all the less painful – particularly if the meeting is facilitated or even partially facilitated.  For one thing, there is no hidden agenda, we are all there to do business.

Make no mistake, networking is still hard work, but the bottom line is that you have a foot in the door.  That is what a referral or lead is. .  a foot in the door, now it is up to you, the individual.  What are you going to do with your foot that is in the door?

Many people do not like to network because of their own misguided perceptions.  I constantly hear “I never get any leads” (don’t forget to put the whiny voice in when you say these words) or “They’re a waste of time”.

Well, that is because the person, who usually utters these statements, has sat in the meeting like a lump of lard and expected relationships to build themselves, or referrals and leads to fall out of the sky like manna from heaven, or to claw it’s way up out of the earth specifically to land as a contract in their laps!  To them I say – get real!

Networking is about meeting the right people quickly and effortlessly so that the business of relationship building can happen quickly so that business can be referred and deals can be struck and money can be made.

So, do you still think that there is no reason for you to Network?

I will continue this saga next time, with some great tips to Network with.  

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

Business Tips – 8 Tips on Stuff you Should Know Before you Start a Business – Part 3.

 Business Tips – 8 Tips on Stuff you Should Know Before you Start a Business – Part 3.

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd  

So far we have looked at how vital it is to get clarity, to put a Business Plan into place, doing the research, and avoiding discounts.  Today we will be looking at a few more issues.

Hiring Friends

If ever there is a quagmire in business, this has surely got to be one of the biggest!

The reason for this is that generally speaking emotions get in the way and when things should be debated or problems discussed, we tend to try and steer clear of the confrontation so as not to upset the friend and in doing so, we put the friendship under another type of strain.

The reality of course is that the friendship/relationship should not be brought into the office and any issues concerning work or the office should be dealt with as you would deal with any other employee.

Human nature being what it is, however, means that that seldom happens and unacceptable situations are allowed to continue until somebody snaps and irreparable damage is done to both the working relationship and the friendship.

If you are one of those people who find it difficult to separate the two relationships (and please understand that this would put you in the majority of individuals out there) then it would be in your own best interest not to hire someone that you consider a friend.

Similarly and equally as dangerous is developing ‘friendships’ at work.  What usually happens then is the same type of scenario as hiring friends and/or equally as serious, holding onto staff (who are now friends) who want to leave for whatever reason, but you don’t want to let them go.

Both situations are not sustainable and will more often than not, not be a good fit and when things go south and really aren’t working out well between employees and employers who are friends (or even family), then emotions need to be put aside and good business sense needs to be exercised and the employee needs to find work elsewhere.

Leave the Past in the Past, where it belongs!

Sounds like a title for a song doesn’t it!

Don’t get me wrong for one moment -  having previous experience is a great benefit and it certainly will serve you well in a new venture.  However, that said, especially if your previous business failed or did not take off as planned, don’t bring your fears and uncertainties and expectations in with your new ideas – leave those behind.

Previous competition, crazy customer needs, and service challenges, and the expectations that went with those, should also be left behind.  Learn the lesson that they taught you and move on.

This is a new business and it needs to be given the respect and dignity that it deserves.  So start afresh with brand new players for customers and new suppliers alike.

Remember that your business plan is a living, breathing document and you need to keep changing it and tweaking it as the marketplace changes and moves with the times.

Remember to keep up with the ever-changing market place too.  Technology moves very fast and often as a product hits the shelves it is already “old”!  Make sure that you keep abreast with what is taking place in your industry in order for you to be a leader who reaps the rewards rather than a follower who fights with snaps and snarls for the scraps left behind.

Next time we will look at a few more of these points that should be taken into consideration before you even start.

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 – Being Kind to Your Readers

 Blogging 101 – Being Kind to Your Readers

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd 

I’ve just read an article entitled “6 Ways to be Kind to your Readers” by Bamboo Forest, and I must admit I was absolutely intrigued by the title.  I mean kindness in itself is something most of us aspire to have and I am sure that we all think of ourselves as “kind people” or at the very least, we would like to think of ourselves as kind (even if we may not be).

But what does it mean – to be ‘kind’ to our readers when we blog?  I mean as much as it is our choice to write the blog, it is our reader’s choice as to whether they read the blog or not, surely?  

So here is what ‘Bamboo Forest’ had to say:

1. “Kill or shorten introductions”.  Now this particular statement, I am very sure will not work for me.  To be fair, I can understand it up to a point, but for me, my intro sets the stage for the story to unfold.  “Killing or shortening” that intro would hurt the story before it began to unfold.

2. “Champion quality over quantity”.  This one, however, in my opinion, is right on the money!  At a point, I was writing 5 new articles every week.  Now don’t get me wrong, if you have the time to do the research as well as write the article – well that’s just fantastic and a great bonus.  However, my workflow increased and the number of hours in the day didn’t and because I didn’t want to compromise the quality or the value of my writing, I have chosen to cut back on the number of articles that I write.  There may be times when there are no articles for weeks or even months and then again there may be times when I am able to write on a pretty regular basis.  I would rather write a good meaningful article than a rushed half-hearted one!

3. “Commit to having every post be entertaining”.  Interesting – absolutely!  Entertaining – well I am not too sure about that one, particularly in the world of business and especially in the world of business in South Africa.  Current legislation and politics and proposed new legislation often makes really scary reading.  Finding solutions to implement the changes without too much upheaval or cost, would hardly make for entertainment unless of course, you are falling about with laughter at the absurdity of it all.

4. “Write clearly” Well that makes perfectly good sense to me, especially when you are writing about business topics.  People need to know what the point is.  Let’s face it, if you are writing a piece of fiction, there doesn’t always need to be a “moral to the story” (although a plot or storyline is a must), but if you are writing a piece on business – there has to be a point and people have to “get it”!

5. “Keep your posts as short as possible”.  Again for me, this is dependent upon the telling of the story.  Sometimes the point is best made and illustrated by means of a story and the length of the story – well if the truth be told, it doesn’t matter how long the story is, as long as it keeps you engaged and interested and it illustrates the point, so that you the reader, “get it”!

6. “Step up your game”.  Now this one, I particularly like.  You see, for me “if you are not growing you’re dying”!  If you are not constantly challenging yourself and your readers with what you are saying, if you are not improving or engaging or teaching or learning or moving forward or upward in some way – well what is the point?

So I guess what I am trying to say is that there are always guidelines on what to do and how best to do it.  The thing is though, it has to serve your own soul and it has to make a difference in the lives of others – if it doesn’t meet those two requirements, well personally, I’d give it up.

Till next time, happy blogging!

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