MOTIVATION - Attaining the Impossible

MOTIVATION –  Attaining the Impossible


By Nikki Viljoen of N Viljoen Consulting CC – April 2013

“Optimists enrich the present, enhance the future, challenge the improbable and attain the impossible” says William Arthur Ward.

What a lovely thought!  Actually what a lovely several thoughts!

I have always believed that I am a ‘realistic optimist’.  I remember sitting in my English Major class in college in the early 70’s and making that statement, in front of the whole class, to the teacher (who I still consider one of my closest friends some almost 45 years down the line), and her looking at me as though I had ‘lost the plot’ when she said “Exactly what does that mean?”

To be completely fair, I have been asked that very same question many times since then and explained as I will here.

Let me put it this way (and I am going to give my beliefs around South Africa here as an example), I have great faith in South Africa.  I think that we have huge potential to grow as a nation, to join together in making this country the best that it can be.  I believe that if we all work together and all do our bit, that we can eradicate poverty, crime and corruption.  That is the optimist in me talking.  The reality of course is that we may very well grow but that will be a huge climb because unfortunately the fact of the matter is that not all members of the nation will be ‘pulling’ in the same direction. Not all will be working to eradicate poverty because some will be stealing the food/opportunity/ money for education etc. right out of the hands of those poor people.  Not all will be working to eradicate crime and corruption, because many will be actually working very hard in their chosen professions of crime and corruption! That’s the realist in me talking.

So whilst I am very enthusiastic about the potential of the country I am also acutely aware of the challenges that face us all if we are to get it right.

Thing is though, although I am very aware of the challenges, I am also inspired enough to want to do something to make the whole thing work.  I am still prepared to ‘do my bit’ to make a difference and to motivate and perhaps even inspire others to also do their bit, no matter how small or how ‘little’ that bit is, because you see – all the ‘little’ bits will at some point join up to become a ‘big’ bit and that ‘big’ bit will make a huge difference and that ‘huge difference’ will ‘enrich the present, enhance the future, challenge the improbable and attain the impossible’.

As much as the reality is that there will always be those who are pessimistic about the future, the reality is also that the impossible can be obtained, if everyone ‘Chips in’ and does their ‘little’ bit.

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 - How to Manage Sick Leave Abuse - Part 2

HR – How to Manage Sick Leave Abuse – Part 2

By Nikki Viljoen of Viljoen Consulting CC – April 2013

Last time we looked at some of the records that need to be kept in order to ascertain the trends of absenteeism.

This time we will look at what you need to do in order to try and get to the root of the problem.

You need to do an audit on your company to see if you can highlight the problem areas. 

Included in your audit should be the following (but not limited to):
-    Is there a documented leave policy in place and do all of your staff know the possible consequences of abuse to absenteeism.
-    Whether or not the line managers and/or supervisors (and indeed even you yourself) manage the absenteeism.  Do all the employees face the same consequences or do some employees get preferential treatment?
-    Are the workspaces and/or working conditions comfortable, are your staff working in a safe environment, is there sufficient lighting and air circulation etc.
-    Are there any other factors that could have any bearing on job satisfaction?  If so, these could be part of the absenteeism problem.

There are several ways in which to conduct this type of audit, and it doesn’t have to cost you a fortune and it can be done ‘in-house’ as long as the person(s) conducting the assessment remains impartial and of course there cannot be any ramifications and/or adverse consequences  for the answers that you get from your employees.

One of the most successful ways to conduct this type of audit is by interviewing the staff.  Ideally this would be done with the line managers and employee representatives.  Another way to do this is to get the staff to complete a questionnaire or survey on the important issues – this of course can be done anonymously.

Some of the questions that could be asked are (but not limited to):-
-    What work do you do?
-    What are your responsibilities (as you understand them)
-    What department do you work in
-    Do any of the following impact on your work (work flow and/or quality of the work that is produced):
•    Level of noise
•    Attitude of fellow staff members and to fellow staff members
•    Attitude of management and to management
•    Availability of tools and equipment
•    Training to use the tools and equipment (and include in here computer and technical skills too)
•    Physical layout and accessibility of the work areas in relation to the work flow
•    Personal circumstances that may make coming to work difficult
•    Personal health problems
•    Any other factor that may make coming to work difficult

Don’t forget to include something where the staff can give suggestions on how to improve the situation – many years ago we had quite a fantastic response to this, with really great ideas.  We turned it into a competition and the person who came up with the most realistic, doable, innovative suggestion won a weekend away at the Company’s timeshare.

Many of the suggestions were put into practice and the absenteeism took a nose dive and stayed there.

Understand though that there will always be employees who have health problems and whose children have health problems  and these will always affect the absenteeism.  Be understanding where reasonable but use the “Leave Policy” correctly and make sure that there are consequences for abuse.

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 4

EARLY WARNING

All About Procurement Fraud – Part 4

By Nikki Viljoen – Viljoen Consulting February 2013.

Last time we looked at some of the different types of issues that need to be looked at around procurement. 

Today we will have a look at some more.

As we said 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. We looked at the Needs Analysis, Timing and Suppliers. Then we looked at Supplier Communication and Negotiation. Other issues that need to be taken into account when implementing the procurement process are (but not limited to):

1.     Supplier Liaison

Of course it is important for the supplier to perform and at this point in the process that is exactly what needs to be done.  It makes sense therefore to have some sort of scorecard in place around the performance of the supplier.  By now there should have been at least one or two deliveries and re-orders and the whole experience needs to be evaluated.  Should the supplier have not met your basic requirements, then it is obviously time for you to consider alternative suppliers and/or options.

2.     Logistics Management

Whilst we all have expectations around our suppliers and their delivery of our goods, it is incumbent upon us to ensure that we manage the whole process. Issues around (but not limited to) shipment, delivery and payment need to be monitored closely and of course the terms and conditions of the contract must be met at all times.

There may instances where ‘installation’ needs to take place and then training needs to be effected.  Clearly this would also need to be monitored carefully as well.

3.     Tender Notifications

Should your company be large enough to require and/or need tenders to go out to meet your procurement requirements then obviously this would necessitate a whole different workflow.  There are software systems that can be utilized or you can also outsource these requirements.  Obviously you can also keep this ‘in-house’ but I would suggest that careful consideration be taken into  how the whole process should work and of course a lot of research would need to be undertaken in order for this to be as painless as possible.

Be sure to document the process so that there are clear lines of what the requirements are and make sure that each step is monitored carefully.

Next time we will have a look at a few more steps that need to address in your procurement process.

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 - The Harsh Reality

BLOGGING TIPS – The Harsh Reality

By Nikki Viljoen – Viljoen Consulting CC April 2013

I was asked the other day by my Life Coach what it is about blogging that I find so addictive, having penned over 1300 articles.  I must admit I had to stop for a moment and think carefully about my answer and I am so glad that I did.

You see I have been struggling for some time now to get articles written.  It’s not for a lack of material you understand (I probably have enough material to keep me writing an article a day for the rest of my life and beyond).  The problem for me is a lack of time, or rather to be completely honest with myself (as well as you lot) and more to the point, a lack of organizing my time!  There . . . . I’ve said it!

I have on many occasions stated that I often write about what I most need to hear and this is again one of those instances.  I am ashamed to say that I have become a procrastinator of note!  Shocking hey!  To the point that every time I see an article about procrastination, I hastily file it without even opening it – now that’s just me being a huge coward on top of everything!

The really sad thing about all of this is that on some level I have to write every single day (and I am not talking about Policies and Procedures here either) in order for me to be fulfilled – it is my one creative outlet and I know and understand that if I don’t write and express myself and dig down deep into the core that is essentially me – well then I don’t grow and if I don’t grow  - well a part of me dies!  That sounded quite melodramatic don’t you think?

So what happened – why is it that I have not been writing every day – the simple answer is . . . life.  I have allowed the everyday clutter and clatter to creep into what is fundamentally time that should be sacred to me.  The ‘slap upside the head’ for me was yesterday when I had a meeting with a client who wants me to mentor him and we were discussing time constraints and how we would fit it into our respective diaries and he said “I know that on a Friday you like to catch up on your admin and that you like to take some time for your ‘dream time’, so let’s have the meeting on a Friday.”  My ‘knee jerk’ reaction to that was – Noooooooo!  Actually, now that I have really thought about in (in the writing of this article to be exact), the answer is still a resounding “No!”

I have to take back my ‘me’ time!  I have to get back into the habit that was mine for so long, where writing an article was part of my daily stuff – the daily stuff that matters.  I have to get back to doing what is best for me, in order for me to grow as a human being and an individual.

So if you are going through the same dilemma, understand it is about facing the ‘time thief’, even if that is you and taking control of your life.

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 9

BUSINESS TIPS – From Employee to Entrepreneur – Part 9


By Nikki Viljoen – Viljoen Consulting CC – April 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
16.    Problem Solving
17.    Being Innovative
18.    Teamwork
19.    Strategy
20.    Branding
21.    Marketing
22.    Profit and Passion

Today we will explore the last three in this series.

1.    Scalability
Contrary to popular belief in many quarters, there is a huge difference between being a small business owner and being self-employed.  Make no mistake, whilst it is incredibly important to keep your finger on the pulse of your business and be aware of exactly what is happening in every aspect of it, the reality is, if your business in not fully defined as a company and if it is still reliant on you for it’s very survival, well then you are self-employed. There is no right or wrong for either, it is purely dependent on the way the company (or you) operate.

It is important however, that when you plan for the future that you understand the difference between the two (being self-employed and owning a company that is). 

2.    Leverage
At some point in time, most business owners need funding.  Make sure that your business plan remains current as well as accurate and that you have made allowances for the interest that needs to be paid back (when you are calculating what you need and then what you can afford to pay back as well).

And finally . . . . .

3.    Legacy
Like it or not, we all leave a footprint of one sort or another on this planet.  We are all responsible, one way or another, for the consequences of our thoughts and actions.

The decisions that you have made, or not, have impacted on our planet, your community, your colleagues, your friends, your family and more importantly on yourselves.

What will be you remembered for when you are gone?

Of course we all need to make money to improve our lives and the lives of our families, but we also need to make a difference and leave the world a richer place for our having been here.

. . . and oh!  Don’t forget to always 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

MOTIVTION - Run to Your Dreams

MOTIVATION –  Run to Your Dreams


By Nikki Viljoen of N Viljoen Consulting CC – April 2013

Tina Downey says “You can run from your dreams in fear or run to your dreams in faith.”

For me this is a ‘no brainer’, but the question is always, which one will you choose?  I was recently interviewed on Summit TV on the issues around fear and how that fear impacts on Entrepreneurs and Small Business Owners  and how these Entrepreneurs and Small Business owners (or actually anyone for that matter) can deal with and even ultimately conquer or get over their fear.

There are of course different types of fear, fear of the dark or fear of heights and for the average business owner, fear of commitment, fear of failure or even fear of success.  Then we are often fearful of our own perceived shortcomings, our belief in ourselves (or lack thereof) – you know the one that I mean, that little voice in our heads that often  says things like  ‘don’t be ridiculous – of course you can’t do that’! The little voice in our heads that second guesses our every move, our every decision, that little voice that mocks us at every opportunity.

The biggest problem with fear is that it paralyses us.  We get sucked into its core and then it overwhelms us and the perception is that we need to ‘get away’ from it as fast and as far as possible.  We focus our entire beings on – getting away!

The reality of course is that fear will always follow and if you are fearful about something, (irrespective of what that ‘something’ is) and you don’t deal with the issue or the cause of that fear or the fear itself – there is nowhere on this planet that you can actually hide safely from that fear.

So how do you deal with that fear?  How do you reclaim your power (and make no mistake, we are all incredibly powerful beings)? 

Like most things in life different people deal with situations differently.  For me, facing my fear is the most difficult but yet the most liberating way of dealing with my fears and like we here in Africa say, “You eat an elephant one bite at a time”, the only way that I can deal with my fear is one step at a time.  I have to face that fear and ask the questions and believe me they are often incredibly hard questions because you have to dig deep inside yourself to find the answers.  The “what exactly am I afraid of” and “why am I afraid of that . .” type questions. Oh . . .  and there is no point is lying, no matter how much your squirm and try to get away . .  you have to be honest with yourself, brutally honest! 

Oh, and whilst I am on the subject – be prepared to make some changes in yourself, your mindset and the very core of who you are as a person.  You know the ones I mean – the hard ones! 

I find the easiest way to do this is, as usual, to write things down.  Let your pen be governed by your thoughts as you write down the question that you asked yourself and then the answer that comes – usually very slowly to start with and then like a gushing faucet or raging river – don’t worry about spelling or even writing down full sentences – don’t worry about whether you are making any sense at all, just write.  Once done you will be exhausted – well I always am.  Then it is time to be gentle with yourself, take a nap or have a massage – take your mind off what you have just gone through.

Once refreshed, go back to your writing and go through each item individually – make notes on what can be done differently to change the outcome and then work through each one individually. Put your thoughts into an action plan and make sure that the plan has dates by which tasks must be accomplished and slowly but surely get on with it.  Make sure that there are consequences if you don’t meet your deadlines and rewards if you do.  If you need to, turn it into a challenge or a game and before you know it, that particular fear will have dissipated and you will be well on your way to successfully accomplishing your goals.

Will you ever be afraid again – probably!  The fact of the matter is that we are human and we doubt ourselves, our actions, our plans. We doubt who we are and what we are capable of and even what our intentions are.  That said, it is also our very ‘human-ness’ that makes us courageous and strong and committed too.

If you would like to watch the interview please go to http://www.summit.co.za/current-show/bigsmall-business/dec2012/20121218.html - I am in Part 2.

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 8

BLOGGING TIPS – Where Else to look for Ideas – Part 8


By Nikki Viljoen – Viljoen Consulting CC March 2013

Last time we looked at the opportunities around Free Writing, the Movies, reading Fiction and Nature, for inspiration or ideas for articles of interest that pertain to your particular passion.  Today we will have a look at a few more.

1.    Quirky Facts
Having been in business now for 10 years this year (yes I am one of those good statistics that we hear about from time to time), I have encountered several ‘strange but true’ incidents and often write about them.  Some of them are hilariously funny and I often find myself giggling away as I recount the story, but sadly some of them do not have happy endings and I feel a profound sense of sadness when I tell these stories because they more often than not tell of loss – so yes some of my clients have lost their businesses, their relationships and their livelihood.  Both kinds of stories however, are told not to gloat or because I want to embarrass anyone, but rather to illustrate what can and often does happen, so that these particular types of results can be avoided where possible.  Obviously it would not be a good idea to ‘name and shame’ anyone, so the identity of the client or real life protagonist is always kept confidential – but their stories are told and hopefully they serve to prevent similar types of issues from reoccurring.

2.    Stating the Obvious
Just because I have made a statement, what feels like a million times and in my mind every person on the planet has heard it, the reality is that there are still many more out there who haven’t!  Just like I always tell people not to ‘assume’ stuff, so should I listen to my own advice and make the statement again! The reality is that there will be someone out there who hasn’t heard the statement yet and who in all probability, is in desperate need of hearing it.  So go back to the beginning, to what are the ‘ground roots’ or the cornerstone of what people need to know.  It may feeling like you are caught up in or stuck in a ‘ground hog’ kind of situation, but you will most certainly be assisting someone.

3.    Taking a break
When all else fails, I put my pen down or switch the computer off and spend some quality time with my kittens.  I tickle their tummies or scratch their ears and under their chins and just revel in the marvel of unconditional love and trust that my animals bestow upon me.  They never cease to bring a smile to my face or give me pause to chuckle at their antics and even on occasion to squeal when my youngest unmarried daughter of the feline furry persuasion bites my toes or nips at my ankles, in her own little attempt to get my attention.  Often the distraction is all that was needed to take my attention away from the frustrations at hand and I am able to once again focus and get on with what needs to be said and done.

We are at the end of this particular series and I hope that these tips have provided you with some inspiration when you have those moments where your mind is a blank and you feel that there is nothing to write about.

Remember, as much as you may need to get that article out there, you also need to enjoy yourself, so as always “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 tEIPS - From Employee to Entrepreneur - Part 8

BUSINESS TIPS – From Employee to Entrepreneur – Part 8


By Nikki Viljoen – Viljoen Consulting CC – March 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
16.    Problem Solving
17.    Being Innovative
18.    Teamwork
19.    Strategy

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

1.    Branding
We all know just how important it is to brand ourselves.  Think about it for a moment, even the huge big brands like Coca Cola continue to spend millions on advertising, just to ensure that their branding remains forefront in the minds of the general populace.  Even the famous ‘no name brands’ are . . .  well brands in themselves – they brand the Pick ‘n Pay’s and the Checkers, as the in house cheaper, but ‘just as good quality’ products.

The message is therefore very clear – if you don’t brand yourself, you are quite possibly branding someone else and you are most definitely sending prospective client’s elsewhere.  So get yourself and/or your company properly branding before you start you marketing campaigns.

2.    Marketing
Marketing is about getting your message out there – the who you are and the what you sell, be that product or service.  It makes logical sense then that who you are and what you sell will only affect the people that ‘hear’ about you or travel as far as your message goes.  Pretty much like you may very well be known by everybody at your child’s nursery school, if you move to another province no-one at the new nursery school will know you at all.  In order for your marketing to be successful it has to reach everyone in your target market.

3.    Profit and Passion
Unless you are a well-heeled (or married to a well-heeled) philanthropist, the fact of the matter is that you will need to make a living and in order to make a living you will need to make a profit.  Yes I know that ‘doing what you love’ means that it doesn’t feel like work, but that’s the beauty of doing what you love and charging for it – you will get out as much as you put in!  Okay, you might not get it out straight away, but you will reap the rewards at some point.  My workshop that was written almost 10 years ago now, has just brought in a huge lump sum and I mean huge – I wish you could see the look of pure glee on my face right now.  Actually if the truth be told, it is exactly that passion that you need in order to put the kind of effort in that will determine the kind of rewards that you will eventually get out.

If you’re doing it for free, you are not a business person but rather a philanthropist, if you are doing it for a fee then you are a business person – the challenge here of course is that you need to decide just who you are.

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

HR - How to Manage Sick Leave Abuse - Part 1

HR – How to Manage Sick Leave Abuse - Part 1

By Nikki Viljoen of Viljoen Consulting CC – February 2013

I can’t begin to tell you how many of my current clients are singing the same tune.  Actually if the truth be told it is much more of a lament.  Their staff are constantly off work “sick”.  Sadly for the employer this constant abuse of sick leave has far reaching and very damaging consequences and either the employee doesn’t understand this or they don’t give two hoots about the high risk factor to their employment that their irresponsible behaviour causes.

As the employer, you need to know exactly what the problem is and of course how big the problem is in terms of its financial implications.  Once this has been determined you will be in a far better position to take steps to address the situation.

Firstly you need to ascertain just how big your problem is and it is therefore time to look at the records to get all the numbers (now do you understand just how important it is to get the records done, up to date and properly maintained).
-    You need to have a look at the amount of time taken for each absence, for each staff member.  Are they ‘one day’ absences or two days at a time or several days.  What about ‘which’ days are usually taken – are they usually before or after a weekend or public holiday?  Are there any kinds of consistencies, for example, your staff member has a child who is in the 1st team swim squad.  The team travels for meets all over the country.  The employee is absent mostly on Mondays and Tuesdays in the summer months, but very seldom in winter!
-    What do these absences cost you?  Apart from the fact that you are paying the wages/salary of the employee (so their daily rate would apply) there is also the lack of productivity that needs to be factored in as obviously the deliverables are also affected.  So start there and work out a rough estimate.
-    Get some sort of indication of the ‘type of illnesses’ that the staff claim to have.  For example you would expect people to be ‘down with the flu’ or coughs and colds, during the winter months, but not necessarily all the way through summer as well. Obviously there will be some instances where this information is not available, but where and when it is, it makes for interesting reading.

Once you have gathered and analysed all of this information you will be in a far better position to understand the impact that the absenteeism has on your company.

Next time we will have a look at trying to ascertain the causes of the absenteeism.

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 4

    

EARLY WARNING

All About Procurement Fraud – Part 4


By Nikki Viljoen – Viljoen Consulting February 2013.

Last time we looked at some of the different types of issues that need to be looked at around procurement. 

Today we will have a look at some more.

As we said 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. We looked at the Needs Analysis, Timing and Suppliers.  Other issues that need to be taken into account when implementing the procurement process are (but not limited to):

1.    Supplier Communication
Once you have sourced the supplier, irrespective of whether you have one supplier for each product or several suppliers, you need to obtain quotes and/or ask for a proposal.  It may be that you require additional information pertaining to the product and where it was sourced (for the Eur1 certificate if applicable).  It is important to have the correct contact details of the person that you will be dealing with in order to establish a food working relationship.

If this is a new supplier that you are considering, it is a good idea to get references (which of course must be checked properly). You may require samples so that you can check the quality or find out who to speak with when you have issues around repairs or maintenance or installation etc.  You may what to test samples so need both new and used products in order to conduct same.

Clearly the better the lines of communication the successful the relationship will be, remember to be clear in your expectations and requirements.

2.    Negotiation
I always say that assumption, perception and expectation are the three most dangerous words in the dictionary because they seldom meet reality!

The reality of course is that there will always be negotiation.  The client always wants to pay less for the goods and the seller always wants to sell more products for more money.

Make sure that your expectations are fair and clear.  Is the price right, are the goods readily available and if not what are the time lines for delivery?  Are the products standard or do they have to be customized and if so what does that entail? Delivery schedules should be put into place as well as payment schedules.

If you need to test certain products to ensure quality etc., then this also needs to be documented into your process as well as what the physical tests are as well as what the acceptable levels are in terms of the quality and functionality of the product.

Next time we will have a look at a few more steps that need to address in your procurement process.

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 - Don't Put Your Happiness on Hold

MOTIVATION –  Don’t Put your Happiness on Hold


By Nikki Viljoen of N Viljoen Consulting CC – February 2013

Dale Carnegie said “Many people thing that if they were only in some other place, or had some other job, they would be happy.  Well that is doubtful.  So get as much happiness out of what you are doing, as you can and don’t put off being happy until some future date.”

Man oh man! I sure did have a quiet chuckle around this one!

You see I don’t believe that this only applies to your ‘happiness’!  I think that this applies to ‘life’ in general!

How many times during the course of the day do we hear ‘when xyz happens, things will be better or ‘when xyz kicks in things will be better’ or ‘when xyz happens I will feel better’ (insert any other saying that you’ve heard here).

The fact of the matter is that we tend to dwell in the past (and some of us seem to live there on a permanent basis), or live for the future.

What ever happened to the present or the ‘now’?  What  ever happened to living in the moment?  How on earth do you enjoy life if you never take the time to ‘live it’?  We are always over analyzing the past when we know on some level that we cannot change what has already taken place.  We are always over planning the future when logic must tell us that the future can only be determined by what we do in the present!  Yet never quite being present, well present in our own lives, we plan and worry and hope and wish and . . .  well nothing really changes does it?

The reason that nothing really changes is because you are not happy inside of yourself, you are not content with who you are as a person and until you change that or make peace with it, it doesn’t really matter how much money you have, how much power you have, how much you have in terms of worldly possessions, you will never be content or happy.  The only way to change what you are not happy with inside of yourself is to make the decision to change – yip, it’s actually that simple. 

You have to make the decision to see your circumstances differently or to react differently to any given situation or feel differently when you are confronted with a certain set of circumstances.  You have the power to make the change! 

So the next time you feel that you can’t cope because there is no money and things will be better when you do have money, rather think about all the things that you can do with what you have and be amazed and how different you will feel.  You make your own happiness, but you have to make the decision to do so!

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 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