EARLY WARNING - Is Your Identity Safe

EARLY WARNING

Is Your Identity Safe?


By Nikki Viljoen – Viljoen Consulting   April 2011.

I know that I have written about this before – but hell, it needs to be talked about again.

Just last week something was delivered by a bank to one of my clients, by means of a courier, the delivery guy demanded a copy of client’s ID document.  I instructed my client not to hand over a copy of their ID!  Whatever next?  I was told by the bank official that the delivery guy had to make sure that he had delivered to the correct person.  My response – well he can look at the person, then look at the ID as well as the ID number that you have given him and if the picture looks like the person he is handing the package to and if the ID # is the same – then guess what – it’s the right person.  If he is not satisfied that it is the right person, then he doesn’t have to leave the package here.  Quite simple really.  The end solution – the courier company delivered to the bank guy (taking a copy of his ID I’m sure) and the bank guy delivered to my client, without getting another copy of the ID!

Here are some of the issues that have been reported in terms of identity documents:

How about these guys – as reported by Lyse Comins and Arthi – “Fraud syndicates are using identity theft to exploit the huge number of life and funeral policies being taken out because of the HIV and Aides pandemic. They steal an identity, take out a policy and then declare the person dead and claim the money.”

How absolutely disgusting and reprehensible is that?

To make matters worse, according to Pat Cunningham, SA Fraud Prevention Services Head, “Syndicates frequently used informants at state mortuaries and funeral parlours to alert them to unidentified and unclaimed bodies. They will also disfigure and sell an unidentified body between syndicates (to commit multiple fraud).”

Now that is even more disgusting!  I doubt that anyone reading this will disagree with anything that I have said here.

Yet we happily give copies of our ID’s to all and sundry, to anyone who asks.  We hand copies of our ID’s to people who deliver stuff to us because we are ‘told’ to, because this is the ‘procedure’ or the ‘policy’ of the company!

Well here’s a thought – I have my own set of ‘policies and procedures’ – I don’t give copies of my ID to just anybody.

Quite frankly, I am the client and not a sheep and actually the FICA and FAIS Acts are there to protect me too.

Yes people have a right to insist that I verify who I am and I can do that by showing them my ID – they can look at the ID and look at me and make a decision as to whether the person in the photograph is me.  Hell, that’s what they do when we leave or enter a country – they don’t take copies of our passports! What they don’t have, and this is actually in terms of the FICA Act, is the right to insist that I give them a copy of my ID.

As individuals, we all have to take some responsibility for keeping our identity safe.

So think, think carefully before you just hand over copies of your ID.

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

The Power of Networking - Part 17

THE POWER OF NETWORKING

PART 17

By Nikki Viljoen of Viljoen Consulting CC

Craig Harrison says that the reason that Networking may not be working for you is because of the basic 9 mistakes that Networker’s make.  I will be going through these over the next few weeks and let’s see if this is what is holding you back.

To get to know a bit more about Craig Harrison, please visit his website on http://www.craigspeaks.com

The fourth mistake he says is “Spiel too long.  Networking is not speechmaking.  You have a finite window of opportunity to introduce yourself and glean a few details about the person you’re talking to.  You can’t recite your resume, tell your life story or otherwise drone on.  Keep it short and sweet!”

Sitting at a networking meeting last night, my mind wandered to the pile of work that is sitting on my desk, my 17 year old cat that seems hell bent on starving himself to death, my 7 year old nephew in Australia that I need to buy a birthday present for and even what I was going to have for dinner!  Why you may ask – well the person who was telling everyone who they are and what it is that they are doing/selling was going on and on and on.

Unfortunately I have sat through this spiel on more than one occasion and it seems to be memorised word for word.  It never changes or varies and there have been occasions when I have repeated it word for word as he has gone through it.  Nowadays, I usually use his speech time for a comfort break, but last night I really didn’t need one, so my mind went on ‘walk about’!

Sad this, because the service/product that he sells is really worthwhile and he could sell so many more of them, if he just didn’t go on so much.

I wonder what I’ll do next week, when I again sit in a networking meeting and have to listen to the monologue all over again!

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

BUSINESS TIPS - From Employee to Entrepreneur - Part 1

BUSINESS TIPS – From Employee to Entrepreneur – Part 1


By Nikki Viljoen – Viljoen Consulting CC – February 2012

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

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

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

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

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

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

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

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

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

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

MOTIVATION - An Attitude of Gratitude

MOTIVATION – An Attitude of Gratitude


By Nikki Viljoen of N Viljoen Consulting CC – December 2009

Brian Tracy says “Develop an attitude of gratitude and give thanks for everything that happens to you, knowing that every step forward is a step towards achieving something bigger and better than your current situation.”

I seem to having been writing a lot about gratitude over the last couple of weeks and clearly it has something to do with the fact that I am extremely aware of the abundance of opportunity that abounds.

I watched an incredibly spectacular sunset last night and as I marveled at the colours that spread themselves across the heavens I wondered at the ‘paint pallette’ of the Gods (whomever you profess them to be) and marveled at the visions that produced such a masterpiece and I gave thanks, and such a wonderful feeling of being at peace with the world engulfed me. 

This morning, I was up early enough to witness the beauty of the sunrise.  Dawn has always been the most special time of the day for me, but today I got a feeling of “all is well in my world” and again murmured thanks to the Universe for allowing me to live in this truly beautiful world.  Just the memory brings a smile to my face and a knowledge that it’s a gift and like any other gift that we are given it’s the right thing to say ‘thank you’.

So stop, smell the coffee (and give thanks for the ability to be able to smell), pick a flower (and give thanks for the gift of sight), look around you  and take it all in – the miracle of life, the gift of living and give thanks.  It will resonate though all of your senses all day long.

What a way to enjoy the day!

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

SALES - Finding out what your Customer Wants

SALES – Finding out What Your Customer Wants


By Nikki Viljoen – Viljoen Consulting CC November  2009.

The easiest sales usually come about with the right kind of marketing and quite frankly I was not really sure where to put this particular article – there is such a huge divide between sales, marketing and branding and yet they are so incredibly close too. So if your perception is that it should be under something else . .  well just pretend that it is!

Here we go –

Let’s take the same product, in the same place.  On one of “The Apprentice” shows the challenge was to see which team could sell the most food at a football game.  Both teams had exactly the same food, both teams were at the same game, both teams had the same number of members.

Team # 1 had hundreds of people crowded around the point where they were selling the food from.  They had cheerleaders doing whatever it is that cheerleaders do, there were eating type competitions, lots of ra ra going on and lots of people everywhere.  Sounds quite like fun doesn’t it.  I am sure it was a lot of fun, but they did not win – Team # 2 did.

Team # 2 did not have a specific point where they sold the food from.  There were no cheerleaders, there was no ra ra.  So what happened?  What made Team # 1 and Team # 2 so very different.

Well let’s examine the setting.  Why do most people go to a football game?  For me the most logical answer is ‘because they want to see the game’! 

If you are going to the football game to watch the game, logic must tell you that you will not wanting to be queuing to buy food and drink irrespective of how gorgeous the cheerleaders are, or what the prize is for the eating competition.  You’re there to watch the game and speaking from my own experience, I even resent having to queue up to go to the bathrooms.

So being logical again, it stands to reason that I would prefer it if someone came around to me with food and drink.  It would mean that my focus was removed from the game (as I decided and ordered whatever it was that I wanted to eat and/or drink) for seconds rather than hours. 

Here’s the other thing – people who get exactly what it is that they want, when they want it, don’t usually have a problem with paying more for it.  Again, speaking from my own experience I would much rather pay say R30.00 for a steak roll that was delivered to me in my seat than say R15.00 for the same steak roll that I had to get up and go and find in another part of the stadium, where I had the irritation of having to queue for 15 to 20 minutes, have people pushing and shoving at me (we all know how that happens in a queue and it is one of my personal pet hates) and then when I eventually get back to my seat, I have missed most of the play and as luck would usually have it, the best goal/catch/run (insert whatever you want here).  That would just annoy me immensely!

So what does that tell me?  Simple really, “The key to success in business is GIVING PEOPLE WHAT THEY WANT”. 

Very simple, yet so many people get it all wrong!

So change your mindset – find out how to do things better, or faster, more profitable but most of all, find out what it is that people want and then give it to them in a better way, or much faster and then watch how your profits grow!

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

SALES - Making Use of Everything

SALES

Making Use of Everything


By Nikki Viljoen – Viljoen Consulting CC   2009.

I was asked a question the other day – it went along the lines of, “if a big company has a huge sales force, why would they need a web site”?

Well actually why would they?  There are some Corporate Companies out there that have spent hundreds and thousands of Rand on the training of their highly professional sales team.  Why would they then go and spend thousands more on getting a web site up and running and then the cost of maintaining that etc.

Well I guess that answer would be for the same reason that I got to Networking events, why I use my web site,  why I use FaceBook as a marketing tool and why I use Twitter as a marketing tool. 

I doubt that any of us actually know all of our potential clients and I doubt that even if we did know them all that we could actually get to them all – a functional website does.

Then of course there is the fact that the Internet is not going to go away.  With an efficient website, you reach not only the potential customers in your immediate vicinity but you get to reach potential customers all over the world,

For me it’s about using every single tool that you can afford that is available to get your product/service out there.  That means irrespective of whether you have the most proactive sales force on the planet you should still have a presence on the internet.  It means that you should be tweeting on twitter and it means that you should still be going to Networking events and any other Marketing that you are able to afford.

It means quite simply, that you use everything!

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 to do When . . . Staff are Negligent in their Duties - Part 5

ARTICLE 4

WHAT TO DO WHEN . . . . STAFF ARE NEGLIGENT IN THE PERFORMANCE OF THEIR DUTIES

PART 5

By Nikki Viljoen – N Viljoen Consulting CC - March 2008.


So here we are, still at the CCMA arbitration and now awaiting the verdict of the Commissioner.

Based on the evidence that was presented at the CCMA Arbitration hearing, the Commissioner rejected both claims made by George.  You will remember that George stated that he had not received any training in relation to the search procedures and that he actually objected to his being transferred to this particular post.

The Commissioner said that he agreed with Mike’s rule that the searches should be conducted in a certain and specific way and he said that he thought that this was a valid way in which to perform this task.  He approved of this particular rule.  The Commissioner also said that he agreed that George had failed in his duty has he had not obeyed the rule.  A problem arises later on though, when the Commissioner decides that George only contravened the rule as a mistake – in other words it was unintentional.  George did not intentionally fail to adhere to laid down procedures – George made a mistake!  But I digress and get ahead of myself – let’s return to the story where it is now.

The Commissioner also took into account Section 188(2) of the Labour Relations Act which states “when a person is considering whether the reason for dismissal is a fair reason, he must take into account the Code of Good Practice – Dismissal.”

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

WORKSHOP - Jhb - Starting a Business - 20 November 2013

Starting a Business?
Then This Is The Place to Start!

A Large Percentage of New Businesses Fail, Learn Highly Practical Skills That Will Give Your Business a KickStart.

A Basic Practical Guide To Starting A Business  
•    Get started in the right direction to ensure transition from wannabe to business owner
•    Ensure maximum productivity and minimum effort.
•    Get your processes and procedures in place to ensure your business is built on a strong infrastructure that will translate into a sustainable business.
The Workshop
•    Address everyday issues that arise when stating a new business
•    How to save you time, money and energy.
•    How to effectively handle start-up administration, operational requirements and registration.
The Basic Practical Guide to Starting a New Business Will Include:
•    Registered Company Vs Sole Proprietor
•    Accounting Records & General Admin
•    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
About the Facilitator:

Nikki Viljoen is an Internal Auditor and Business Administration Specialist who 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. Nikki is the founder of Viljoen Consulting, and is passionate about assisting smaller companies to establish controls and processes  that result in sustainable business structures.
Nikki’s business blog was recently ranked  5th in the world in her category Click Here

Venue and Booking Info:

Date:    Wednesday 20th of November
Time:   08.30 to 4.00 pm.                                                                                   (Registration from 08.00 nwards). Please allow additional travelling time to combat traffic.
RSVP:  Please book by No later Than Mon 18 Nov
Venue: The Oak Leaf
                     61 Rivonia Road  Sandhurst   - Directions Click Here

Cost:   R1 195.00 * Last workshop before price increase
(Includes breakfast snack / lunch / refreshments and course material)   Remember Standard Bank Voucher holders get a 20% discount.

Hurry! Book Now  Spaces limited !


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.

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


Let’s be a part of Entrepreneurs helping and supporting other Entrepreneurs.

EARLY WARNING - Hi-Jacking - Numberplates

EARLY WARNING

Hi Jacking – Number plates


By Nikki Viljoen – Viljoen Consulting  March 2010.

Whilst I understand that writing these Early Warning articles is a good thing to hopefully prevent someone from getting hurt/scammed/conned etc., I must confess that I actually hate writing them.  It feels like such a negative issue in a world where I am trying to create positive affirmations.

I have received this communication in an e-mail from an Insurance Broker.

“There is a new number plate hi-jacking trend brewing around.  These hi- jackers will stalk you to a parking lot or mall, after parking your vehicle, they remove your number plate and wait for you to drive off.

They then follow you and overtake you displaying your number plate at their window as if you had lost it and want to give it back to you.

Shocked that your number plate has fallen off your car, you bring your vehicle to a halt to get it from them.

This is all they want you to do and by the time you realize what has happened it is too late, your cars was hi-jacked or could have been raped/killed.

Please don’t stop for anything, a number plate is valueless compared to your life.

Think about what is happening before you react to it.

Criminals are clever and cunning but are ruthless in getting what they want . . . “

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

The Power of Networking - Part 16

THE POWER OF NETWORKING

PART 16

By Nikki Viljoen of Viljoen Consulting CC

Craig Harrison says that the reason that Networking may not be working for you is because of the basic 9 mistakes that Networker’s make.  I will be going through these over the next few weeks and let’s see if this is what is holding you back.

The third mistake he says is “Monotonal Delivery.  If you can’t convey your qualifications, passion and employability in 30 seconds you may not get 30 minutes in an interview.  Use vocal variety, intonation and enthusiasm to speak confidentially about yourself.”

Sometimes my greatest challenge at a Networking function is staying focused.  So many times my mind has wandered and I find myself thinking about what my next appointment is and mentally reminding myself what has to be done before I leave for the appointment and what I have to remember to take with me and so on.  Once I realize what is happening, I have to drag my thoughts back to the moment and try and re-focus on what is happening on the day. 

This is generally due to the person(s) who are speaking at the time – it often sounds like they are so bored with themselves and what they do.  It sounds like they would much rather be doing something else. It sounds like a well rehearsed speech that they have given several hundred times that day and quite frankly it sounds like they really feel that they shouldn’t have to be saying all of this again!

You’re passionate about what you do right?  So let everyone know that!  Let the passion come out into your voice, into your body language.  Remind yourself before you get up to speak, what your objectives are and why you are there in the first place.  Make people excited for you, about you and with you.  This is after all your life, so put some life into it!

To get to know a bit more about Craig Harrison, please visit his website on http://www.craigspreaks.com

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

Business Tips - Social Media - What Gives

BUSINESS TIPS – Social Media – What Gives?


By Nikki Viljoen – Viljoen Consulting CC – December 2011

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Business Tips - Social Media - What Gives?

BUSINESS TIPS – Social Media – What Gives?


By Nikki Viljoen – Viljoen Consulting CC – December 2011

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Workshop: Jhb: How to Write a Business Plan - 29 October 2013

Workshop Invitation: How To Write A Business Plan – 29 October 2013

Chris Liam writes "A goal without a plan is just a wish" whilst 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 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: Tuesday 29th October 2013

Time: 08h30 for 09h00 to 16h00

Venue: The Oak Leaf
61 Rivonia Road
Sandhurst
Johannesburg

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

RSVP: No later than Friday 25th October 2013. Space is limited therefore bookings will be accepted on a first come first serve basis.

For Booking Please Contact:

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.

Early Warning - The Psychological Price of Entrepreneurship

EARLY WARNING – The Psychological Price of Entrepreneurship

By Nikki Viljoen – Viljoen Consulting August 2013.

This article was posted on the Business Master’s website (http://www.businessmasters.co.za ) and I thought that it is something that should be shared with all – what a great article!

The Psychological Price of Entrepreneurship BY JESSICA BRUDER

No one said building a company was easy. But it's time to be honest about how brutal it really is--and the price so many founders secretly pay.

By all counts and measures, Bradley Smith is an unequivocal business success. He's CEO of Rescue One Financial, an Irvine, California-based financial services company that had sales of nearly $32 million last year. Smith's company has grown some 1,400 percent in the last three years, landing it at No. 310 on this year's Inc. 500. So you might never guess that just five years ago, Smith was on the brink of financial ruin--and mental collapse.

Back in 2008, Smith was working long hours counseling nervous clients about getting out of debt. But his calm demeanor masked a secret: He shared their fears. Like them, Smith was sinking deeper and deeper into debt. He had driven himself far into the red starting--of all things--a debt-settlement company. "I was hearing how depressed and strung out my clients were, but in the back of my mind I was thinking to myself, I've got twice as much debt as you do," Smith recalls.

He had cashed in his 401(k) and maxed out a $60,000 line of credit. He had sold the Rolex he bought with his first-ever paycheck during an earlier career as a stockbroker. And he had humbled himself before his father--the man who raised him on maxims such as "money doesn't grow on trees" and "never do business with family"--by asking for $10,000, which he received at 5 percent interest after signing a promissory note.

Smith projected optimism to his co-founders and 10 employees, but his nerves were shot. "My wife and I would share a bottle of $5 wine for dinner and just kind of look at each other," Smith says. "We knew we were close to the edge." Then the pressure got worse: The couple learned they were expecting their first child. "There were sleepless nights, staring at the ceiling," Smith recalls. "I'd wake up at 4 in the morning with my mind racing, thinking about this and that, not being able to shut it off, wondering, When is this thing going to turn?" After eight months of constant anxiety, Smith's company finally began making money.

Successful entrepreneurs achieve hero status in our culture. We idolize the Mark Zuckerbergs and the Elon Musks. And we celebrate the blazingly fast growth of the Inc. 500 companies. But many of those entrepreneurs, like Smith, harbor secret demons: Before they made it big, they struggled through moments of near-debilitating anxiety and despair--times when it seemed everything might crumble.
Until recently, admitting such sentiments was taboo. Rather than showing vulnerability, business leaders have practiced what social psychiatrists call impression management--also known as "fake it till you make it." Toby Thomas, CEO of EnSite Solutions (No. 188 on the Inc. 500), explains the phenomenon with his favorite analogy: a man riding a lion. "People look at him and think, This guy's really got it together! He's brave!" says Thomas. "And the man riding the lion is thinking, How the hell did I get on a lion, and how do I keep from getting eaten?"

Not everyone who walks through darkness makes it out. In January, well-known founder Jody Sherman, 47, of the e-commerce site Ecomom took his own life. His death shook the start-up community. It also reignited a discussion about entrepreneurship and mental health that began two years earlier after the suicide of Ilya Zhitomirskiy, the 22-year-old co-founder of Diaspora, a social networking site.

Lately, more entrepreneurs have begun speaking out about their internal struggles in an attempt to combat the stigma on depression and anxiety that makes it hard for sufferers to seek help. In a deeply personal post called "When Death Feels Like a Good Option," Ben Huh, the CEO of the Cheezburger Network humor websites, wrote about his suicidal thoughts following a failed start-up in 2001. Sean Percival, a former MySpace vice president and co-founder of the children's clothing start-up Wittlebee, penned a piece called "When It's Not All Good, Ask for Help" on his website. "I was to the edge and back a few times this past year with my business and own depression," he wrote. "If you're about to lose it, please contact me."

Brad Feld, a managing director of the Foundry Group, started blogging in October about his latest episode of depression. The problem wasn't new--the prominent venture capitalist had struggled with mood disorders throughout his adult life--and he didn't expect much of a response. But then came the emails. Hundreds of them. Many were from entrepreneurs who had also wrestled with anxiety and despair. (For more of Feld's thoughts on depression, see his column, "Surviving the Dark Nights of the Soul," in Inc.'s July/August issue.)"If you saw the list of names, it would surprise you a great deal," says Feld. "They are very successful people, very visible, very charismatic-;yet they've struggled with this silently. There's a sense that they can't talk about it, that it's a weakness or a shame or something. They feel like they're hiding, which makes the whole thing worse."

If you run a business, that probably all sounds familiar. It's a stressful job that can create emotional turbulence. For starters, there's the high risk of failure. Three out of four venture-backed start-ups fail, according to research by Shikhar Ghosh, a Harvard Business School lecturer. Ghosh also found that more than 95 percent of start-ups fall short of their initial projections.

Entrepreneurs often juggle many roles and face countless setbacks--lost customers, disputes with partners, increased competition, staffing problems--all while struggling to make payroll. "There are traumatic events all the way along the line," says psychiatrist and former entrepreneur Michael A. Freeman, who is researching mental health and entrepreneurship.

Complicating matters, new entrepreneurs often make themselves less resilient by neglecting their health. They eat too much or too little. They don't get enough sleep. They fail to exercise. "You can get into a start-up mode, where you push yourself and abuse your body," Freeman says. "That can trigger mood vulnerability."

So it should come as little surprise that entrepreneurs experience more anxiety than employees. In the latest Gallup-Healthways Well-Being Index, 34 percent of entrepreneurs--4 percentage points more than other workers--reported they were worried. And 45 percent of entrepreneurs said they were stressed, 3 percentage points more than other workers.

But it may be more than a stressful job that pushes some founders over the edge. According to researchers, many entrepreneurs share innate character traits that make them more vulnerable to mood swings. "People who are on the energetic, motivated, and creative side are both more likely to be entrepreneurial and more likely to have strong emotional states," says Freeman. Those states may include depression, despair, hopelessness, worthlessness, loss of motivation, and suicidal thinking.
Call it the downside of being up. The same passionate dispositions that drive founders heedlessly toward success can sometimes consume them. Business owners are "vulnerable to the dark side of obsession," suggest researchers from the Swinburne University of Technology in Melbourne, Australia. They conducted interviews with founders for a study about entrepreneurial passion. The researchers found that many subjects displayed signs of clinical obsession, including strong feelings of distress and anxiety, which have "the potential to lead to impaired functioning," they wrote in a paper published in the Entrepreneurship Research Journal in April.

Reinforcing that message is John Gartner, a practicing psychologist who teaches at Johns Hopkins University Medical School. In his book The Hypomanic Edge: The Link Between (a Little) Craziness and (a Lot of) Success in America, Gartner argues that an often-overlooked temperament--hypomania--may be responsible for some entrepreneurs' strengths as well as their flaws.

A milder version of mania, hypomania often occurs in the relatives of manic-depressives and affects an estimated 5 percent to 10 percent of Americans. "If you're manic, you think you're Jesus," says Gartner. "If you're hypomanic, you think you're God's gift to technology investing. We're talking about different levels of grandiosity but the same symptoms."

Gartner theorizes that there are so many hypomanics--and so many entrepreneurs--in the U.S. because our country's national character rose on waves of immigration. "We're a self-selected population," he says. "Immigrants have unusual ambition, energy, drive, and risk tolerance, which lets them take a chance on moving for a better opportunity. These are biologically based temperament traits. If you seed an entire continent with them, you're going to get a nation of entrepreneurs."

Though driven and innovative, hypomanics are at much higher risk for depression than the general population, notes Gartner. Failure can spark these depressive episodes, of course, but so can anything that slows a hypomanic's momentum. "They're like border collies--they have to run," says Gartner. "If you keep them inside, they chew up the furniture. They go crazy; they just pace around. That's what hypomanics do. They need to be busy, active, overworking."

"Entrepreneurs have struggled silently. There's a sense that they can't talk about it, that it's a weakness."

No matter what your psychological makeup, big setbacks in your business can knock you flat. Even experienced entrepreneurs have had the rug pulled out from under them. Mark Woeppel launched Pinnacle Strategies, a management consulting firm, in 1992. In 2009, his phone stopped ringing.
Caught in the global financial crisis, his customers were suddenly more concerned with survival than with boosting their output. Sales plummeted 75 percent. Woeppel laid off his half-dozen employees. Before long, he had exhausted his assets: cars, jewelry, anything that could go. His supply of confidence was dwindling, too. "As CEO, you have this self-image--you're the master of the universe," he says. "Then all of a sudden, you are not."

Woeppel stopped leaving his house. Anxious and low on self-esteem, he started eating too much--and put on 50 pounds. Sometimes he sought temporary relief in an old addiction: playing the guitar. Locked in a room, he practiced solos by Stevie Ray Vaughan and Chet Atkins. "It was something I could do just for the love of doing it," he recalls. "Then there was nothing but me, the guitar, and the peace."

Through it all, he kept working to develop new services. He just hoped his company would hang on long enough to sell them. In 2010, customers started to return. Pinnacle scored its biggest-ever contract, with an aerospace manufacturer, on the basis of a white paper Woeppel had written during the downturn. Last year, Pinnacle's revenue hit $7 million. Sales are up more than 5,000 percent since 2009, earning the company a spot at No. 57 on this year's Inc. 500.

Woeppel says he's more resilient now, tempered by tough times. "I used to be like, 'My work is me,' " he says. "Then you fail. And you find out that your kids still love you. Your wife still loves you. Your dog still loves you."
But for many entrepreneurs, the battle wounds never fully heal. That was the case for John Pope, CEO of WellDog, a Laramie, Wyoming-based energy technology firm. On Dec. 11, 2002, Pope had exactly $8.42 in the bank. He was 90 days late on his car payment. He was 75 days behind on the mortgage. The IRS had filed a lien against him. His home phone, cell phone, and cable TV had all been turned off. In less than a week, the natural-gas company was scheduled to suspend service to the house he shared with his wife and daughters. Then there would be no heat. His company was expecting a wire transfer from the oil company Shell, a strategic investor, after months of negotiations had ended with a signed 380-page contract. So Pope waited.

The wire arrived the next day. Pope--along with his company--was saved. Afterward, he made a list of all the ways in which he had financially overreached. "I'm going to remember this," he recalls thinking. "It's the farthest I'm willing to go."

Since then, WellDog has taken off: In the past three years, sales grew more than 3,700 percent, to $8 million, making the company No. 89 on the Inc. 500. But emotional residue from the years of tumult still lingers. "There's always that feeling of being overextended, of never being able to relax," says Pope. "You end up with a serious confidence problem. You feel like every time you build up security, something happens to take it away."

Pope sometimes catches himself emotionally overreacting to small things. It's a behavior pattern that reminds him of posttraumatic stress disorder. "Something happens, and you freak out about it," he says. "But the scale of the problem is a lot less than the scale of your emotional reaction. That just comes with the scar tissue of going through these things."

"If you're manic, you think you're Jesus. If you're hypomanic, you think you're God's gift to technology investing." John Gartner

Though launching a company will always be a wild ride, full of ups and downs, there are things entrepreneurs can do to help keep their lives from spiraling out of control, say experts. Most important, make time for your loved ones, suggests Freeman. "Don't let your business squeeze out your connections with human beings," he says. When it comes to fighting off depression, relationships with friends and family can be powerful weapons. And don't be afraid to ask for help--see a mental health professional if you are experiencing symptoms of significant anxiety, posttraumatic stress disorder, or depression.

Freeman also advises that entrepreneurs limit their financial exposure. When it comes to assessing risk, entrepreneurs' blind spots are often big enough to drive a Mack truck through, he says. The consequences can rock not only your bank account but also your stress levels. So set a limit for how much of your own money you're prepared to invest. And don't let friends and family kick in more than they can afford to lose.

Cardiovascular exercise, a healthful diet, and adequate sleep all help, too. So does cultivating an identity apart from your company. "Build a life centered on the belief that self-worth is not the same as net worth," says Freeman. "Other dimensions of your life should be part of your identity." Whether you're raising a family, sitting on the board of a local charity, building model rockets in the backyard, or going swing dancing on weekends, it's important to feel successful in areas unrelated to work.

The ability to reframe failure and loss can also help leaders maintain good mental health. "Instead of telling yourself, 'I failed, the business failed, I'm a loser,' " says Freeman, "look at the data from a different perspective: Nothing ventured, nothing gained. Life is a constant process of trial and error. Don't exaggerate the experience."

Last, be open about your feelings--don't mask your emotions, even at the office, suggests Brad Feld. When you are willing to be emotionally honest, he says, you can connect more deeply with the people around you. "When you deny yourself and you deny what you're about, people can see through that," says Feld. "Willingness to be vulnerable is very powerful for a leader."
FROM THE SEPTEMBER 2013 ISSUE OF INC. MAGAZINE
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 - Five Mentoring Tips

BUSINESS TIPS – Five Mentoring Tips


By Nikki Viljoen – Viljoen Consulting CC – June 2013

As many of you may know I am currently working with the Cherie Blair Foundation as a mentor.  One of my fellow mentors, Jenny, shared five of her recommendations for mentors with us.

-    “Get down and dirty – you can’t mentor from a distance, you have to get your hands dirty and understand the nitty gritty of what your mentee does”.

Well that sounds like pretty logical advice to me!  The Cherie Blair Foundation mentors and mentees are based literally all over the world and I have yet to come across a mentor mentoring a mentee in their own neck of the woods.  I was matched up to a young lady who originally comes from Kenya, but who now lives Rwanda.  Sure we can’t get ‘up close and personal’ to one another and we rely on SKYPE for our two weekly chats, but the point is that I know exactly what her business is about, what her ‘crisis’ areas are, what her challenges are and how she is or isn’t coping.  It’s all about communication and sharing – her sharing with me and me sharing with her.  I mean really, how could I possibly give someone business advice if I didn’t know the very basics about what business they are in.

-    “Open doors – use your connections and your networks to open doors for your mentee.”

The whole idea behind mentoring is about sharing experience and advice and so for me, sharing connections (obviously where appropriate) is also what is called for.  Not only will it benefit your mentee but it will also add value to the person whose details you share.  Networking is a basic resource for any business.

-    “Don’t let your mentee off the hook, keep them focused and on track to act.”

Oh thank goodness for this one! I have had several requests from clients as well as colleagues for me to mentor them.  They are really keen to get all the information and experience from me until I tell them that I want a written agenda at least 48 hours before the meeting, that they have to take minutes which must also be given to me prior to the next meeting and that all actions that they have agreed to must have a ‘due by’ date and that those deadlines have to be met.  Remember the whole ‘If you can’t measure it, you can’t manage it’ thing – clearly this applies to mentoring as well.

-    “Meet regularly – weekly or bi-monthly to keep the momentum going, the sessions can be short and sweet”

You really cannot monitor what your mentee is doing or give them the correct guidance if you are not communicating on a regular basis.  I have found that 20 to 30 minutes every two weeks is more than sufficient once you get going.  The initial meeting(s) will be a bit longer but then that is because you are getting to know one another and to understand the needs of each other.

-    “Be prepared to learn as much as your mentee does”.

This one quite honestly I was not prepared for and one that has had the most impact on my life.  Be prepared to listen, carefully – I did and I am so glad that I did.  I have learnt a huge lesson from my mentee and it’s not one that I will forget!

And a final word from me, give your mentee room to grow – don’t give them everything on a platter – steer them in the right direction, but make them think for themselves, often they will come up with their own solution.  This will strengthen their ability to problem solve and ensure that they do not become reliant on you for every decision that they need to make.

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 - Learning to Fly

MOTIVATION –  Learning to Fly


By Nikki Viljoen of N Viljoen Consulting CC – June 2013

Fredrich Nietzsche says “He who would learn to fly one day must first learn to stand and walk and run and climb and dance; one cannot fly into flying!”

Oh!  This one really had me smiling!  You see, whilst I am very aware that most things in life take time to achieve and that certain processes need to be followed to ensure a successful outcome, I am also terribly impatient!  I am always impatient to get the task started and done – no – patience is certainly not one of my strong points!

I understand that the journey of life goes through stages, where we start off by ‘standing’ and then ‘walking’ and so on, but that doesn’t mean that the goal of ‘flying’ is not constantly far from our thoughts and that we want to get there as quickly as possible and that we are not hugely impatient to get to it and of course, herein lies the challenge.

Much like the ‘short cut’ that we take on unfamiliar roads to get to a specific destination in a hurry, will often get us horribly lost and take us far longer to get there than the original route, so too often will the ‘shortcuts’ that we take in life often end in disaster.

I think that the trick is to savour the journey.  To stop every now and then and celebrate the achievements that we have made.  To look back and see how far we have come rather than just continuously chastising ourselves on all the things that we have not yet achieved.

I think that the trick is to deal with the issues as and when they arise and not to ignore or bury them in the hope that they will resolve themselves or even go away.  I think that where we can, we should be proactive and prepare ourselves for what we know will happen or can happen so that we can deal with them effectively and efficiently when they do happen.

I think that we should always look at life with a ‘can do’ kind of attitude, rather than actively trying to find ways to say “can’t do”!

I think that we should check our ‘mind sets’ on a regular basis and make the ‘minor adjustments’ that are required instead of waiting until life gives us a big fat smack or ‘wake up’ call.

I think that we must remember to ‘flex’ our fledgling wings from time to time to remind us of our goals and so that when it comes time to ‘soar’ we will do so without fear or restraint.

But until that time . . . . I think we need to pull in the reigns and ‘learn to stand and walk and run and climb and dance’ before we start to fly.
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 - Documentation and Sars

BUSINESS TIPS – Documentation and SARS


By Nikki Viljoen – Viljoen Consulting CC – May 2013

On a daily basis I meet with people who are either starting their own businesses or alternatively there are those who have been in business for many years now – irrespective of where they are in that particular journey called life, they more often than not, have no clue about the legal requirements around the retention of their business documents.

The harsh reality is that not only is there a legal requirement in terms of what documents must be kept there are also requirements on how long these documents must be kept and they are not all just about the financial records either.  Some need to be kept for only a couple of years, others for up to 5 or 7 or even 15 or so years and others that have to be retained ‘indefinitely’.

Add to all of this the digital and electronic age and although in many ways this simplifies life there are also instances where this will complicate things.

Take for example the tax records . . . it has been promulgated into law that the tax records and financial documentation pertaining to these records can be stored in their electronic form provided that they are stored electronically in a physical location in South Africa.  Furthermore, if the taxpayer wishes to store and maintain their accounting or invoicing records using ‘the cloud’ technology or servers outside of South African borders, they will need to obtain written approval from a Senior SARS officiator.

Apparently though, obtaining authority to do this is not an easy achievement either, as the following requirements have to be met.  These are (but not limited to):
-    You have to be able to easily access these records here in SA.
-    Irrespective of the location of these servers, this should not affect the access to the records.
-    It is a requirement that the country where the servers are hosted has to have an international tax agreement with South Africa for reciprocal tax assistance.
-    That the taxpayer in South Africa has to be able to produce an acceptable electronic form of the record – ideally it should look exactly like its paper hardcopy equivalent and
-    The storage capabilities must meet all storage requirements.

Additional challenges that may be encountered are in the form of system description development should the software or electronic platform not be commonly used and/or recognized in South Africa, so beware of all the ‘off the shelf’ products that may have been developed in India or the USA as they may carry ‘hidden’ costs.

Be sure to have properly researched what you purchase to ensure that SARS requirements are always met – it will be cheaper 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

MOTIVATION - The Magic of Success

MOTIVATION –  The Magic of Success


By Nikki Viljoen of N Viljoen Consulting CC – May 2013

Jim Rohn says that “Success is neither magical nor mysterious.  Success is the natural consequence of consistently applying the basic fundamentals.”

I think that what Jim is trying to say is that ‘success’ doesn’t just happen like something that appears magically out of thin air.  Success is not a mysterious thing that just appears, but rather something that happens as a result of a whole lot of actions that have to take place and many of these actions have to take place in a specific sequence.

Like anything else in life, success is something that is easily achieved with proper planning and like anything else you need to have ‘actions’ or deliverables that need to be met and by meeting these ‘deliverables’ your success will ‘magically and mysteriously’ appear!

Decide what it is that you want to achieve and by when you want to achieve it.  It really is no good wanting to achieve something and not having a “by when” date that it needs to be achieved by.  You obviously need to know exactly what it is that you want to achieve.  Not being 100% sure about this will usually mean that you wander around life in a perpetual fog.

Once you have decided what you want to achieve and by when you want to achieve it, then you need to put a plan into place around what you need to do in order to achieve your goal.

Remember that each step that has to be taken should have a deadline date by which time it should be completed.

Think about it for a moment – let’s take one of my favorite authors, Dean Koontz – when he writes a book he needs to have, at the very beginning of the process, an outline or some sort of an idea of what the story is going to be about.  Then he has to have a date by when the book must be completed.  Between the idea for the book and the date by which it has to be completed, a certain amount of research needs to take place and of course the book itself has to be written as well as proof read and then there are the re-writes etc.  Clearly he has to allocate a dedicated amounted of time to the research as well as the actual writing of the book.  Now be that a number of hours per day or a specific number of words per day, he needs to have some sort of schedule in place in order for him to successfully meet his goals.

Obviously he needs to remain focused on these goals and committed to meeting his deadlines –failing to be focused or committed will result in . . . .  well no book being completed on time.  That I’m afraid is the bottom line!

So for me the ‘magical’ moment is when I complete the final task, on time.  In that moment of completion the success takes place and I can quite honestly say that there is nothing quite like that particular feeling, on earth.

That successful moment is one of the most magical that you will ever experience.

So plan, then execute and finally celebrate your magical moment!

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 Report Work Related Incidents - Part 1

HR – How to Report Work Related Incidents – Part 1

By Nikki Viljoen of Viljoen Consulting CC – May 2013

The Occupational Health and Safety Act (OHSA) has several requirements in terms of the reporting of incidents that occur in the workplace.

Let’s have a look at some of these through our protagonists.

Mike has a Postnet store in a busy mall.  He supplies certain stationary as well as services related to business operations such as (but not limited to):
-    Photocopying of documents
-    Binding of manuals
-    Faxing
-    E-mails and internet usage

Joe is one of the employees who works on the counter.

A client enters the store and wants 200 manuals copied and bound.  There are two items on each page so the pages therefore have to be cut in half before they are all bound.

Joe works quickly and efficiently for a while until, whilst he is busy with the guillotine cutting the pages in two he notices something lying on the floor.  Without thinking about what he is doing, he steps back to pick it up off the floor and the guillotine handle drops with a loud thud, cutting the back of his hand badly and severing his pinky finger.  There is blood everywhere and some of the female staff are screaming with fright.  Joe, shakily looks down at his damaged hand in disbelief and reacts to the sight of so much blood by promptly fainting!  As he falls down one of the female staff, Lizzy, tries to assist him but trips over a box of photocopy paper and falls down hitting her head on the corner of the Photostat machine.

There are now two unconscious individuals lying on the floor with blood everywhere!

So what has to be reported?

Clearly Mike needs to take immediate action in terms of the medical requirements of his staff.  Once the ambulance has arrived and taken care of the two staff, there are obviously certain requirements in terms of OHSA that have to be met as well as certain requirements in terms of the Workmen’s Compensation Fund that need to be dealt with in order for the claims to be approved and paid out.

OHSA states that an incident has to be reported when:
-    A person dies or
-    A person becomes unconscious or
-    A person suffers the loss of a limb or part of a limb or
-    A person is otherwise injured or becomes ill to such a degree that he is likely either to die or
•    Suffer a permanent physical defect or
•    Is likely to be unable for a period of at least 14 days either to work or continue with the activity for which he was employed or is usually employed.

Mike of course now has to provide two reports - one being for Joe who was unconscious and who may also lose part of a limb and one for Lizzy who was knocked unconscious.

Both Joe and Lizzy were at work performing  their normal work duties when the incident took place so therefore both are entitled to claim from the Workmen’s Compensation Fund but both incidents also need to be reported in terms of the OHSA requirements.

Next time we will look at some of the other reporting requirements.

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 - The Role and Responsibility of Directors - Part 1

    

EARLY WARNING

The Role and Responsibility of Directors – Part 1


By Nikki Viljoen – Viljoen Consulting May 2013.

There is a great deal of eye winking and chuckling from the Gogos (one of the local native names for Grandmother), around the term CEO (Chief Executive Officer) or even Director, here in South Africa.  It seems that everybody that you talk to is either a self- named, self-styled CEO or they aspire to be one!

The fact of the matter is that with the New Companies Act coming into effect, the whole landscape, in terms of business ownership has changed dramatically.

In the good old, bad old days anyone could be a Director of a company and in fact there were many individuals who make careers out of being Directors of Companies.  I have actually heard of a lady who was a Director of something like 37 different Companies.  She earned a considerable sum of money from each of the Companies for doing very little work, but having her name on the Company Letterheads.  Other than attending meetings and perhaps voicing an opinion or two there was little to do and of course there was very little responsibility.

You see before the introduction of the New Act, responsibility was only really held by very few individuals.  Directors like the Financial Directors who were obviously responsible for looking after the financial side of the business were far and few between.  The Sales Director for example was responsible for ensuring that sales targets were met (often by any means possible), never carried the responsibility for the financial well- being of the Company.

Let me explain – often when a Company found themselves in financial difficulty the Financial Director was made responsible because it was his responsibility to ensure that the ‘numbers’ were correct and that expenses were controlled.  In this situation the Sales Directors would usually absolve themselves from any blame by saying something along the lines of “I brought in the sales and that is what I am responsible for, I am not in charge of the expenses.”  Hardly fair I am sure you will agree as in my experience the sales people have no problem running up huge expenses.

The New Act makes all Directors equally liable and accountable for what happens in the business.

Let me say that again – all the Directors are equally and jointly responsible for what happens in the Company.

Next time we will look at some of the risks that Directors should be aware of and also how best to manage them.

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 6

    

EARLY WARNING

All About Procurement Fraud – Part 6


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 and then Supplier Liaison, Logistics Management and Tender Notification. Other issues that need to be taken into account when implementing the procurement process are (but not limited to):

In this the final issue on procurement fraud let’s look at some of the practical processes that can be included  (but not limited to) in your procedure in order to limit fraud.

-    Make sure that the procedure is that there has to be a minimum of 3 quotes.
-    Make sure that all the suppliers, who have submitted quotes, have contactable references and do the reference check.
-    The person, in your company, who submits the quotes, should not be the person who authorizes the use of the supplier (unless of course that is you – the business owner).
-    The person, in your company, who orders the products/supplies/service, should not be the person who authorizes the purchase (again, unless of course that is you – the business owner).
-    The person, in your company, who ‘pays’ the supplier should not be the person who authorizes the payment (unless of course that person is you – the business owner).
-    There should be a valid ‘gift’ policy in place to govern/prevent your employees from receiving ‘gifts’ as ‘kick-backs’ from suppliers and/or service providers for ensuring that they become creditors.
-    The most expensive quote does not always translate into the best value for money – make sure that the research is properly conducted to ensure that you get the best value for your money.
-    Make sure that you have a proper Service Level Agreement in place, with realistic consequences for non-delivery and/or to ensure that you are properly covered in terms of compliance.

Finally, use common sense – if the deal is ‘too good to be true’, it usually means exactly that.  Always be alert for charlatans and scammers as they are always on the look-out for gullible business owners.

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 - Focus on Your Readers

BLOGGING TIPS – Focus on Your Readers


By Nikki Viljoen – Viljoen Consulting CC April 2013

This is most definitely a case of “Do as I tell you and not Do as I Do!”

Let me explain . . .

You see I started out writing my blogs for my own gratification, my own enjoyment.  Not for the enjoyment of anyone other than myself.  Sounds really selfish, doesn’t it?  But that is the honest truth!

Now most folk will tell you that you need to focus on what your readers want to read about, not what you necessarily want to say and yes, they are usually two very different things. Pretty much like when you are doing the research on what you are going to sell (be it product or service), you need to ascertain what people want rather than what you think they need.

The reality of the situation is that no-one really cares about what you think or indeed what it is that you have to say, unless of course it happens to be what they want to hear or have a need to hear (and yes those are also two very different things to).  If you don’t give them what they want, they will just go somewhere else to get it – yip, people are pretty fickle like that.

Fortunately though, what I wanted to write about because generally it was something that I had just learnt and was excited about and just wanted to share – or alternatively, something that I needed to hear, was also something that most SMME’s (small, micro, medium enterprizes) wanted to read themselves.  I am just lucky that it turned out that way.

That and the fact that I have penned in excess of 1300 articles, makes me believable, especially when they read an article and it resonates with them – the general consensus then is that I must know what I am talking about, so they read another one and so on.

The fact of the matter is that if you are looking to earn money out of your writing, it has to be about the reader – you have to pander to their every need.  You have to strike a chord in them or challenge them or give them righteous indignation – something that makes them think about what you are trying to say that they either wholeheartedly agree with or they completely disagree with.  If it is the latter you need to hope that they are indignant enough to respond to you in some way that will open up a discussion.

Fortunately for me, my blogs (and yes even the business ones) are generally presented in the form of a story, and it’s in the ‘telling’ of the story that I am most successful.  You see, I am a person who sees the words in pictures and when I read I have this whole video thing going through my mind as the words conjure up the most colourful pictures and when I write, I tend to write in the same way.  The words produce pictures in my mind and this is what people tend to grab a hold of. Those pictures in their minds have more impact on the story being told or the lesson that is being learnt than just a bunch of facts and figures would have and this gives the words (or the lesson) great value. 

People usually appreciate getting good value for money and they appreciate it even more if they get the ‘great value’ without having to pay anything, including the usual ‘school fees’ that come with starting a new business or going on your own.

Me, well I don’t really care one way or the other – you see my words give me the greatest value and the most enjoyment, and there’s nothing more that I could actually want from them. The fact that they also make a difference in the lives of others . . .  well that’s just a hidden bonus for both the reader and me!

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 - Setting Goals

BUSINESS TIPS – Setting Goals


By Nikki Viljoen – Viljoen Consulting CC – April 2013

I am sure that you have all heard the old adage that “if you can’t measure it, you can’t manage it”!  Although many business owners faithfully quote this saying almost on a daily basis, the sad reality is that few actually use it themselves.

The sad reality is that few actually set goals for themselves – goals that they can actually leverage off for their own personal successes. Goals that are specific, that can be measured – that have meaning and make perfectly logical sense.  Goals that motivate and excite you, that make you jump out of bed in the morning, ready and rearing to face the day.

Many business owners strategize for the business, for the staff, for the clients, for the suppliers  . . .  but fail to develop strategies for themselves.  So the challenge today is for you to develop a strategy for yourself, then work out your plan.  It might be something as simple as getting yourself to more ‘self-development’ type workshops or as complicated as working a four day week, and then a three day week and then a two day week and then a four hour week.

Whatever it is, write it down.  Set actions with deadlines and then focus on achieving your goal.

You know that it is something that you should do, you know it is something that you want to do and most importantly, you know it is something that you can do!


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