HR - What is Dereliction of Duty

HR – What is Dereliction of Duty?

By Nikki Viljoen of Viljoen Consulting CC – February 2013

The Collins Concise Dictionary defines ‘dereliction’ as “conscious or wilful neglect” (especially of duty), whilst the Dictionary of English Synonyms lists the synonyms as ‘abandonment’ and ‘desertion’.  The meaning therefore is very clear – it is when an employee intentionally or on purpose, if you will, does not perform their tasks or duties.  There are no ‘accidents’ or ‘mistakes’ here – this is deliberate.

Many employers, when charging an employee for some misdemeanour or another, use the incorrect terminology and the term “Dereliction of Duties” has great ominous and serious connotation to it.  This coupled with the fact that it is a dismissible offence, even for the first offence, often makes it a great tool for frightening the hell out of the staff.

Employers – you need to be careful here as charging for the incorrect offence (or even wording the charges incorrectly for that matter) will result in a ‘not guilty’ verdict for the employee!

Let’s have a look at some examples of what can be termed as ‘Dereliction of Duties’.
-    When an employee completely ignores the client he/she is supposed to be serving, in order to complete the cell phone discussion that are having with a friend.
-    When the security guard leaves his post to go home early (or any time for that matter), without a valid reason.
-    When a staff member gives the keys to the safe or passwords of the alarms to an unauthorized colleague, so that they can have an extended lunch or go home early.
-    When an employee leaves the company truck, heavily laden with product, in a dodgy part of town whilst he takes his lady of the moment to the movies.
-    When a machine operator switches off all the safety devices on all the machines that are operated by everyone other than him.
-    When an employee downloads porn from a site that he knows is full of viruses.

Pretty standard stuff, I am sure you will agree although I am equally sure that you now understand the difference between not doing (or doing for that matter) something by accident and doing something that is planned, intended or deliberate.

Clearly then ‘dereliction of duties’ should not be used in instances that have arisen due to misunderstandings or miscommunication or because the staff member lacks adequate skilss or if machinery is faulty or not correctly maintained.

The punishment has to fit the crime and the crime needs to be correctly identified.  Charges that are incorrect will usually be thrown out and/or the employee found ‘not guilty’.

Again clearly, it is in your own best interests as an employer to ensure that you get the correct outcome by keeping your emotions in check and dealing with or presenting the facts calmly and  confidently is always a good thing.

To ensure that everyone knows what is expected of them as well as what the consequences are, if the boundaries are breached, to ensure that you have proper policies and procedures in place and that your line managers (and of course yourself) are properly trained to ensure that discipline and control is maintained.

Finally, make sure that all contraventions to laid down procedures are properly and calmly investigated and that the correct, legally applicable charges and therefore the correct wording is used to prevent additional losses to the company in the form of penalties levied against the employer.

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 TIPS - Where Else to look for Ideas - Part 7

BLOGGING TIPS – Where Else to look for Ideas – Part 7


By Nikki Viljoen – Viljoen Consulting CC February 2013

Last time we looked at the opportunities around what the last year brought, Everyday Activities and Hiatus, for inspiration or ideas for articles of interest that pertain to your particular passion.  Today we will have a look at a few more.

Free Writing
I have recently come across a style of blog writing called “Free Writing”.  Now apparently what you do is ensure that you will not be disturbed by phone calls or e-mails etc., decide on a small amount of time (like 10 or 15 minutes), sit down and just start writing.  Don’t worry about your mind wandering, just let your thoughts guide the writing.  Once you are done, you will obviously discard some of what you have written, but you will also be astounded by some of the profound things you have written.

Don’t be scared of your imagination.  Don’t be scared by the playfulness of your inner child, just have fun.

Movies
I often use movies, both the big screen and the small screen, that I have recently watched to illustrate a particular point that I am trying to make.  When your readers identify themselves with a favorite actor or actress or indeed even a favorite movie or show, they often ‘get’ the point that you are  trying to make a whole lot easier.

Read fiction
Read fiction – lots of it!  Sure it is also great to read factual type books, but fiction and fantasy are also wonderful.   Quite honestly, they inspire me and I am often amazed by the minds of the authors and how their brains work.  In particular authors like Dean Koontz, who is well known as a ‘horror story’ writer, and what about fantasy writers like J K  Rawling and her tales of Harry Potter or J R R Tolkien and his Lord of the Rings series, who wrote of hobbits and fairies and made up languages – what incredible imaginations they must have, what incredible minds . . . .  and their stories . . . that transport you to magical places.  They terrify, they horrify, they intrigue and mystify you but most of all they entertain you and that is exactly what your blog should do – entertain your readers.

Nature
Years ago before everyone had a computer or the internet was available to many, I used to travel a great deal for work.  I also have a really great Russian friend Olga, who is married to a Greek chap and who lives on a tiny island in Greece.  We corresponded regularly and I introduced her to this incredible country by mail.  As I travelled and mostly drove to wherever I was going I would compose my letters to her in my head.  From the wide open spaces and “Big Sky” country of the Free State, to the magnificence of the Drakensburg and beauty of the Cape and the breathtaking views in the Eastern Transvaal.

Wherever I visited I bought picture postcards and then told the story of my journey there and what I saw around me.

More than 15 years later we still correspond regularly via SKYPE.  We chat often and she tells me that she often goes back to her bundle of letters and post cards from me, during the long cold winter months and imagines herself travelling those roads and seeing those sights.

I certainly learnt a lot about South Africa as I looked around me and I mean really looked.  There is nothing like having to describe something that you take for granted to make you open your eyes and really see!

Next time we will have a look at some more ideas to keep those blogs flowing. Until then “Happy Writing” and don’t forget to have fun!

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 - Choosing Wisely

MOTIVATION –  Choosing Wisely


By Nikki Viljoen of N Viljoen Consulting CC – February 2013

W Clement Stone says “Be careful the environment you choose for it will shape you; be careful the friends you choose for you will become like them.”

Life for me has a natural segregation in terms of the people that I choose to associate myself with.  We all know people who we cannot abide in our space – you know the ones that make the hair stand up on the back of your neck!  I avoid those.  There are people who you meet for the very first time, who you just get a ‘feeling’ about – you know the ones that something is just not right and you can’t quite put your finger on what it is.  I avoid those too.

There are those folk who are negative about everything – you come away from spending time with them and you are completely and absolutely exhausted and thoroughly depressed, you can barely put one foot in front of the other you are so tired.  I avoid those to, they are definitely not good for the soul.

I am also not too good with people who have hidden agendas.  The ones who say one thing and mean another.  The ones that are always undermining what you say, who twist your words to suit the occasion or even worse, who twist your words to suit whatever issue they happen to be championing. Those are just hard work.

I am a pretty open and transparent person.  What you see is what you get. I say what I mean and I mean what I say.  I am very loyal and very protective of my friends and most of my friends are also business acquaintances and clients – they trust me and I trust them.  Most of my friends are people who have high moral standards, their word is their bond and they believe in being fair, not judging folk on where they work or what they wear, but rather on who they are as people, what they stand for and how they treat people.  Most of my friends strive to make a difference in the world that they live in, they care about their fellow human beings and they lend a hand when and where they can.

I really enjoy being around optimistic people, folk who have great energy.  Folk who make your hearts feel light when they are with you.  Folk who light up the room with their positive personalities.  Folk like most of my friends.

Quite frankly, I am proud to be associated with them, I am proud of their achievements and I am proud to be ‘counted’ with them.  They are like minded individuals who strive and work together for the ‘common good’ and what more can you ask of anyone. 

I am more than happy to know that my life has touched theirs and that their lives have touched mine and I am more than happy to ‘become like them’.

I guess I am well and truly ‘shaped by my environment’.

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 7

BUSINESS TIPS – From Employee to Entrepreneur – Part 7


By Nikki Viljoen – Viljoen Consulting CC – February 2013

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
7.    The Role of Technology in your Business
8.    Self Confidence
9.    Creativity
10.    Focus
11.    Vision
12.    Result
13.    Networking
14.    Leadership
15.    Management

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

1.    Problem Solving
I doubt that there is a single business owner or entrepreneur out there who can honestly say that there is a single day that they don’t have to solve some sort of problem or another.  You have to be able to think outside of the box, change your mindset or your perspective and even think laterally.  Remember each problem that you solve successfully brings you one step closer to your ultimate goal and your success in the long term.

2.    Being Innovative
In keeping with the previous point, all small business owners are innovative in one way or another – yes all of them, even the bookkeepers and accountants.  They have to be in order to compete.  Each business owner or entrepreneur has to find a ‘different’ way to do things.  They each have to make what they offer different to what everyone else offers (and I am not suggesting that anyone does anything illegal here okay!) The more unusual your offering or product, the more likely your company will become valuable.

3.    Teamwork
A task/problem shared is a task/problem halved . . .  There is nothing truer than that, provided of course that you have the right team in place. Even though every team has a leader, someone who carries the ultimate responsibility and accountability, the reality is that a team where everyone contributes to ‘ideas’ as well as the tasks, works better together.  A team where everybody is part of the decision process is stronger as they are all working towards a common goal. Make sure that you have such a team!

4.    Strategy
Winning the Lotto is by chance (provided of course that you have bought yourself a ticket).  Winning in business is because you have planned properly and you have a strategy in place.  Beware that your strategy and planning don’t stay in that stage, remember you need ‘action’ to get the work done and succeed.

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 - Why you should succeed

MOTIVATION –  Why you Should Succeed


By Nikki Viljoen of N Viljoen Consulting CC – February 2013

Michael Jordan says “I’ve missed more than 9000 shots in my career.  I’ve lost almost 300 games.  26 times I’ve been trusted to take the winning shot and missed.  I’ve failed over and over and over again in my life and that is why I succeed.”

If the great Michael Jordan attributes his success to his failures, why is it that the majority of folk are so scared of failure?  Why does it make us quiver in our boots, break out in hives and reduces us to tears?  I don’t understand it!

Have I felt fear before – of course I have!  Have I been afraid of failing – of course I have!  I am no different from any one else out there, but here’s the thing – once you understand that we all fail on some level every single day, there is absolutely no reason to fear failure.  Ok, I am not talking about the type of failure that constitutes a life threatening or debilitating situation here – of course that should be looked at separately and individually and the risks taken into account etc.  But I am talking about the everyday failures that we encounter – things like making the wrong career choice and perhaps going into something that you have no passion for as a result of that, or not researching something properly and then purchasing a very expensive something that then does not meet your requirements or even starting a business that just does not get off the ground and you end up going into liquidation.  Yes, those are the everyday failures that many people experience, deal with, get over, learn from and then move on to bigger, grander and more spectacular successes than they ever could imagine.

Why do you think that is?  Are they any different from you and me?  Not really hey!  The one thing that sticks out about them though, is their “mindset”, the way that they react to any given situation that they find themselves in.

I am currently watching Masterchef Australia 2011, yes I know we are in 2013, but we are only watching it now!  There is a young chap that got into the top 50 (I forget his name now), in that particular journey he ended up in 3 consecutive elimination challenges, having failed in the pressure tests.  Gary (one of the judges) asked him why he was grinning from ear to ear on learning that he was once again in an elimination challenge – his response was something like “No worries mate, I get to cook again!”  Most of the other contestants had only cooked once or twice but because he kept finding himself in the bottom 3 and he had to cook his way out of that, he had ended up at this point cooking 5 or 6 times and his take on this was that the more he cooked, the more he showed what he could do and the better he was becoming at it.  The result, he is in the top 24!  How cool is that!  Was he afraid of failing  - I am really sure that he was, but he knew what he wanted to achieve and that is what he focused on.

How do you think Michael Jordan felt standing there, taking a shot that he absolutely knew, could lose the game?  I’m sure he also felt a profound sense of fear and clearly he did not give up, but took the shot anyway.  Was he upset about his failure to deliver the shot – I have no doubt that he was!  Thing is though, he didn’t give up on the game, he went back and practiced more.  He took what he had learnt from missing that particular shot and turned it around and he delivered, time and time again! 

It never stopped him from doing what he loved, he got up, dusted himself off and tried again, doing things slightly differently to ensure that he got a different outcome.  Were all the outcome’s successful – I doubt that too, but the point is he kept going, he kept learning, he kept trying and that is what makes him and all the other successful people out there different.

It’s about us controlling the failure and not the failure controlling us, by taking what we have learnt and applying ourselves to changing the outcome.  It’s about us keeping the objective in mind (and in sight).  It’s about us believing in ourselves and our dreams. 

Quite frankly, it’s about seeing things differently!

So going forward, instead of focusing our attention on beating ourselves up when we haven’t quite reached our goals or indeed our perception of what we need to be in order for us to ‘succeed’, lets’ turn the attention around and the focus on ‘how else can we get there’!

Never lose your dreams or your passions – they are what drive you, they are what makes you want to get up in the morning, they are what makes you want to be all that you can be!

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 - Belief

MOTIVATION –  Belief


By Nikki Viljoen of N Viljoen Consulting CC – January 2013

James Allen wrote “Belief always precedes action”.

Well I doubt that it can be any clearer than that!  Why is it then that people still try and do things that they don’t believe in or in fact take action even if it is something that they do believe in?  It’s a shame that so many have gotten it wrong!

I think that on some level, it’s the whole ‘begging bowl’ mentality that we seem to have bought into and also on some level the fact that parents and teachers ‘do’ everything for kids these days, it’s left us with this whole idea that ‘someone’ will do it for us.

Thinking back on my childhood, my parents certainly did stuff for me, don’t get me wrong, but they also taught me ‘how to’ do things for myself and once taught I was expected to do them for myself.  Some of my earliest memories is of helping in the kitchen and believe me it was no ‘mod con’ kitchen that most middle class youngsters have access to today – it was a farm kitchen.  We had an old ‘wood’ aga that was used for everything but baking (which required a more precise temperature)  and it was a very hungry beast that had to be fed most of the day. Sure it produced some divine tasting meals on a regular basis, but everyone had to help – whether that help was to chop the wood into the correct size or carry the cut wood to the box that lived beside the stove or every-time you went out of the back door, to check the heat of the stove and if it was in need of a log or two, to do the honours.  When it came time to prepare the meal, I remember having to stand on a wooden box to reach the table as I peeled vegetables and then cut them up for the meal. Today children get home and sit around on their cell phones or watch TV whilst frazzled mothers who have had long hard working days, struggle to juggle everything that needs to be done before they fall exhausted into bed long after everyone else is asleep.

I went to boarding school long before my 5th birthday – the farm was at least a 3 hour drive from the nearest school.  There all your books were supplied and of course everyone had the same brown paper covers.  Unlike today, the brown paper came in rolls, not the precisely pre-cut sheets that we get today and the teacher showed us how to cover the first one and the rest we had to do ourselves. Today I hear mothers of teenage children talk about having to go home to cover the school books for their offspring and I often wonder if the child is paralyzed.

School projects were done by school children who all had access to the same raw materials and whose own efforts were rewarded with the appropriate marks.  Nowadays parents do the projects for the children, who reap rewards from the efforts of others – now how exactly does that make any kind of sense at all?

I hear parents of children who are about to embark on their tertiary journey, bragging about their children who are ‘following’ in the footsteps of their fathers, mothers etc., in terms of their career choice and when you speak to the child, their passions are in totally different directions.  Shouldn’t people be ‘being the best that they can be’ and if you agree with that statement, surely you can only be the best that you can be at something that you are passionate about, or something that you totally believe in?

So is it any wonder then, that people sit around and wait for something to happen?  Is it any wonder that there is this whole sector of the population, that work in jobs that they hate?  Stuck in lives that they despise, but unable to escape their drudgery because of their inability to act.  Think of all the people who say that they hate Mondays or that ‘can’t wait for the weekends’ and how sad their lives must be because they are going through the motions, without passion.  How very sad is that.

If only they believed in themselves and their ability to find a passion and then act on that passion, they could be bouncing out of bed every morning, excited to start the day, excited to live life to the full, to be all that they could be . . .  and, it all starts with one little action!

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

EARLY WARNING - All About Procurement Fraud - Part 3

    

EARLY WARNING

All About Procurement Fraud – Part 3


By Nikki Viljoen – Viljoen Consulting January 2013.

Last time we looked at some of the different types of procurement

Today we will have a look at some of the different issues that need to be looked at, around procurement.

One of the ways to limit procurement fraud is to ensure that you have a proper procurement policy in place and that it is adhered to and checked on a regular basis.  Issues that need to be taken into account when implementing the procurement process are (but not limited to):

1.    Needs Analysis.
It’s a good idea to sit down and establish a strategy.  This of course means that you really have to understand the Company’s needs.  To start off, a ‘short term’ strategy (usually anything between three to five years) should be implemented.  You will also need to “define” the ‘technical direction’ as well as the requirements that this will entail.  Remember technology changes at an incredible rate and therefore you need to prepare yourself for all the changes coming down the road.

2.    Timing
When do you need the stock?  How long does it take to get to you?  How quickly (or slowly) do you go through the stock and at what level of ‘stock-on-hand’ are you comfortable with for each product? 

Remember stock-on-hand becomes money in the bank, only when it is sold, so having too much stock-on-hand is not a good thing particularly if it is a ‘slow’ moving product.

On the other hand, if you don’t have the stock-on-hand, you won’t have the money in the bank either as you cannot sell what you don’t have, so not having enough stock on hand is not a good thing either, particularly if it is a ‘fast’ moving product.

3.    Suppliers
You need to identify your suppliers. In a small environment this is usually done through your networks and then when that fails you will usually resort to Google.  Remember that whilst referrals from friends, relatives, colleagues and in particular staff, can be great, they may also carry a hidden cost in the form of ‘kickbacks’ or payoffs. 

You need to ascertain if the product is a specific brand, in which case there will be recognized suppliers, or maybe you would like a product that is similar but less costly.  You may want to use several suppliers for the same product or use a single supplier for all of your products.  You may want to use local suppliers or import your products, the choice of course is always yours.  Here’s the thing though, it is very important that you do the research and identify who best, will supply you with what you require at a competitive price – good value for money is the name of the game.

If you are wanting to import, then attending Trade Shows or contacting the ‘Trade” section of a Chamber of Commerce who will assist you, is the way to go.  Taking a company’s name and contact details out of the yellow pages or its electronic equivalent, without getting referrals and doing your homework is a very clear recipe for disaster.

Next time we will have a look at some more of these  issues.

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 TIPS - Where Else to Look for Ideas - Part 6

BLOGGING TIPS – Where Else to look for Ideas – Part 6


By Nikki Viljoen – Viljoen Consulting CC January 2013

Last time we looked at the opportunities around Television, being Angry or Upset and Victory and Defeat, for inspiration or ideas for articles of interest that pertain to your particular passion.  Today we will have a look at a few more.

Year
Share the lessons that you have learnt during the course of the past year and maybe some of what you consider to be your greatest achievements.

In terms of ‘lessons learnt’, if you have had to learn the lesson the hard way, I am sure that there are many individuals out there who would really appreciate not having to go through the angst and  anxiety themselves.

When you share your achievements it might be a good idea to take your readers on the journey as you experienced it as there may be someone who is on a similar journey who will be motivated and inspired by your achievements.

Everyday Activities
For me the ‘everyday activities’ are about the routine things that I have tasked myself to do every day, like for example the writing of my blog. It might be a good idea to explain ‘why’ you have chosen to perform these tasks on a daily basis and how you feel once the task has been completed.  Again for me, writing is extremely important as it is part of the ‘creative’ side of me.  If I don’t write something every day, then I am not ‘balanced’ and that causes its own set of complications. So once my blog for the day is written I feel that I have released my creative energy for the day and that brings about a sense of peace and well being – clearly a great way to start the day.

Hiatus
Believe me when I tell you that you can literally write something to death!  I know I did.  When I first started on my ‘blogging’ journey, all I wrote about was “The Power of Networking” – 170 odd blogs on Networking later, I found myself procrastinating every time I had to write another article and realized that I was all blogged out on the subject.  So I stopped writing about Networking and found something else to write about.  Am I still passionate about Networking – of course I am, but I can find no more to write on the subject and it is still all there for anyone to read.

Also, sometimes the creative juices are just not there – don’t force it, give yourself a break for the day or several days for that matter – you can always come back to it and re-kindle your passion for writing.

Remember though, if you do not enjoy what you are doing, then what is the point!  Always have fun!

Next time we will have a look at some more ideas to keep those blogs flowing. Until then “Happy Writing” and don’t forget to have fun!

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 6

BUSINESS TIPS – From Employee to Entrepreneur – Part 6


By Nikki Viljoen – Viljoen Consulting CC – January 2013

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
7.    The Role of Technology in your Business
8.    Self Confidence
9.    Creativity and
10.    Focus
11.    Vision
12.    Result

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

1.    Networking
One of the quickest ways to get to people who have more knowledge and more experience than you do is to network.  There are many SMME (small, medium, micro enterprises), entrepreneurial or start up networking groups out there for you to choose from.  Some leave you  to your own devices, some are semi facilitated and some are fully facilitated – find one that suits your requirements and get networking.  Networking is also a great way to build relationships with like minded people who often become suppliers and even customers and you will find people who will be willing to assist you by sharing their knowledge and experience.

2.    Leadership
Every company needs a leader and as a business owner that is who you are – the leader.  Quite honestly, your business success (or failure for that matter) is intrinsically linked to and dependent upon your capability as a leader.  You will need to inspire your staff, you will need to gain the trust and respect of your staff and you will need to commit to them if you want commitment from them.  If you are not a natural leader or are unsure of your role as a leader, I would suggest that you get yourself off to some training as soon as possible as leaders are not necessarily born, they can also be made.

3.    Management
Every business needs to be properly managed.  Whether you are on your own or you have staff, your business still needs to be managed and this is achieved by having some sort of plan in terms of the operation of the business.  What are you going to do with regard to sales, delivery etc. and how are you going to achieve that.  You have to know where you are going and how you are going to get there in order for you to succeed.

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 - Doing for Others

MOTIVATION –  Doing for Others?


By Nikki Viljoen of N Viljoen Consulting CC – January 2013

It was Booker T Washington who said “I began learning long ago that those who are happiest are those who do the most for others.”

Wow, Wow and Wow again! Dr Maya Angelou (who is Oprah Winfrey’s mentor) said something along the lines of “We learn in order that we may teach”.  Actually now that I think about it, many of the individuals that I look up to for wisdom and guidance, all talk about ‘giving back and doing for others’.

Ironically my Toastmaster’s speech this month is about not only having a hero, but also being one.  For me, in that place deep down inside of us where we know the truth, I know that my life’s purpose is to teach, to share, to motivate and to inspire and I can honestly say that I am at my happiest and the most at peace with myself, when I am standing in a classroom, in front of a whole bunch of new business owners or SMMEs (small, medium, micro enterprises) or entrepreneurs and I am sharing my experience or teaching them about the ‘how to’ of starting a business or explaining how important the business infrastructure is to ensure that deliverables are met and to ensure sustainable business growth.

There’s nothing quite like seeing the ‘ah-ha’ moment look on the faces of people who have just learnt the lesson, got it, seen the light (insert anything you like here), quite frankly it’s is worth more and is more precious than any financial gain.  It is truly a wonderful experience.

Be warned though, you can only help people as much as they allow you to and you cannot live other people’s lives for them.  Sometimes they just have to learn the lesson for themselves and there is no amount of advice and pleading and begging and shouting  and fighting with them that will change that.  Once you have handed out the advice you have to step away and let them get on with it.  Think about it for a moment – when a child is learning how to use feeding implements, you show them how and pretty soon they want to do it for themselves and you let them (I mean who wants to be feeding a 30 year old down the road!)  Sure they make a mess that you will, in all probability, have to clean up, but in essence you let them go and get on with it.  Why is it so difficult then, to ‘let go’ once you have given someone advice.  The reality is that once you have given the advice, it is up to them to use it or not.  It is no longer your problem.

So don’t be afraid to ‘give back’ or pay it forward.  Don’t be afraid to share the experience or life lessons that you have learned.  You will be all the richer for it and the Universe is a strange place – often you will get back far more than you ever gave in the first place.

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 - Training Records Check List

HR – Training Records Check List

By Nikki Viljoen of Viljoen Consulting CC – January 2013

As usual it is of the utmost importance that accurate staff records are kept and maintained.  Ultimately these may be required to prove illegibility in terms of BEE and/or EE requirements.

Clearly it will also assist with ensuring that staff are adequately trained for the tasks that have been allocated to them and/or to ensure that they remain up to date and ‘current’ with the latest technological and/or legal requirements and/or methodologies.

Some of the required information is (but not limited to):

1.    Employee’s personal information:
-    Surname
-    Name(s)
-    Identity Number
-    Employee Number (where applicable)
-    Designation/Position
-    Grade/Level
-    Line Manager
-    Department
-    Date Started
-    Gender
-    Racial Group
-    Disability

2.    Training courses attended
-    Course Name
-    Type of Training (i.e. skills/development/ABET/school level/further education/tertiary etc.)
-    Training Provider – Name
-    Training Provider’s registration information with the relevant SETA’s etc.
-    Starting Date
-    Completion Date
-    Number of Training days/hours
-    NQF credits – if registered
-    Examination information including results obtained.
-    Direct costs incurred – cost of course/books/examination fees/any other.
-    Indirect costs incurred – travel/accommodation/meals/any other.

3.    Bursary Information
-    Type of Study
-    Name of course/degree/diploma
-    Special Conditions that may apply
-    Contract date
-    Contract Term
-    Costs incurred.

Remember though that records are only worth anything if they are updated and maintained 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

EARLY WARNING - All About Procurement Fraud - Part 2

EARLY WARNING

All About Procurement Fraud – Part 2


By Nikki Viljoen – Viljoen Consulting January 2013.

Last time we looked at exactly what Procurement is and also briefly, what Procurement Fraud is.

Today we will dig a little deeper and start looking at the different types of procurement.

All decisions to purchase, whether that purchase is in goods or services open you, the business owner up to fraud of one sort or another.  This is because all purchasing decisions involve issues around delivery and handling marginal benefit and price fluctuations. One of the most important distinctions to make is the distinction between purchases with a ‘high’ risk fraud and those with a ‘low’ risk.

Larger manufacturing companies often use tools to analyze the economic and financial factors and implications that this produces as there are also two very different types of acquired goods and services and more often than not, procurement activities are split between these two depending of course, on the type of business that you are in.  The first type is ‘direct production related procurement’ and the second one is therefore ‘non-production related procurement’.  So now let’s have a look at what the main difference is between these two.

Direct procurement usually only happens in a manufacturing type of environment.  It includes all the different parts or components of the finished product.  This would be raw materials and/or components and/or parts.  Direct procurement therefore affects the whole production process within the manufacturing arena.

Indirect procurement on the other hand, pertains to the operating expenses and/or operating resources.  It’s the purchases that relate to the operational requirements of the company.  Clearly this has a very wide and far reach, as this applies to all the goods and services.  It is reflected in the standard office type supplies such as (but not limited to) stationery or regular office supplies to machines of a different caliber such as heavy equipment.  It also applies to consulting type services such as legal and/or accounting services.

In both direct and indirect procurement, systems need to be implemented to ensure that purchases are made at the correct time, from the correct supplies and at the correct price.

Next time we will have a look at these processes in a little more depth.

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 TIPS - Where Else to Look for Ideas - Part 5

BLOGGING TIPS – Where Else to look for Ideas – Part 5


By Nikki Viljoen – Viljoen Consulting CC January 2013

Last time we looked at the opportunities around Lateral Thinking and even the Wisdom of our Parents, for inspiration or ideas for articles of interest that pertain to your particular passion.  Today we will have a look at a few more.

Television
Now I know that there are many people out there who very seldom watch TV and whilst on some level I do understand their reasons, it is one of the ways that I relax and chill out.  Also, if I am really honest, there are several shows that I am particularly fond of (read absolutely hooked on).  The fact of the matter is that I learn from many of these show, trying to figure out who the culprit is in all of the ‘who-dun-its’ and learning the life lessons on the fantasy and esoteric type ones and just pure enjoyment and predicting the winners on the reality ones.  Yip, it’s official – I love watching TV.  There I said it!

Actually I have used examples of what I watched and the lessons learned, in several of my blogs – two that come to mind immediately are when one of the contestants in a reality show dissed the opinion of one of the judges – that was a motivational piece on respect and the other was a woman who documented her every move (giving specifics like pictures and the name of the place that she was at and then the next place she was going to) on Facebook (I think it was  CSI or one of those profiling shows) – that was an early warning about the content we share online.

So very much like Celebrities, watching TV can spark an idea that you can link to your subject material to illustrate what you mean.

Anger or being Upset
Who would have thought that being upset about something that you have read/watched/listened to/seen (insert anything you like here) would produce some of the greatest articles that you have every written?  I know that there is nothing like a good rant to clear the air and for me writing it all down transfers the anger (or indeed sadness) from my mind onto the paper.  It is one of the ways that I have of ‘releasing’ the pain or the anger. Obviously, once you have calmed down, you need to edit it to ensure that you have all your ducks in a row and that you haven’t mentioned anyone’s name, or you could find yourself in trouble.  Again I have, on occasion used some of these writings to illustrate a point.  Two that come to mind immediately are the one I wrote on the unrealistic begging bowl type expectations of entrepreneurs and/or start ups, especially around the issue of funding and the other was also about an unrealistic expectation of someone who expected everything to fall into her lap, or everything done for her, without her actually doing anything herself!  Both really got my blood boiling!

Victory or Defeat
This is one that I have used on many occasions and this year will be no exception.  My friend Perle said to me one evening during the course of the holidays, as we sat on her balcony sipping at an extremely cold beverage as we watched the sunset dip into the ocean “What were your highlights in 2012 and what were your biggest regrets”?  I really had to think carefully about this and decided to split it into two separate camps – one being in my professional life and the other in my personal life.  In both instances there were huge lessons learnt, but it was only in the “looking back” that the lessons became clear and this only re-iterates my conviction that we need to ‘look back and see where we have come from and what we have achieved’ more often. 

This is a theme that I have written about on more than one occasion and clearly something that I will be writing about again, during the course of the year.

Remember though, if you do not enjoy what you are doing, then what is the point!  Always have fun!

Next time we will have a look at some more ideas to keep those blogs flowing. Until then “Happy Writing” and don’t forget to have fun!

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 5

BUSINESS TIPS – From Employee to Entrepreneur – Part 5


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
7.    The Role of Technology in your Business
8.    Self Confidence
9.    Creativity and
10.    Focus

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

1.    Vision.
One of the greatest strengths that many Entrepreneurs have when they start out, is their ability to ‘think big’!  One of the biggest weaknesses that many Entrepreneurs have is to ‘start big’!  The first thing that they seem to do, once they have borrowed the finance to start the business is to rush out and buy the designer car, the designer clothes and live the designer life – the problem with that is, that it is never sustainable.

I was told the tale the other day of a chap who applied for and received financial assistance from the bank to purchase some much needed machinery that would assist him in automating much of his factory, which of course would increase his capacity because he could now produce his products a lot faster and a lot cheaper and this in turn would mean that his sales would increase too.  Now please understand the loan was for quite a considerable amount – it was in excess of R2m.  As soon as this chap had the money in his account he rushed out and bought . . . . no, not machinery – well I suppose technically a brand new sports car would be considered a machine!  The result . . .  as soon as the bank found out what he had done, they forced him to return the car and he immediately lost R100 000 on the deal.  Quite frankly, I have no sympathy at all.

Don’t get me wrong, there is nothing whatsoever wrong with dreaming the big dream and thinking big, but when you start out, you need to ‘start small’ and grow big.

2.    Result
Being able to achieve your dream and make a success of  the business that you are trying to build, is not just about your efforts.  It’s not just about ‘doing’!  Sure your actions are important and without them you will never get going or get to where you want to be.  The key here is ‘achieving’, it’s about getting the desired results. It’s about being able to measure what you are doing, so that you can manage your efforts to ensure that you achieve the results that you are looking for.

Let me explain . . I often find myself running around like a headless chicken.  This usually happens when I receive a panic call from a prospective client, who needs XYZ now and not a moment later.  Because I am always on the look out for new business and despite the fact that I have scheduled time for my current clients, I will drop everything to try and meet the requirements of the prospective client, who at the end of my running around, gathering information, putting a proposal together – then decides that they will ‘shelve’ the idea to another time when they have sufficient time/money/resources (insert what you want here) to implement what they were thinking about.  I on the other hand have run around like a mad possessed person, getting everything together so that I could meet their rushed deadlines and achieved . .  exactly nothing!

Now remember, I still have client’s who have expectations and I have yet to meet my deliverables, so that usually means that I have to work through the night and/or over the weekend to ensure that I give them the results that they expect and that they pay for. My result here is that at the end of all of this, yes I have met my deliverables, but I am exhausted, frazzled and often angry with myself, the prospective client and the world in general – not a good place to be.

As you can see, my personal challenge (and I suspect that it is true of many Entrepreneurs), is that I have to learn to say ‘no’ to prospective clients who have unrealistic, last minute requirements.  In other words, My efforts need to harvest achievements.

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 - Stuck Inside the Frame

MOTIVATION –  Stuck Inside the Frame?

By Nikki Viljoen of N Viljoen Consulting CC – January 2013

An unknown author said “It is difficult to see the picture when you are inside the frame.”
Oh you know that this one brought a huge big smile to my face and it just about how apt my “Step away from the car” saying is.

Ironically though, it is something that I have to consciously think about as I more often than not, react first and then think about what it is I have done rather that what it is I am going to do.  In the last couple of years though, I find it more and more easy to deal with situations once I have ‘parked’ the emotions in a corner somewhere, walked away from the problem and then made a decision once I have calmed down and looked at it from a logical perspective rather than an emotional one.

In fact, although I still get as emotional about stuff as I always used to, I find it a lot easier to come to a rational decision if I internalize the emotion first.  Once I have got the emotion under some semblance of control, I am able to focus or concentrate on something different until the anger or irritation dissipates and then once that has happened I can go back to whatever the problem/issue is and look at it in an almost completely detached manner or as I like to say it “in the cold hard light of day”, look at all of the options and then make the decision from there.  Once that decision is then made I am able to let go of the anger completely and that is fabulous!  There is nothing worse than hanging onto anger that just doesn’t seem to want to leave, but keeps lingering on as you play the whole scene of who said what and when and what you could have/should have done/said etc.  That just gets me all wound up all over again and does more internal damage.

So when you feel your blood pressure rising, along with the tone/volume of your voice – “Step away from the car”, go for a walk, have a hot bubble bath, play with your cat – do something completely unrelated until you have calmed down.  You will thank yourself in the long run!

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 TIPS - Where Else to Look for Ideas - Part 4

BLOGGING TIPS – Where Else to look for Ideas – Part 4


By Nikki Viljoen – Viljoen Consulting CC December 2012

Last time we looked at the opportunities around Justice, Karma and even the use of Satire, for inspiration or ideas for articles of interest that pertain to your particular passion.  Today we will have a look at a few more.

Lateral Thinking
I know that this one can sometimes be really difficult for people to get their heads around simply because many people are not lateral thinkers – so how about you try the word association game.  It’s the game where you start off with one word, any word – write it down, then when you picture that word in your mind, what is the next word or picture or thought that comes into your mind?  Write that one down and then the next and so on. Once you have finished you will find that you have written a really interesting blog, or a really hilarious one – depending on how your mind is wired.  I always have great fun with these and in fact, on the Business Master forum (http://www.businessmasters.co.za) we sometimes, just for the fun of it do these, with different rules in place, such as (but not limited to) only 5 words at a time and only 3 posts a day and you cannot follow on from your own post.  They often go really pear-shaped because you have upwards of 20 people participating – different people, different mindsets, different ideas and different dynamics usually result in great fun!

Parents Wisdom
Do you remember, when as a kid, the stuff your parents said always was a pain in the rear end?  When I grew up however and I understood the meaning behind the words – they took on a whole different life.  Actually if the truth be told, there are many articles that I have written that contain snippets of stuff that my Dad used to say to me or even stories from my childhood. 

Writing those stories transported me to another time, to another place and have brought back memories of sounds and smells and laughter and I have no doubt that they have transported the readers as well.  Don’t be scared to write about them, don’t be scared to share them – the sharing will empower you.
Next time we will have a look at some more ideas to keep those blogs flowing. Until then “Happy Writing” and don’t forget to have fun!

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 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, 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 an auditors, as 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

MOTIVATION - Do You Need Approval?

MOTIVATION –  Do You Need Approval?


By Nikki Viljoen of N Viljoen Consulting CC – December 2012

Vernon Howard says “A truly strong person does not need the approval of others any more than a lion needs the approval of sheep.”

One of the most liberating moments of my life happened when I was still working in the Corporate world.  I took my power back!

I can hear many people saying “You did What?”  I’ll say it again – I took my power back!

For years I had been a doormat to bosses and colleagues alike who often took their frustrations out on me.  Work was taken away from incompetent employees and dumped on me and I just accepted it.  The more pressure that I was put under the more I just accepted it.

I can actually see a whole bunch of you reading this with absolute disbelief – you cannot even begin to imagine me being like that – well that is because I am a different person now – I took my power back.

For months I had been coached and guided by my mentor, for months I had resisted this profound change because I was afraid.  How would I do it?  What would my friends think?  What would my family think?  Would I still have a job?  Would I be fired or would I be forced to resign?

I was sitting in yet another meeting where it was brought to everyone’s attention that XYZ department was again in a state of chaos.  It was a department that was constantly in a state of chaos and the mess had already been handed over to me to sort out – several times.

Each time I had come to work at 4am and only left after 7pm, so that I could manage my already heavy workload and fit in the ‘fix up’ that needed to be done.  Each time I had handed everything back to the department in question, in pristine condition, figures balanced, reports completed, filing done.

Each time the incompetents had walked away without any kind of consequence, in fact  they had been rewarded in a way, because they didn’t have to work late or come in early to fix up their mess.  They took no responsibility and they were not held accountable!

Each time the mess was just dumped on me without any kind of reward or even so much as a thank you.  In fact that year my boss had even “forgotten” (his words) to give me an increase!  How disgusting was that?

So, there I was sitting at this meeting, listening to the whole decision and the discussion around the “mess” and how it was going to be given back to me to sort out again and something inside of me just broke!  As it broke, I realized that if I didn’t make the decision to change the situation, to in effect – take my power back, I would continue in this way for the rest of my life and that thought just made my heart sink right down to the bottom of my toes.

I grabbed my notebook and immediately wrote out my letter of resignation.  I signed the letter, tore the sheet out of my notebook, handed the letter to my boss and walked out of the meeting.  With each heavy step my terror increased – what had I done?  My footsteps faltered and I almost turned back, until I heard my boss say “Don’t worry about her, she’ll be back and she will sort this out!”  With those words I realized just what they did think of me and my determination and resolve to do what was best for me cemented itself into a hard granite.  There was no turning back! I started walking again to my office where I packed up my stuff and walked out the door.

On my way home, with each step that I took, it felt as though I was shedding a load that had pinned me down for as long as I could remember.  I also realized just how empowered I had become, when several phone calls later the bosses were begging me to come back and in fact even tried to get my aunt to ‘talk’ to me as I was making a very big mistake.  The only mistake I had made of course, was not doing that a lot sooner.

Was I cured overnight – of course not.  Like most things in life, it’s a process.  You have to do it over and over again until there is an imprint on your brain that tells you that you are worthy and that you do deserve to be treated with dignity and respect and it was only years later that I finally came to the realization that ‘other people’s opinion of me is none of my business”.  It was only years later that I came to the realization that the only person’s approval that I need is my own.  But on that day, the day that I handed in my resignation and walked out of the door, that was the day that I took my power back and gave myself permission to be the person that I could be, the person that I wanted to be and the person that I am happy to live with today – me.

Is my journey complete?  Of course not – we are all ‘a work in progress’, but I am most definitely going in the right direction.  The question of course is  . . . .  are 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 – To Smoke or Not to Smoke – The E-Cigarette

By Nikki Viljoen of Viljoen Consulting CC May 2012

By now, here in South Africa, we should all be aware of the fact that it is illegal to smoke in a public place, in terms of the Tobacco Products Control Act.

It would appear however, that not everyone is aware of the amendments thereto.  Nowadays it is also illegal to smoke on a balcony that is semi or fully enclosed, or where there is a ‘fixed’ or permanent roof unless certain criteria has been complied with.  It is also an offence to smoke at the mall entrances and/or parking garages and in fact anywhere where there is a fixed roof.  As I look around me at the various establishments, particularly in the food and beverage arena, I see very clearly that very few individuals and/or companies are actually aware of the new legislation.  Sadly, many of them will learn the hard way when they are fined for non-compliance. Let me be very clear on this – the fines that can be imposed are really, really large and can cripple you in terms of cash  flow, if you are caught.

Whilst I am saddened by the number of youngsters, who I see smoking, on the one hand, I am also encouraged on the other, by the number of people who have stopped smoking or, who are attempting to stop smoking.

One of the most innovative ways of attempting to stop smoking is a little invention called the e-cigarette.

The electronic cigarette (hence the name e-cigarette) is also known as the personal vaporizer.  What it is, is a ‘battery powered device that provides inhaled doses of nicotine by way of a vaporized solution.” The e-cigarette is marketed as ‘an alternative to smoking tobacco products” and since there is no tobacco smoke and/or combustion and only a ‘water vapour’ that is released into the air. 
Therefore smoking an e-cigarette in a public place, in South Africa, is completely compliant and within the letter of the law in terms of laid down legislation.

Let me explain.

The e-cigarette does not qualify as a tobacco product as it is an ‘electronic device’.  It does not create any dangerous by products.  It does not release tobacco smoke into the air and therefore there is no possibility of “second hand smoke” inhalation.

There are several countries who are extreme and who also do not allow the use of the e-cigarette – these countries are (but not limited to), Australia, Brazil and Canada.

The Tobacco Act defines the smoking of tobacco products as ‘a product containing tobacco that is intended for human consumption and includes, but is not limited to, any device, pipe, water pipe, papers, tubes, filters, portion pouches or similar objects manufactured for use in the consumption of tobacco’.

In view of the fact that the e-cigarette is an electronic device that contains a mouthpiece, heating element, battery and electronics,  it is not used to consume tobacco and it does not contain any tobacco product (the nicotine is used in a diluted form).

Therefore in terms of the Act, this device is not prohibited  and the e-cigarette can therefore be used freely and without fear of non-compliance, in all public areas.

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

EARLY WARNING - All About Procurement Fraud - Part 1

EARLY WARNING
All About Procurement Fraud – Part 1

By Nikki Viljoen – Viljoen Consulting December 2012.
I have decided that going forward, not only will the “Early Warning” section be used to highlight some of the negative things that are currently happening, but it will also be used proactively to try and avoid the negative things from happening. In this particular case “Procurement Fraud”.  It is quite a large topic so as usual when this happens, it will be segmented into smaller parts.
So . . .  let’s start at the beginning – What is Procurement?
According to the Wiki “Procurement is the acquisition of goods or services”.  The Wiki goes on to say (sic) “It is favourable that the goods/services are appropriate and that they are procured at the best possible cost to meet the needs of the purchaser in terms of quantity and quality, time and locations (Weele 2010).  Corporations and public bodies often define processes intended to promote fair and open competition for their business while minimizing exposure to fraud and collusion.”
So what then is “Procurement Fraud?”
Again, according to the Wiki (sic) “Procurement Fraud can be defined as dishonestly obtaining an advantage, avoiding an obligation or causing a loss to public property or various means during procurement process by public servants, contractors or any other person involved in the procurement process.”
In the Corporate world and certainly in the Government Departments and Parastatels, the whole procurement process is handled by specific “Procurement Departments” with often, hundreds of personnel and this usually is where all the mischief happens.  Remember that in the larger companies (and obviously on a much smaller scale in the SMME playground), there are many different ‘types’ of procurement, depending on the sector – some of the more generic ones are (but not limited to):-
Staffing
Staff Training
Services
Stationery
Vehicles
Equipment (office and other)
IT (hardware and software) etc.
Keeping control of these purchases and these expenses has become a priority, as crime escalates and as always, as it affects the bottom line.
Sadly, more and more I am discovering that “Procurement Fraud” is not only taking place in the larger Corporates and/or Government and/or the Parastatels, but also in smaller companies, so going forward, in this series, we will together identify the ‘red flags’ and find practical solutions on how to avoid this particular scam.
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 TIPS - Where Else to Look for Ideas - Part 3

BLOGGING TIPS – Where Else to look for Ideas – Part 3


By Nikki Viljoen – Viljoen Consulting CC December 2012

Last time we looked at describing how people use gestures, for inspiration or ideas for articles of interest that pertain to your particular passion.  Today we will have a look at a few more.

Justice
Here in South Africa, although I suspect it is the same the world over, there are more than many instances where people don’t get what they deserve.

Let’s turn it around for a change and put a positive spin on things  - we are always very quick to complain when things are wrong, but how often do we give praise or make a big deal out of things that go right?

After getting intense headaches for a while now, I realized that I haven’t had my eyes tested for over 3 years now, so I promptly took myself off to Torga in Cresta (Torga have a great deal going at the moment) and was told that my new glasses would be ready in about 10 days.  Yesterday, after only 3 days I got a call to let me know that the glasses were ready.  What great service this was – great savings on the deal and glasses ready, way before the expected date!  Well done Torga!

Karma
Don’t stress it – I am not going all ‘airy fairy’ on you all.  The truth is though, that I do believe that what you give you get in return.  It is a simple philosophy, but one that has worked well for me over the years.  Again, there is always good karma and bad karma and gain, let’s turn it around and focus on the good.

The really great thing about this type of ‘giving’ though is that it doesn’t have to cost you a ‘financial anything’!  It’s about a kind word, or sharing some time with someone in need, or donating blood or even doing a ‘bro-bono’ mentoring session with someone.  Or how about endorsing some else’s blog or website or tweet, with several reasons as to why your readers may want to go there.

Satire
This is one of my favorites and let’s be honest here.  With all of Zuma’s and Malema’s antics, not to mention the rest of the crew we have, here in South Africa there is an absolute wealth of material!  Hells Bells, look at what Pieter Dirk Uys or Trevor Noa or even Zapiro have done with some of that material – not only have they built careers and made a lot of money with it, but they have also highlighted certain political and sometimes even very sensitive issues, with humour and they have made us laugh (we South African’s love to laugh at ourselves), whilst all the while also making a difference.  Now how cool is that?

My particular take on this is  . . . .  “so many articles to write and so little time”!

Next time we will have a look at some more ideas to keep those blogs flowing. Until then “Happy Writing” and don’t forget to have fun!

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 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, 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 an auditors, as 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

MOTIVATION –  Taking Action?


By Nikki Viljoen of N Viljoen Consulting CC – November 2012

Al Batt says “It is easy to sit up and take notice.  What is difficult is getting up and taking action.”

It’s been a long, hard year.  I’ve seen more tears than I have smiles.  I’ve see people in pain, emotional pain and even physical pain, as they have watched their lives fall apart, as they have been retrenched or divorced, or watched helplessly as their businesses have fallen down. I have lost some of those people to suicide, to drugs and to absolute despair.

It’s been hard for me to watch as many looked at their shattered lives, in horror and disillusionment, all the while bemoaning their bad luck, the bad economy, bad management by the government, too much power by SARS, perceived power of ex husbands or ex wives and their over zealous lawyers.

Some have given up completely and succumbed to whatever fate and consequence that awaits them.  Most cling to some or other notion that they will be rescued in the nick of time by some sort of divine intervention.  I suspect that they will be very disappointed and some will become even more disillusioned and despondent.

Some have gotten back onto their feet, shaken their fists at the Gods (whomever you perceive them to be) and done something about their plight.  Unfortunately many have done the same thing all over again expecting and even believing that they will get a different outcome – I suspect that at some point everything will come crashing down around their ears again and they will wear the same shell shocked, deer in the headlights, look that they have worn many times before – only to repeat the cycle all over again.

Some, a small quantity of folk, have not only taken notice of their predicament, but they have learnt the lesson, taken cognizance of the pertinent aspects of those lessons, discarded what was not needed, gotten up and done things differently.  They have found themselves on a completely different path in life, one that is sustainable and profitable and even self satisfying.  These individuals have, by their own actions, created their own ‘divine intervention’, their own luck and have changed their own destiny’s.

These folk have, by their actions, shrugged off the negativity that surrounded them, become deaf to all the whining and moaning, blocked out all the angst of government misadventure, SARS untimely interventions, economic woes and risen above the petty admonishments of the general business populace. They have done what they needed to do, not only to survive, but to live and to make a difference.

So who are you, or where are you in this world of perceived hardship?  Are you one who merely takes note of all that is going on around you or are you the one that gets up and does something positive about where you are going and where you want to be?

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 – What is Condonation

By Nikki Viljoen of Viljoen Consulting CC March 2012

The Merriam-Webster dictionary says that ‘condonation’ is:

“Implied pardon of an offense by treating the offender as if it had not been committed”.

Condonation in terms of labour is when an employee fails to refer a dispute to the CCMA (Committee for conciliation, mediation and arbitration), within the 30 day time period.

Let’s bring out the protagonists. Mike owns a small but very busy cell phone retail store is a popular mall.  George is one of the sales assistants.

George keeps taking sick leave and he does not follow the correct procedures which are 1) to contact his supervisor if he is not going to be at work or be at work on time and 2) to produce a doctor’s certificate if he has been off work for longer than two days.

George has already had a 1st, 2nd and final written warning for these offences.

George is once again not at work, he hasn’t phoned in and they have not been able to contact him.  A week later George comes back to work.  George is silent on the issue of why he did not call in and why he was not contactable but he produces a note from the clinic evidencing that he was at the clinic on the first day that he was absent from work.  There is no further documentation to evidence that George has been booked off.

George is issued with a notice to attend a disciplinary, he is found guilty and dismissed.

George does not appeal his dismissal and nothing is heard from him until three months later when Mike received a notification from the CCMA.

Now the normal rule is that George had 30 days after the date of his dismissal to lodge a dispute at the CCMA and yet, here we are three months down the line and a dispute has been lodged.

George had been to a labour attorney who had made a Condonation application and the commission had condoned it.

Some of the issues that the commission would have had to look at and consider before either condoning the application or rejecting it are (but not limited to):

-    How late is the referral
-    The reason for the referral being late
-    Whether the employee has a case or not
-    Whether there is prejudice to both the employer and the employee.

In this particular instance George had advised that he had been ill and had supporting documentation (being a letter from the clinic where he had been committed) to support this.  On the grounds of this documentation, the application was successful (it doesn’t mean that he has won, just that he can still lodge his claim).

The lesson here of course is for the employers to understand that just because the 30 day period has expired and they haven’t received notification from the CCMA, doesn’t mean it’s still not coming!

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

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 also 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 even just listened and been a sounding board, these 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

WORKSHOP:Jhb: 21st November 2012 - Financial Literacy for Non-Financial Entrepreneurs

Financial Literacy for Non-Financial Entrepreneurs – 21st November 2012

Hosted by Viljoen Consulting, Sisibukula & Soweto Hotel

Getting the numbers right can mean the difference between failure or success – understanding how the numbers work and then implementing that knowledge will make a difference to your bottom line.

Accounting is a language used to communicate important information about a business’ financial status and as a small business owner and entrepreneur understanding this language is vital to the financial success of your business. After all, how can you look after your bottom line if you don’t know what it is!

Financial Literacy for Non-Financial Entrepreneurs is a workshop aimed specifically at small business owners and entrepreneurs, at all levels who want to equip themselves with the basics of accounting and understanding the financial aspects of their businesses.

Understanding the language of accounting will empower you to take your business to the next level and to understand and manage the business growth. Ultimately you will be equipped to grow a healthy and sustainable business.

Nico Labuschagne facilitates this workshop.  Nico Labuschagne obtained his degree in Internal auditing from the Potchefstroom University based in Vanderbijlpark in 1997. To complete his articles, Nico joined a medium sized auditing firm. Nico then applied to join The South African Institute of Professional Accountants (SAIPA). After being tested and reviewed he was registered as a full member and received his practice number from the institute in 2002.

Like most entrepreneurs, Nico soon became bored with the mundane repetitiveness of corporate life. Nico had also noticed that in most small and medium sized businesses, the owners or and staff carried out the financial business without being equipped with any kind of accounting knowledge or understanding. 

Understanding the challenges that face SMME’s and Entrepreneurs, Nico felt the need to empower them and has done so by writing a financial programme for the business man/woman in easy to understand language. The programme aims at a better understanding of how accounting works and its importance as a tool in running a financially healthy and stable business. Accounting principles are demonstrated. Topics like what an income statement and balance sheet are and what to look for in these statements are covered. Entrepreneurs and SMME’s no longer need fear financial data, putting them in a very empowering position. The entrepreneur is in control of the business.

Topics that will be covered in this workshop:
•    Understanding the basic concepts of accounting.
•    Reading financial statements.
•    Analysing the basic elements of a balance sheet.
•    Using the evidence in financial statements to make a financial decision.
•    Determining financial viability of a project/enterprise.
•    How to base decisions on evidence in the balance sheet.
•    The financial strengths and weaknesses of an entity are analysed and suggestions are made of  ways to improve income and reduce costs.

No prior knowledge of accounting or bookkeeping is necessary for this highly effective but simple to understand workshop that promises to equip you with powerful tools to manage your business on a practical level.

Date:  Wednesday 21st November 2012

Venue: Soweto Hotel
Cnr Union Avenue  & Main Road
At the Walter Sisulu Square of Dedication
Kliptown
Soweto
Directions: http://www.sowetohotel.co.za/contact.htm

Price: R1195 per delegate (includes breakfast snack/finger lunch/refreshments and course material)

Time: 08.30 AM- 4:00 PM (Registration from 08.00 onwards). Please allow additional travelling time to combat traffic.

RSVP: Please book no later than Friday 16th November 2012. Space is limited therefore bookings will be accepted on a first come first serve basis.

To book your place for Financial Literacy for Non-Financial Entrepreneurs, please contact:

Business Engage ( formerly Women in Finance)  delegates please contact Colleen Larsen on colleen@womeninfinance.co.za or 084-353-9865. Paid up Business Engage members get a 10% discount.

Soweto Hotel delegates please contact Lorinda Timmins on 011 527 7300 or sales@sowetohotel.co.za. We are pleased to announce that Soweto Hotel Delegates will also qualify for a 10% discount if booked through Lorinda and this will go to their CSI up-liftment project in Soweto.

Workshop: Jhb: 24 October 2012: A Basic Practical Guide to Starting a Business

A Basic Practical Guide To Starting A Business – 24th October 2012

Hosted by Viljoen Consulting, Sisibukula, Business Engage (formerly WIF), Jamii and Soweto Hotel.

Getting started in the right direction will ensure a smooth transition from 'wannabe' to business owner and will allow you to focus on what you are good at - you know, getting that product and/or service to market.  Making sure that you have everything in place and working correctly, will ensure maximum productivity with minimum effort and will always affect your bottom line.  Getting your processes and procedures in place will ensure that your business is built on a strong infrastructure that usually translates into a sustainable business.

The workshop deals with the everyday issues that arise when starting a new business.  It will save you time and energy as well as money.  Understanding what documents need to be in place and utilizing simple but effective processes will ensure that your workflows run smoothly and effectively. It is about dealing practically with the day to day issues that every business owner has to deal with, without getting bogged down in the quagmire of administration and operational requirements.

A Basic Practical Guide To Starting A Business is broken up into the following main titles below and starts off with the difference between a Sole Proprietor and a Company and how to register the different legislative entities.

-    Accounting Records & General
-    Banking Accounts
-    Receipts and Banking
-    Cheque Payments and/or Internet Payments
-    Invoices
-    Credit Notes
-    Bank Reconciliations
-    Petty Cash
-    Control of Numbered Stationery
-    Computerised Accounting
-    Staff & HR Issues
-    Security/Safety
-    Money Laundering
-    Filing
-    Stock Control

No prior knowledge of Starting a Business is necessary for this highly effective but simple to understand workshop that promises to equip you with powerful tools to register and manage your business on a practical level.

About the Facilitator – Nikki Viljoen
Nikki Viljoen is an Internal Auditor and Business Administration Specialist who has her own company called Viljoen Consulting.

Nikki has in excess of 35 years experience in this field both from a banking and Corporate perspective as well as almost 10 years as an Entrepreneur.

Having seen a huge gap in the SMME market, Nikki started Viljoen Consulting to assist SMME’s to become compliant and to establish controls and processes and to implement structure into the smaller companies to give them greater stability, and to encourage sustainability.

Nikki’s business blog http://www.businessreality.blogspot.com/   or http://www.viljoenconsulting.co.za/ was internationally rated at 8.9 out of a possible 10. This places Nikki 5th in the world in her category. With her blog Nikki shares useful Business and Personal tips with anyone who cares to read it.

Date: Wednesday 24th October 2012

Price: R1 195.00 per delegate (includes breakfast snack/lunch/refreshments and course material) - Remember Standard Bank voucher holders get a 20% discount.

Venue: Soweto Hotel
Cnr Union Ave & Main Road
At the Walter Sisulu Square of Dedication
Soweto
Directions: http://www.sowetohotel.co.za/contact.htm

Time:  08.30 to 3.30/4.00 pm. (Registration from 08.00 onwards). Please allow additional travelling time to combat traffic.

RSVP: no later than Friday 19th October 2012 . Space is limited therefore bookings will be accepted on a first come first serve basis.

Please contact:-
Business Engage ( formerly Women in Finance)  delegates please contact Colleen Larsen on colleen@womeninfinance.co.za or 084-353-9865.  Remember BE delegates who are members get a 10% discount.

Soweto Hotel delegates please contact Lorinda Timmins on 011 527 7300 or sales@sowetohotel.co.za. We are pleased to announce that Soweto Hotel Delegates will also qualify for a 10% discount if booked through Lorinda and this will go to their CSI up-liftment project in Soweto.

Everyone else please contact Nikki Viljoen on nikki@viljoenconsulting.co.za or 083 702 8849   for booking details.

Be part of a group of Entrepreneurs helping and creating opportunities for other Entrepreneurs.

WORKSHOP: Jhb: How to Write a Business Plan

Workshop Invitation: How To Write A Business Plan – 18 July 2012

Gaster Sharpley, author of “My Small Business” writes “Planning is critical to the success of a business, no matter how small or big the business is.  Most Entrepreneurs only put a plan in place when they need to borrow money, however, even a cash based business should plan in order to stimulate and influence growth.”

Writing a successful business plan is the first stepping stone to achieving your goals as a business owner. This task can seem daunting, especially if you are not equipped with the correct knowledge.
Sisibukula in conjunction with  the S A German Chamber and Business Engage (formerly Women In Finance)  is proud to host a workshop entitled “How to write Business Plan” facilitated by Kevin Foot.

About Kevin Foot
With many years of experience in corporate management and International Trade, Kevin Foot has the insight into the workings of a business that will give your business plan the edge it needs to be successful. As an Associate of the Institute for Independent Business (www.iib.ws) and a registered business broker for Aldes business brokers (www.aldes.co.za) he aims to add value and a wider range of skills and knowledge to SMME’s.

This thorough course will take you through each step of the business plan covering each topic extensively.

Mission and strategies
Sales, marketing and finances
Product and service description
Target Market Profiles, Customers and users
Reviewing the competition
Marketing strategies, plan, projections
Technology and R&D
Operational plans including capital expenditure projections
Funding
Implementation

Join Sisibukula at this essential day long workshop:

Date: Wednesday 18th July 2012

Venue:  German Chamber
47 Oxford Road
Forrest Town
Johannesburg

Price: R1 195.00 per delegate includes notes, refreshments, lunch (VAT excl)

RSVP:               no later than Friday 13th July 2012. Space is limited therefore bookings will be accepted on a first come first serve basis.

For Booking Please Contact:

SA German Chamber delegates, please contact Bandile Gwebu  on 011  486 2775 or marketing@sagts.co.za

Business Engage delegates, please contact Colleen Larsen on 084 353 9865 or colleen@businessengage.co.za

Everyone else please contact Nikki Viljoen on 083 702 8849 or nikki@sisibukula.co.za
Be part of a group of Entrepreneurs helping and creating opportunities for other Entrepreneurs.