Blogging 101 – 10 Tips when Blogging – Part 2

Blogging 101 – 10 Tips when Blogging – Part 2

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd 

Following on from the previous article where we looked at Being yourself, People are just People, Say what you mean and mean what you say and Keeping it tidy, here are some more tips around the content of your blogging.

1. Interpretation and Perception

I always say that the 3 most dangerous words in the dictionary are perception, assumption and expectation, as they never meet reality.  Well I have added a 4th word and that is “Interpretation.”

Remember when you communicate face to face with someone they not only ‘hear’ the words, but they also “hear” you through your body language as well as the tone and inflection in your voice. If all of those ‘voices’ are congruent with one another, the listener’s interpretation is usually in alignment with what your intended message was.

The written word however, is a completely different beast altogether and more often than not your words will be misinterpreted.

So be very careful about the words that you use and where possible try and stay away from contentious topics or be prepared to deal with the volatile fall-out.

2. Success or Failure

Well in truth that is completely up to you.  From my experience however, it is extremely difficult to fail on social media, unless of course you just give up!

Consistency is the name of the game and if you keep trying, you will of course get better as you go along.  You will also get to understand your readers a lot better and then you are able to ‘tweak’ your posts to ensure that you supply the information that is both wanted and needed by your followers.
The secret is just to keep going and never give up.

3. Everyone has their own Journey

Comparing where you are in the journey of life with someone else, is just crazy! The reality is, you are all exactly where you are meant to be.  Sure there are social media guru’s out there who you may follow, who always appear to be at the head of the pack, who will always be saying something clever and who are always up to date on what is trending or trendy.  I say “So What”!

The reality is that social media is a huge animal and there will always be someone who is being witty and entertaining.  Instead of concentrating on comparing your ‘lack of’ to their abundance, rather concentrate on doing what you love to do best.

Here’s a thought!  In all probability there is someone out there who is looking to you for guidance and who holds you in high esteem and who would like to be as witty and as knowledgeable as you and the person who you are comparing yourself to also has someone who they hold in high esteem and who they would like to be as knowledgeable as too.

It’s called the Circle of Life and we all have our own little place in it.

On that note, check out next week’s post to look at the final 3 tips.

Till then, happy blogging!

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

Networking 101 - Have a Plan of Action

Networking 101 - Have a Plan of Action

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

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

“ Be strategic and determine what your goals are.  Assess your current network and plan your future networking accordingly.”

Wow!  So this pretty much fits in with what I have been saying over the last 4 weeks or so.

Let’s re-iterate! What is it that you want to accomplish when you go to a networking event?  Do you want to ‘sell’ your product or service or do you want to ‘buy’ someone else’s product or service or do you want to meet up with ‘like minded’ individuals who you want to build relationships with?

If you are wanting to build relationships with ‘like minded’ individuals, they then become your networking partners or, if you like ‘are in your circle of influence’. 

How do you go about educating the people in your ‘circle of influence’ or your networking partners about the type of clients that you wish to do business with? Do you actually know what kind of clients it is that you want?

What about subsequent meetings with your networking partners or circle of influence?  How do you engage with them in terms of reciprocal networking?

Do you have any kind of plan of action?

You see, like most things in life, if you don’t plan . .  well you have exactly  . . .  nothing!

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

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

Business Tips – What is Cash Flow?

Business Tips –  What is Cash Flow?

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd

So after my whole series on “how to manage your cash flow crisis,” someone wrote in and asked me ‘exactly what cash flow is’. Clearly I should have defined it a little more clearly -  so here goes.

We all hear the words every day – “Cash is King”!  Generally it is preferable to have physical cash in your hand, than say a cheque or even money in the bank.  Why do you think that that is?

Firstly if the money is in the bank, then there may be expenses that still need to go off your account, you would still need to go to the bank to draw money or alternatively you may not have the card or the correct access codes to get the money out of the bank.  So having physical cash in your hand is always a good thing.

Let’s have a look at what cash flow is – exactly.  Quite simply, it is the physical money that you have access to at any given time.  It’s not the money that you are waiting to be paid.  It’s not the stock that you are waiting to sell – it’s the physical cash that you have access to at any given time.

Having a good cash flow is absolutely imperative.  As SMME’s (Small, Micro, Medium Enterprises) we need a good cash flow in order to purchase our supplies, to pay rent, to pay our staff and to pay our way in the every day manner in which we conduct our business.  In short it is that lifeblood that we need in order to earn our livelihood, without it we would whither up and literally die.

So how do we get this ‘cash flow’?

First of all we need to get money into the business – this is usually referred to as a “cash inflow” and it is usually made of up four different components, these are:
• Sales of our products or services – well that’s pretty self explanatory.
• Loan or credit card proceeds – this is either money that we have loaned from a bank or financial institution or indeed money that we have loaned our business in our personal capacity or money that is coming to us from sales that were paid for by means of credit cards or indeed money that we have ‘borrowed’ on our credit cards, even money that is owed to us by our debtors.
• Asset Sales – this would be when we sell assets (such as old computers or vehicles etc.) that were previously purchased by the company that we are now upgrading or even just getting rid of.
• Owner investments – these would be property or financial or business investments that we have made on behalf of our company.

Then of course money goes out of the business – this is usually referred to as “cash outflow” and again it is usually made up of four different components, these are:
• Business expenditures – these are of course the expenses that are raised in the normal day to day running of the business.  This would also include salaries and wages etc. for the staff.
• Loan or credit card principal payments – just as you got the money either from a loan or your credit card, now you have to pay that loan back or pay your credit card back.
• Asset purchases – again, just as you sold old equipment or equipment that you no longer needed, so now you have to buy new equipment or assets for the business.
• Owner withdrawals – again that is pretty self explanatory and it is when the owner takes money out of the business for personal use.  These drawings are usually offset against the money that the owner has lent to the business out of their loan account.

Both the ‘Cash Inflows’ and the ‘Cash Outflows’ also fit into three main categories within the business and these are:
• Operating – this covers the sales of product or services of your business, together with the business expenses that you incur in the selling of your product or service.
• Investing – this would be all the assets that you buy and sell and
• Financing – this obviously covers all the loans and the repayments of the loans as well as the money that the owner has invested into their business and the withdrawals that they make for personal use.

So there you have it, basically what cash flow is and the ‘how’ and ‘what’ it relates to.

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

Inspiration - The Art of Communication

Inspiration – The Art of Communication

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd 

I don’t know about you guys, but I am struggling to understand what people mean when they talk.

Don’t get me wrong, it’s not that I don’t understand the words – the words are very clear . . . it’s the underlying meaning and hidden agendas that’s causing all of the confusion and getting me to constantly second guess myself or try to ask the right questions in order to get clarity and even then, more often than not, I seem to get the whole story or the “intent” wrong.

Not only is it extremely frustration, but it is also exhausting!

I did have a huge chuckle though when I came across a quote from Warren Buffet who said “If you can’t communicate, it’s like winking at a girl in the dark.” It describes exactly how am feeling right now – like the girl in the dark being winked at!

I think it has to do mostly with the written word and that’s where we kind of live these days with social media and the millennials, who would rather text than have a real live conversation. We’re in the middle of a generation who do not engage in a whole conversation.

Think about it for a moment . . .  When you actually have a conversation with someone, you “take in” the whole experience, not just the words you understand, but also the tone of the voice and of course don’t forget the whole body language thing. Now that’s the whole package, don’t you agree?

So does this mean that we are going to lose the art of conversation?  I hope not, but that said it does feel like it’s a very real possibility.

That statement sends me off on the next very real possibility – the art of reading!  I think we are about to lose that too.  Just like I have a very real sense of “all is well in my world” when I have an engaging conversation, I get a sense of wonder and excitement when I open up a new book or pick up a familiar one.  What will I learn today or where will the story take me now?

I think that we all need to make a conscious decision, from time to time, to put down all the electronic gadgets, be present in the moment and engage – really engage with one another.

I have no doubt at all that we will be pleasantly surprised.

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

HR 101 - To Smoke or Not to Smoke

HR 101 - To Smoke or Not to Smoke

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd

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

This is one article that really is going to upset a lot of people and yet also make a lot of people very happy.  This is definitely one for the employer!

As an ex smoker myself, I am constantly aware of all the smoke, the cigarette smoke, the cigar smoke and even the pipe smoke that is constantly around me, invading my space.  I am aware of the damage that I have done to myself and the damage that smokers are doing to themselves (and us ‘passive’ smokers too) on a daily basis.

As a business owner, I am also aware of the fact that I have to protect my staff from smokers in terms of the Tobacco Products Control Act.  As you are all aware I am sure, there is “No Smoking” allowed in public places – restaurants and pubs have to have designated smoking areas and smoking is not allowed in malls and indeed in most office buildings.

Here’s the thing though, no where in the law does it state that as an employer, I have to pander to the smoking requirements of my smoking staff! I don’t have to give my employees ‘smoke breaks’, in fact I can actually make them work the time in that they take as ‘smoke breaks’ without having to pay them any kind of overtime at all or alternatively, I can tally up all the time that the smoker used on ‘smoke breaks’ and deduct it from their wages at the end of the week or from their salaries at the end of the month!  How cool is that?

I can ban smoking from the building altogether and I can choose exactly which area can be used for smoking purposes and there is no where that it is written that I have to provide shelter from the elements either.  So if I choose to designate the car park as the smoking area and it is bucketing with rain – well quite frankly, sorry for you!

Think about it for a moment, as an employer I don’t have to provide my alcoholic employee with a ‘drinks break’ so why would I feel the need to supply my smoker with a ‘smoke break’ particularly if I am as anti smoking as most other ‘ex smokers’?  Both are addictions?  Both take time out of the workplace which impacts on the bottom line and both have serious health implications.

Now surely that is an incentive for smokers to quit, whilst they are still ahead!

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

Blogging 101 – 10 Tips when Blogging – Part 1

Blogging 101 – 10 Tips when Blogging – Part 1

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd

I have of late been engaged with blogging and tweeting more and more on a daily basis and in some instances I have been both shocked and horrified at some of the comments that I have received and then on the other hand hugely amused and somewhere in the middle too -  mildly irritated!  I guess it all has to do with these 4 little words that I consider to be the most dangerous in the dictionary -  perception, assumption, expectation and interpretation as they seldom meet reality.

To try and share some of the key points that I have learnt and perhaps defuse some of the reactions based on those four little words, let’s have a look at some of these tips here.

1. Be Yourself
The internet is not a stage or a film set where you play a part.  It might seem like a great place for you to role play or indeed emulate someone else.  The reality however is that if you are trying to brand yourself or your business, you will do more harm than good if you are not authentically you!

To add to that, why on earth would you want to be anyone other than you? If you are branding yourself, actually even if you’re not branding yourself, why would you want to be or portray yourself as someone else?

Be consistent as you brand yourself across the social media platforms.

2. People are just People
One of the things that I always talk about when networking is that it is not about whom you know, but more often about whom you don’t know that knows who you know.  Quite a tongue twister I know but the reality is that irrespective of whether you connect with someone who has 10 followers or someone who has 10 000 followers, you have no idea who they are connected with.

You need to make every connection count and in order to do that you cannot discount people because they only have a small number of followers.  That small number of followers may include someone who can take your business to the next level!

3. Say what you mean and mean what you say.
Now this one I particularly like!

You should never say anything on social media, not just twitter, but social media in general, that you are not prepared to defend in person.

Be true to who you are as a person, be true to your beliefs, be true to the topic and you will develop credibility and trust with your followers.

4. Keep it tidy
I know that I always talk about the “telling of the story” and keeping the message short and brief, or “tidy” as I like to call it, may seem to be a contradiction in terms.  That said I still stand by both.

The reality is that if you have a one liner that people don’t understand because they have no frame of reference, it’s not going to help you in any way. In fact if your readers or followers are anything like me, it will frustrate them to such an extent that they will leave anyway.

True as that may be, the story does need to have a point and shouldn’t waffle all over the place.  The story also needs to be entertaining and create pictures in the mind of the reader and leave a lasting impression.

On that note, check out  the next post to receive some more tips.

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

Networking 101 - Sharing with Networking Partners

Networking 101 - Sharing with Networking Partners

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

Today I am going to share with you, one of the most effective ways to educate your networking partners about what it is and who it is, that you are looking for in a client.

Actually it’s awfully simple – you have to share!  Yes it is actually as simple as that, you have to share with them the qualities of your current clientele.

Paint a visual picture or even a virtual picture of the people who you currently do work for.  Tell them the top five things (you can tell them more next time to you know) that you do for those particular clients and why those clients need you do to those things for them.

If you can, arrange for the client to come and talk about the difficulties that they were having, how what you have done has made such a big change to their business.

Give some examples of measurements that been made to illustrate your point – for example, Ann said that she was closing one in forty five deals before she had some sales coaching by Tom and now she is closing four in five deals.

Try and do demonstrations where possible, when you can show people something. It often has a far more profound effect than just talking about it.  Have a power-point presentation done or bring a flipchart.

This kind of ‘show and tell’ interactions really help to ensure that your networking partners really understand the type and calibre of the person that you would like to have referred to you.

The more you show your ‘circle of influence’ the type of referral and the calibre of client that you desire, the more that you will find that the referrals that you begin to get will be of a much higher calibre than you currently (perhaps) have and the more chance you will have of closing the sale.
I have found that if I ‘enlighten’ the people that I want to get referrals from rather than trying to ‘sell’ them what I have, it makes it easier for them to understand what it is that I want.

So change your mindset when you go to a Networking event, don’t try and sell anyone anything, rather try and educate them on how what you do or sell can make a difference and then watch and see how the quality of your referrals will improve.

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 – How to Manage Your Cash Flow Crisis – Part 5

Business Tips – How to Manage Your Cash Flow Crisis – Part 5

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd 

In the last 4 articles we have looked at and dealt with the fact that there are only 3 reasons why you will find yourself in a cash flow crisis.  To remind ourselves, there were:-

1. You’re not making enough money. 

2. You are not getting your debtors to pay you and

3. You are spending too much money!

We also looked at the first step that should be taken and that was to get clarity on what you owe and what is owed to you and we did this by means of a debtors and creditors aging analysis.

Then we looked at cutting costs, discussed putting a budget together and then making arrangements with your creditors to pay what you owe.

We have pretty much dealt with parts 2 and 3 from the list above and so today we look at your sales.

Here’s the thing -  it doesn’t matter how well you collect the money or how you cut out all of the expenses, the reality is that if you don’t sell the product or service there will be no money coming in to collect!

So you need to sell, sell and then sell some more!

The fact that there is money to collect attests to the fact that you can actually sell. You just have to replicate what you did before when you sold and then just keep on doing that better and better. 

The more you believe in your product or your service, the more “believable” you are and the more you will sell.

Make sure that the value of what you are selling is in line with what you say you are selling. 

Make sure that you deliver on time and that you deliver what it is you say that you are selling or delivering.

Look at your product or service and see how you can do it better.  Doing it better will also increase your sales.

Always ensure that you are giving your clients what they want and need rather than trying to sell them what you have or what you think that they may want or need.

Start with your existing clients and ask the question, especially the one that goes “Is there any other way we can help you?”  More times than not, this will get you results and  because the relationship is already there, the ‘selling’ will be a lot easier.  So start there and then broaden your reach out into the open market.

Remember that you need to measure in order to manage, so it is very important to have a plan in place.

Some of the things that you need to look at or implement when you are putting your plan together are (but not limited to):-

- Plan a sales strategy
- Put a sales plan into place and this should include things like:-
• A list of all your products or services and how these are of benefit to your clients.
• A list of your target markets and your perception of “the perfect client”
• Your sales processes from cradle to grave
• Your sales tools
• Your sales scripts
• How to handle objections and how to turn cold leads into sales.

To delve a little more deeply into these aspects let’s break some of them down a little more.

Sales Tools
We all need all the help we can get, so it is a good idea to invest in a basic sales tool and this should include the following:

- A Website -  in this age of technology having, at the very least, a basic website is of paramount importance.
- Business Cards -  besides telling clients and prospective clients who you are, they bring a certain level of professionalism to the table.
- Brochures – great for giving a visual aspect to your products or service.
- Presentation – always useful to help close a sale
- Templates or samples of your products or service
- Sales management systems or CRM’s or similar – as you grow the number of clients it becomes easier to lose track of where you are with clients.  So this is very useful.

Sales Process

It’s always a good idea to have everybody doing the same thing in the same way.  Having a documented sales process will ensure that not only does this happen, but also that certain requirements or important information is not forgotten about. Your sales process should also contain the following:

- Leads -  how and when to make contact
- Prospect – exactly what product or service that they are interested in
- Presentation – has a demonstration been done for the client or is it still to take place and when.
- Objections received -  what they are, were they handled by who and how.
- Negotiation – what will work best for the client and you -  how will you go about getting the right balance so that a win/win situation is created.
- Finalization -  have the authorizations been received, are contracts agreed to and signed off. How many sales were “won” and why (goes to replicating a successful strategy) and how many sales were “lost” and why
- Monitor  -  the sales process should be monitored carefully and updated on a regular basis.  You need to know how many leads you have, how many have been contacted, how many have been converted into sales and exactly where you are in the process with each lead and sale.

Finally!  Prevention is always better than the cure and I have no doubt that once you get yourself out of your cash flow crisis, you will never have any desire to get yourself back into this mess again.

Ensure that the measures that you have implemented to get yourself out of the mess are continued to ensure that you never go there again.

Measure and monitor what is taking place on a continual basis and then make the necessary adjustments as and when they are required.

Remember that according to Parkins’s law, your expenses will always rise to meet your income.  So make sure that your expenses are always under control

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

Inspiration – Inspiration of Desperation

Inspiration – Inspiration of Desperation

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

Tony Robbins says “In life you need either inspiration or desperation.”

I am more often than not confused by the number of people who have to be constantly “motivated” to get things done.

What’s with that?  I really don’t understand it at all!

For me, if I have to be motivated to do something it means that I am not fully engaged at the very least and certainly it means that it is something that I am not passionate about or something that does not serve my purpose!

I remember as a youngster and school and even at college, we were not only encouraged but in some cases even forced to take extra lessons for subjects that we struggled with or just plain hated. I didn’t see the sense of that then and to be perfectly honest, I don’t see the logic in it now.

As the owner of my own business now, I am in a position to ‘outsource’ the things that I don’t enjoy or that don’t captivate my imagination or hold my attention.

This means of course, that I am able to do the things that I love, that challenge my mind and inspire me.  These are the things that allow me to live my true authentic, congruent self. These are the things that make my heart smile and my soul sing.

These are the things that make me . . . well 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

HR 101 - Preparing for Disputes – Part 2

HR 101 - Preparing for Disputes – Part 2

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd

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

Following on from last time, today we are going to look at some of the most typical and also most important issues that can be discussed at the ‘pre-meeting’.

Some of the most typical and also important issues that are or can be dealt with are (but not limited to):

• Any means by which the dispute may be settled.  Both parties would be expected to express exactly what they are wanting that would give them a sense of vindication.  It is often at this point that an “out of court” settlement is reached and agreed to and once this agreement has been signed, the arbitration hearing would therefore  be totally unnecessary .
• Facts that are the common cause.  In some cases it is the ‘straw that breaks the camels back’ that mess the whole works up and it is easier and more beneficial to all parties to get consensus on these and to agree to the facts up front. Issues such as (but not limited to)
+ the exact date that an employee was employed
+ the exact date that the employee was dismissed
+ the exact reason for the dismissal
Here’s the thing – the more issues that can be agreed upon before the hearing, the less time (and expense) will be needed to establish the facts during the hearing.
• Facts that are in dispute.  These are usually the issues that the parties cannot or will not agree on.  These are issues such as (but not limited to)
+ the employees benefits
+ the employees package
+ the employees remuneration
+ whether the treatment by the employer was fair and/or unfair.
It may also include issues such as whether the employee was at the workplace on the day that the incident took place and so on.

Often at this point the parties may agree that the arbitrator will need to decide if the dismissal was procedurally fair or unfair and also whether it was substantively unfair.

• Precise Relief claimed.   Usually this is the discussion that takes place that highlights whether the employee wants to be re-instated or whether they want some kind of financial compensation. 

It is also at this stage that the sharing and exchange of documents takes place and one ‘common’ bundle of documents can be compiled.  Parties fighting about documents and their contents or lack thereof take up huge amounts of time and getting this resolved up front and beforehand makes life a lot easier and it will also greatly reduce the amount of time that is spent in the actual hearing.

Both parties should of course, document the entire meeting, making sure that all the issues that they have agreed to are correctly recorded as well as all the issues that were not agreed on.  These minutes can then be signed off on by both parties that then can also be presented to the arbitrator who will use them to get a clear idea of key issues that are relevant to the case.

Be careful though that you don’t give away too much of your case.  It is for this very reason that it is in your own interests to use someone who is an expert in Labour Law and its relevant processes and the negotiation thereof.  If you don’t and the whole thing goes pear-shaped, it could cost you a great deal of money.

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

Blogging 101 - Focus on the Reader

Blogging 101 – Focus on Your Readers

By Nikki Viljoen – Viljoen Consulting (Pty)

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 enterprises) 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 2000 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

Networking 101 - Take your time

Networking 101 - Take your time

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

On the table today is simplifying the components of your business.  Remember that people who go to networking meetings are going to be listening to a great number of people, all in the space of a minimum of time.  It’s natural to want to tell everybody who attends, all 300 things that you do in your business.  It’s just too much information – so please do your best to resist the urge!

Even if you attend one meeting a week, that’s 52 times you will be given the opportunity to tell people who you are and the wonderful bouquet of products or services that you have.  At any given meeting though, try and limit your product or services to just one.

Take the time to explain in detail, educate your networking partners – create visual posters or images in their minds.  Let them ‘feel’ and see and smell and touch your products or service.  Demonstrate your product or tell them stories about the value of your service.  Explain in detail the value add properties and the consequences of what can/will/might go wrong if people don’t use your product or service or what it is that they might be missing out on.

Each week, talk about a different product or a different aspect of your business.  Each week get detailed and ‘up close and personal’.  Make your stories and tales really interesting and full of useful information, so that they cannot wait for the next meeting or encounter with you.

Make them want to know more about what it is that you do.

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

Business Tips – How to Manage Your Cash Flow Crisis – Part 4

Business Tips – How to Manage Your Cash Flow Crisis – Part 4

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd

In the last 3 articles we have looked at and dealt with the fact that there are only 3 reasons why you will find yourself in a cash flow crisis.  To remind ourselves, there were:-

1. You’re not making enough money. 

2. You are not getting your debtors to pay you and

3. You are spending too much money!

We also looked at the first step that should be taken and that was to get clarity on what you owe and what is owed to you and we did this by means of a debtors and creditors aging analysis.

Then we looked at cutting costs, discussed putting a budget together and then making arrangements with your creditors to pay what you owe.

This time we continue with some things that you can do immediately to help alleviate the situation.

Remember in part 2 we discussed the importance of knowing exactly what you owe and what you are owed.

Now it is the turn of your clients who owe you money (or your debtors as they are known) to get sorted.

This is where you have use every single communication medium that you can to communicate with your client.  So you can phone, or e-mail, or SMS and even ‘WhatsApp’ them or use all the different types of social media communication to contact them.  You see, you have to communicate with them and continue to do so until you have been paid in full.

It’s always a good idea to make notes on who you have spoken to, mailed, sms’d etc.  Record the date and time, who you spoke to and what was said. If for example they said that they would pay on Wednesday the 12, make a note to remind them that they have promised to make a payment.  When they pay, contact them again to a) thank them for making payment and b) to get a commitment for the next payment.  If they don’t pay on the due date, of course you need to contact them to a) find out why they did not make a payment and b) to get them to make another commitment to pay.  Be friendly but firm in  your dealings with them and make them understand that they do have to pay and pay sooner rather than later.

For money that has been outstanding for a long time (for me that is anything over 60 days, but you need to make this decision up front), the reality is that you have to take the emotion out of the situation and get tough with yourself.  Hand them over to the attorney for collection.  The reality is of course that many of them are in all probability, dealing with their own cash flow problems.  So being empathetic with their plight will stand you in good stead.  That said though, you still have to deal with your own cash flow crisis – so get them to pay up, or hand them over.

Finally for today’s lesson, remember that you cannot expect your clients to pay you or be honourable with you, if you are not being honourable with your suppliers.  You need to do to others what you want done to you!

Be honourable yourself.  Let your words be congruent with your intent and as your receive the money pay out what you owe – even if it is before the due date.

Next time we will look a bit more in-depth at how to take back control of your “in crisis” cash flow.

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

Inspiration – Facing Your Problems

Inspiration – Facing Your Problems

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

James Baldwin says “Not everything that is faced can be changed.  But nothing can be changed until it is faced.”

I very often tend to “think” in pictures, and the very first picture that came to mind when I read this quote was that of a charging elephant coming straight at me.  The reality of that is definitely about ‘not everything that is faced can be changed’ and that gave me absolute clarity on what the message of the quote is.

We have all (hopefully) heard or even said the words “acknowledging that there is a problem is half the battle won,” and therein lies the key.

If you don’t know that there is a problem how would we even think about finding a solution, let alone “facing” the problem.

As usual it is about clarity! We have to be clear on what it is that we want to achieve and then put together the action plan on the ‘how’ we are going to ‘face it’ or change it.

Often the problem appears to be so big that it is overwhelming and when that happens most of us go into either Ostrich mode (where we bury our heads in the sand and refuse to even acknowledge there is a problem) or we go into full blown procrastination (where we avoid anything to do with the problem in the hope that it will fade away or disappear completely).  Clearly neither of these options help us in any way. In fact what they usually do is make the problem even worse.

The best thing to do of course, is firstly acknowledge that there is a problem, and then decide on what the outcome is that you desire and then work backwards to where you currently find yourself.

This will enable you to then break things down into bite sized chucks that you can allocate both time and resources to sorting the problem out.

Remember to always ensure that the time that you allocate and the deadlines that you set for yourself are reasonable and attainable. Nothing will dampen your spirits faster than not achieving goals and milestones.

Finally, remember you are not alone! You may feel that you are up against the world, but the reality is that you aren’t! If you are in a state of panic and you don’t know which way to turn – ask for help! There is no shame in asking for help because we all need some help from time to time.

Face it, see the end goal, break it down, allocate time and resources, action it. Problem solved.

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

HR 101 - Preparing for Disputes – Part 1

HR 101 - Preparing for Disputes – Part 1

By Nikki Viljoen of Viljoen Consulting (Pty)Ltd

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

Over the last few months, I have been inundated with clients who have had the need to discipline staff.  In every single instance, although I have previously taken them through the “how to” and the “what to” with their staffing challenges, they have chosen not to listen to or take my advice. The result now is that they are deep in the smelly brown stuff and getting them out of it is going to be expensive.  Had they but listened in the first place, none of this would have happened and they certainly would not have been in the space that they have now found themselves in.

In all of the instances, a huge amount of time and resources, not to mention cost has been spent to ensure that the damage is now contained and that it does not spiral out of control.

Preparation of documents and a comprehensive documented statement of account is vital, so ensuring that the telling of the story and how it unfolded is critical and whilst it is always a good idea to leave ‘emotions’ at the door, explaining how you felt, your perceptions and expectations is always a good thing.

Having your story backed up with documentation is extremely useful, but having witnesses who can corroborate your story and the documents is even better and in all probability the most powerful thing of all.

Remember however, that a disciplinary hearing is still a process and it doesn’t matter how powerful your case is, you still have to follow the process, especially the most basic of all of the processes and they have to be followed completely and to the letter of the law.  Not doing so will actually make things a whole lot worse instead of better.  So please take notice of this.

From there, depending on the outcome of the findings, the dispute may be referred to the CCMA for conciliation, con-arb or arbitration.

Please be aware of the fact that should the dispute go to con-arb or arbitration, the responsibility of preparing the case properly will be yours. So if you are not sure of what to do make sure that you get someone who knows what they are doing to help you and guide you through the process.

The reason that you need to prepare yourself properly is because you can expect to go through a court type hearing with all the relevant proceedings and processes.  You see you will not only have to present your evidence in a manner that is professional, but yet concise and easy to understand – you will also have to respond to and try and counteract the evidence of your opponent, also in a professional manner.  You have to come across as believable and ensure that what you have to say bears merit rather than malice.

There may also be a need for a “pre-arbitration” meeting with your adversary.  In many instances this type of meeting could in fact resolve the matter, thereby removing the need for an arbitration meeting altogether.  At worst the pre-arbitration meeting will assist in the reducing of time that it will take to complete the hearing or assist you in the preparation of the meeting.  For the record though, although the CCMA would like the parties to have a ‘pre-meeting’ and that it could be to your own advantage to do so, the fact of the matter is that it is not compulsory.

Next week we will look at some of the most typical and also most important issues that can be discussed at the ‘pre-meeting’.

 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


I was asked the other day by my Life Coach what it is about blogging that I find so addictive, having penned over 2000 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

Networking 101 - The Dream Referral

Networking 101 - The Dream Referral

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

Today I continue with my tips on the ‘how to’ of getting your dream referrals from your ‘Circle of Influence’ or Network.

Last week we looked at teaching our Networks about what our “Dream Referral” looks like.  This week I would like to talk about ‘getting what we ask for’.

Now I’m sure that brought a smile to many faces, as we are often told to ‘be careful what you ask for’ and yet this is exactly what it is that I want to discuss.

We often hear people at Networking meetings, asking us to refer them to “Anyone who wants or who is looking for . . . .” or how about “Everyone who want or who is looking for . . . .”  I am sure you remember exactly who they are and also exactly what the product or service is that they want you to refer on their behalf.  You don’t!  You really don’t!  Ok, let me explain why you don’t.

It appears that when we hear to many ‘anyone’s’ and ‘everyone’s’ we tune out because we know so many anyone’s and everyone’s that it becomes too much and we end up not referring ‘anyone’ to ‘everyone’, or is it the other way around?  I am led to believe that this has something to do with information overload, and let’s face it – there is a huge amount of irrelevant information out there.  So in order for us to access the correct information we need to ask specific questions.

So too it is with referrals!  If you want the right referral, you have to be specific with your request when asking for referrals.

Be specific about who you would like to do work for and the kind of work that you want to do, so that your Networking partners have a clear picture in their minds of the type of person/referral that you are wanting.

Remember though – Be careful what you wish for!

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

Business Tips – How to Manage Your Cash Flow Crisis – Part 3

Business Tips  – How to Manage Your Cash Flow Crisis – Part 3

By Nikki Viljoen – Viljoen Consulting  (Pty) Ltd

Remember, there are only 3 reasons why you will find yourself in a cash flow crisis.  To remind ourselves, there were:-

1. You’re not making enough money. 

2. You are not getting your debtors to pay you and

3. You are spending too much money!

Last time we looked at the first step that should be taken and that was to get clarity on what you owe and what is owed to you and we did this by means of a debtors and creditors aging analysis.

This time we continue with the next step and that is cutting costs.

Entrepreneurs, like individuals, seldom even think about cutting costs.  Most believe that if they can just increase the number of sales  or alternatively if they can just get all the outstanding monies in then all will be well in their world.

The reality of course is that the more you make the more you spend.  Your expenses will rise up to meet your income, so of course it is of the utmost importance that you regularly review your expenses to keep them in check

Remember, cash flow is exactly that -  the flow of money into and out of the business, therefore both the entry (input) flow and the exit (output) flow must be monitored and measured on a continual basis.  Consistency is the key here.

Once you have all your expenses under control and have cut what you can and allocated that ‘spending’ to some of your outstanding debts, it is time again to look at what is outstanding and see how best to deal with these.  This is also a good time to put a budget into place in order to control spending going forward and this will help you to ensure that your spending does not get the better of you again in the future.

There are several ways to now deal with the outstanding money that you owe to your creditors. This will however, depend on the supplier and how ‘flexible’ they can be or are willing to be.

What happens next will probably be one of the hardest things that you will have to do and that is a) full transparency and b) absolute honesty.

You will need to contact every single one of your creditors and meet with them.  Face to face is best.  When you meet with them you will have to explain ‘how’ you are going to sort your debt to them out.

Be realistic, don’t promise what you cannot deliver!  This is the time to err on the side of caution.  Rather under promise and over deliver than the other way around.

For the expenses that are paid by debit order, try and stagger them through-out the month so that they do not all fall due on the same day, or even better yet, stop them altogether and pay as and when your funds become available, but make sure that you pay the minimum that you have agreed to pay, on or before the date that you have agreed to pay it.

This is one time that you have to be absolutely honourable, not only in your intent, but also in your execution.

Next time we will look a bit more in-depth at how to take back control of your “in crisis” cash flow.

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

Inspiration – The Joy of Constantly Learning

Inspiration – The Joy of Constantly Learning

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

On his website Rich Habits Institute, Tom Corley outlines a few of the differences between the habits of the rich and the habits of the poor.

Two of these are:

1. 88% of the wealthy people read 30 minutes or more each day for education or career reasons vs 2% of the poor and
2. 86% of the wealthy believe in life long educational self-improvement vs 5% of the poor.

The reality then of course is that ‘those who need it the least do it the most and those who need it the most do it the least!”

Why am I telling you this?

Well that’s simple really – because I am also one of the 2% and 5% respectively and since I have been doing this, my “lot in life” has certainly changed dramatically, and whilst I am now ‘debt free’, I am not quite at the same level as ‘the wealthy’ yet but I am certainly on my way.

To say that I came upon Marsha Wright’s The Secret Collaborative Community by accident, would be a stretch because I certainly believe that “when the student is ready the teacher will appear” and in this case that is certainly true.

Let me break it down and give you the stats.

I started reading The Secret Collaborative Community around the 9th December 2016, and since I am also reading a book by Dr John Demartini and an online course on "How To" at the same time and there are only 60 minutes a day allocated to all three “for the reading” and a further 30 minutes a day allocated to the ‘doing’ of what I’ve just read, the going is slow, but steady and sure.

I have had my twitter account for several years now and discovered that I have managed to attract an average of around 83 followers a month.

I started going onto the #ThinkBigSundayWith Marsha around the middle of January 2017 and this is where I changed just two habits.  The first one was that I retweeted just 5 of the current tweets appearing on the feed but included a brief ‘one liner’ that added to or re-enforced the message that the person who had tweeted the message.  The second thing was that I then found my own inspirational quote and posted that.  Just an extra 10 minutes or so each day and this time is taken out of the aforementioned 30 minutes allocated to the ‘doing’ of what I learn.

The results have been nothing short of amazing!

At the end of January my twitter followers had increased from about 83 monthly to 123 for the month and this increased again in February to an additional 173 for the month and as the 28th March I was already sitting at an additional 280 followers for the month. The numbers continue to grow, gathering momentum along the way and I am excited every single day to watch the number of followers increase.

To turn it up a notch, I am now posting the words of that same inspiration tweet onto Facebook and LinkedIn and they too have made a tremendous impact.  Not only have my followers increased by leaps and bounds but I am also making a huge difference in the lives of some.  The feedback from all 3 social media sites are heart-warming and give me that ‘warm fuzzy feeling’ and make me smile on the inside.

When a simple gesture like posting a quote, produces a result like this and makes a difference, what more is there to say.

Thank you to Marsha Wright for not only a practical guide ‘how to’ book but also an inspiring one.

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

HR 101 - Don’t Forget The Basic Procedures

HR 101 - Don’t Forget The Basic Procedures

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd

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

Most people have this absolute loathing for procedures and policies in the workplace, believing, somewhat naively that “It won’t happen to me”.  Sad that.

Many others, having burnt their fingers once or twice or indeed several times over, now do a 180 degree turn and belabour the point, going too much into the finer detail and forgetting the basics.

Here’s the thing – too much is just as bad as too little.  Oh I can just see all of you, shaking your heads sadly and wondering (probably out loud) if ‘this woman will ever be happy’ with what you do?

Stick to the basics – keep it as simple as possible.  Putting in too much detail and complicating the whole process may well result in the whole thing going pear-shaped as chances are you will be opening the lid of “Pandora’s Box”.

Here’s the story.

Mike owns a courier company and has many vehicles and drivers in his employ.  Both George and Simon are drivers who were driving around the yard early one morning prior to going out onto the road to do their deliveries.  George was still inebriated from the night before and should probably not have been driving anything.  George’s reactions were not what they should have been and coming around a corner, he failed to react in time and went smack bang into the side of Simon’s vehicle, which was parked at the loading bay.  Clearly George was at fault.

Mike drove George off to the nearest police station and requested that station commander or one of his staff test George for alcohol excess.  This implied that Mike did not have the means to conduct an alcohol test on his own premises.

For whatever reason, the police could not do the test either.

Mike then conducted a disciplinary hearing on George the next day.  George was found guilty and dismissed for drinking and driving, for endangering the lives of others and also for the damage that he caused to both vehicles.

George was also not advised that he had the right to appeal the findings.

The Court was not impressed.  You see although it agreed that George was intoxicated at the time of the accident, proper procedures were not followed.

• George did not know that he could be dismissed for being drunk on duty – there was no Dismissal policy or Code of Conduct policy in place.
• George was only advised that the charges were at the actual disciplinary hearing. The charges should have been recorded on the charge sheet or the notice to attend a disciplinary.
• George’s previous disciplinary record was not taken into account.
• George was not given enough notice of the disciplinary
• Mike did not ‘test’ to see whether George’s conduct had damaged the employment relationship to such an extent that George’s continued employment would be intolerable.
• What about the element of ‘trust’ in the relationship.  Mike had not shown that the trust between himself and George had been irreparably damaged.
• The most damaging aspect of this case though was that the Court said that it was the ‘responsibility of the Management to ensure that George (or any other employee for that matter) did not start working if he was drunk and/or had consumed alcohol prior to commencing work.’

Mike had not followed that basic procedures when putting this case together and based on that alone, he would have lost the case.

So before you do the ‘knee jerk’ thing – step back, take some time to think about what you are doing.  Look at your own internal policies and procedures and make sure that you follow them step by step.  Chances are that if you are procedurally correct, the case will not go to CCMA for arbitration. 

Remember, if you are not sure about what you are doing, find an HR specialist, don’t try and do things yourself. It will cost you more in the long run.

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

Blogging 101 – Where Else to look for Ideas – Part 8

Blogging 101 – Where Else to look for Ideas – Part 8

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd

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 over 16 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 always 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 be feeling like you are caught up in or stuck in a ‘ground hog’ kind of situation, but you will most certainly be assisting someone somewhere.

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

Networking 101 - Getting the best referrals

Networking 101 - Getting the best referrals

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

Often when we entrepreneurs try to build relationships within ‘our circle of influence’, we try and ‘sell’ ourselves or our products to those individuals with the express hope that they will in turn ‘sell’ us to their respective ‘circle of influence’ and we will receive qualified, consistent and dynamic leads.  This in theory is how it should work.

That said, in order to optimize what our needs are we should add several steps along the way, in order to ensure that the leads that we get are of the highest quality.  Let’s face it – none of us want a ‘bad client’!  So for the next couple of weeks I am going to concentrate on ‘getting the best referrals or clients’ from your Networking relationships.

Let’s presume that your product or service is unique, (let me say here that it doesn’t matter how many competitors you have, you have made it unique because of the level of service or the value adds or what have you) and it (the product or service) has made a profound difference in the life of one of your clients and let’s call her Sue.

In any event, Sue is immensely grateful for the product or service that you have provided her and as far as she is concerned you have single handedly literally ‘saved her life,’ and she is not at all shy about telling the whole world about how it is that you came to ‘save her life’.  I have no doubt at all that we all have a “Sue” somewhere in our businesses.

So now here is what you do – at the very next Networking meeting that you go to (and all subsequent ones to), get Sue to go along with you – get her to tell everyone what you sold or did that was so ordinarily extraordinary.

For all intent and purposes, Sue is your dream client, she is your dream referral and everybody can see what she looks like.  An ordinary person – just like everybody else, someone who has the normal requirements - just like everyone else, but to whom your product or service has made an incredible difference.  Now think about it for a moment – if your product or service has made such a difference in her life, imagine what it can do for theirs?

If your ‘Sue’ cannot manage to go to the meeting with you – there is nothing at all to stop you from describing your ‘Sue’ and her reaction to the difference or the actual difference that you made itself.  The more detail you can give them about ‘Sue’s’ experience and the kind of person that she is (in other words your target market) the greater the understanding that your collaborative networking partners will have in recognising your prospective clients when they meet them outside of the Networking meeting.

Hiding your particular light under a bushel when you want to generate referrals that lead to sales is not a good idea.

So don’t be scared to tell people just how great your product or service is.  No-one will know unless you actually tell them!

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

Business Tips – How to Manage Your Cash Flow Crisis – Part 2

Business Tips – How to Manage Your Cash Flow Crisis – Part 2

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd

Last time, remember, we discussed the only 3 reasons why you will find yourself in a cash flow crisis.  To remind ourselves, there were:-

1. You’re not making enough money.  This usually means that you have to increase the number of sales that you are making or alternatively it may mean that your margins are incorrect, which means that your profits are too small or even non-existent.  Either way you are not making enough money.

2. You are not getting your debtors to pay you.  That means that your money coming in is insufficient to meet the needs of your money going out.

3. You are spending too much money!

In the interests of clarity, let’s just be clear on something else here too – the only person responsible for your cash flow crisis is you.  You are the only person who has to manage your cash flow and the only way that you could have ended up with a cash flow problem is if you failed to manage your sales, your collections and your expenses.

You need to step up and take responsibility and be accountable for the situation that you find yourself in.  I know that this is probably not what you want to hear but in order for you to take ownership of the problem and sort it out, you need to understand that you have the problem because you failed to adequately manage these three elements.

In order for you to overcome your cash flow problem you need to take control of the situation.

So let’s break it down

Firstly, take a big breath and calm yourself down!

Getting into a state is not going to help the situation.  You need to give your full attention to finding the solutions to your problem and you will not be able to do this effectively if you are in a state of panic.

First things first.

Before you can fix the problem you have to know exactly what the problem is.  It may be that you have a specific problem, for example you are not collecting your funds efficiently or it may be that it is a combination of all three.

So the first thing that you need to know is exactly how much money you owe to people and how much is owed to you.

You will need to be brutally honest with yourself here and although it can be one of the most painful exercises that you will ever have to do, please understand that it will have to be done and once done will be very liberating too. Don’t leave anyone off the list.  If you owe the newspaper guy R5, put it on the list.

By the same token, if somebody owes you R5, that must also go onto the list.

To take this one step further you need to record the date from which you owe the money or are owed.  Then calculate how long the debt has been outstanding for both your creditors (those who gave you credit or who you owe money to) and your debtors (those you owe a debt to and who you owe money).  This document is called an aging analysis.  This will give you a better understanding of exactly how much you owe as well as how much you are owed and in both instances, for how long.

Once you have all of this information, have a closer look at all your creditors and in order of priority, list those who need to be paid immediately as well as who can be paid a bit later. The length of time that the money is owed, plus the value of the debt and of course the person who is shouting the loudest for their money, usually determines who gets paid first and how much is paid.

Whilst you are in this state of “crisis”, it is advisable to do this exercise on a daily basis, recorded which suppliers you have paid, how much you paid, when they were paid and the balance that you still owe them.  Remember to add all your “new” suppliers onto the list too.

On the debtor’s side, make sure that you list each and every payment that you receive and make a note of “how” you have allocated it to the creditors that you have paid.  Again, for the moment do this on a daily basis so that you can track that what has come in and gone out to those that you need to pay, in order for them to give you a little breathing space and room to maneuver.

Next time we will have a look at how to take the next important step!

Next time we will delve a little deeper into the mystery that is cash-flow to get a little more clarity

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

Inspiration – What do You Understand?

Inspiration – What do You Understand?

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

T. Harv Eker, best selling author of “Secrets of a Millionaire Mind”, says “What you hear you forget, what you see you remember, what you do you understand.”

Whilst we all learn differently and at different speeds, with different levels and depth of understanding, Harv’s abovementioned quote certainly rings very true in my world.

That said, I think there are a whole host of additional ingredients that need to be looked at and added to the mix.

For example, if the topic at hand is not one that I am passionate about, I will most definitely not remember anything I have heard or read and in all likelihood even if I do manage to “do”, I will probably abandon it for something else entirely – preferably something that I am interested  in or passionate about.

The reality of course is that there is so much information out there.  So much to choose from, so much that is pure unadulterated drivel, that it is often quite a mission to find what you need to be looking at, never mind remembering and eventually understanding.

For me the challenge is finding the correct information about what it is that I want to learn “how to” do and then reading that, putting a plan of action in place and then doing it.

For me it is about having to kiss several ugly frogs before I find the handsome Prince.

Always . . . remember to be consistently persistent in your quest to find that little jewel of information 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

HR 101 - Out with the Old, In with the New – Part 4

HR 101 - Out with the Old, In with the New – Part 4

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd

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

So following on from last time – let’s have a look at some of the other changes that were made to the Act that received a typical ‘knee jerk’ reaction.  They are (but not limited to).

“Where an employee accuses an employer in court or at the CCMA of having dismissed him unfairly and the existence of the dismissal is established, the employer is assumed guilty of unfair dismissal until it proves itself innocent.”

So what exactly does this mean? Here’s the story

Sally owns a pre-school, nursery school type establishment and George works there as the gardener/handyman.  Sally has a very strict “Code of Conduct” in terms of what the staff can or can’t do and one of the issues is that staff may not drink any alcohol or partake of any illegal substances whilst on duty or come to work still under the influence of either alcohol or drugs of any sort.

One morning George came to work and it was evident that he was still inebriated from the previous evening. Clearly it is not a good idea for an adult to be drunk around small children and Sally was obviously not impressed. Sally followed all the procedures correctly.  With his written permission, Sally did a sobriety test and George was found to be well over the legal limit.  Sally sent George home to ‘sleep it off’ and when he returned the following day he was given notice to attend a disciplinary hearing.

George was found guilty and dismissed and the next thing that happened was Sally was presented with the paperwork as George had gone off to the CCMA.

On the day the CCMA agreed that George was in fact guilty of being intoxicated and that George’s dismissal was the correct thing to do, however (and here is where it gets ugly) the arbitrator still decided that the dismissal had been unfair because George had not been given the change to cross-examine those who had raised the complaint.

You see, Sally, in her fury had neglected to bring every single person who has seen the state that George was in and who had actually reported his behaviour to her.  Sally had taken it upon herself to just report what she had seen.

Herein lies much of the problem when it comes to disciplinary hearings – the more witnesses you have the better your case becomes.  It doesn’t really make any difference whether they all say the same thing, what matters is that there is a ‘visual and physical’ component to the charges that have been made.  Documentary evidence is good, but having witnesses corroborate the evidence that is set out in the documents is even better.

Knowing what the procedures are and following them is good, but understanding the law and applying it to those policies and procedures is even better.

It is also necessary for everyone to understand how important it is to get professional help when you are having HR issues, clearly trying to deal with this stuff by yourself becomes part of the problem.

This brings us to the end of this particular subject, next week we will move onto something else.

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

Blogging 101 – Where Else to look for Ideas – Part 7

Blogging 101 – Where Else to look for Ideas – Part 7

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd -  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 20 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

Networking 101 - Cultivate reciprocal relationships

Networking 101 - Cultivate reciprocal relationships

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

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

“Networking is about having a reciprocal relationship which evolves over time in a mutually beneficial manner.”

The words “reciprocal, relationship and mutually beneficial” are the ones that stand out the most for me here.

Let’s have a look at what the dictionary says:

‘Reciprocal’ – “In return; mutual; inversely correspondent, complementary; expressing mutual action or relation.”

‘Relationship’ – “State if being related; condition or character due to being related; kinship.”
‘Relation’ – “What one person or thing has to do with another, way in which one stands or is related to another, kind of connection or correspondence or contrast or feeling that prevails between persons or things.”

‘Mutually’- “Common to two or more persons”

‘Beneficial’ – “Advantageous; of having the use of or benefit of property etc.;”

Well that is all very clear isn’t it?  For me it means that there are two or more people who have formed a bond, that is a connection between them for the purpose of all people receiving something that is of benefit to them, in return for their participation.

Yet so many people seem to struggle really badly with this whole concept of everyone getting something out of the relationship – why?  I certainly cannot understand it. 

It doesn’t mean that because I give you a qualified lead here and now today, that you have to go home and search through your entire data base to find someone who may or may not, need my services (in your opinion) and then refer them to me!  That’s just crazy.

What it does mean though is that during your travels in life and as and when you meet people and engage with them and learn more about them and start building a relationship with them, should you hear that they need the kind of services that I offer, you will refer me.

It means that when to talk to prospective clients about what they need from you, you also listen to what they need in general, from other people too – it might just mean that they need your services too.

Listening to what people want, rather than giving them what you think they need, is fundamental to the well being of your business.  Giving people what they want, means adding value to your business and it means adding value to the people that you have relationships with in your data base or your circle of influence.  It mean being reciprocal, it means giving benefit to your clients and your relationships.  It means bringing benefit to your client, your data base and yes, bringing benefit even to yourself.

So when you Network, remember to listen carefully . . .
Listen and then react!

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

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

Business Tips - How to Manage Your Cash Flow Crisis - Part 1

Business Tips – How to Manage Your Cash Flow Crisis – Part 1

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd

Brian Walsh of Entrepreneur and lately the “Real Success Club” always says “get clarity!” I say “If cash is King, then clarity must be Queen!”

So, let’s start off by getting ourselves very clear on what is and what isn’t.

Cash flow is the measurement between money coming in and then going out of your business.  If you have more money coming into your business than going out -  that’s a good thing because is profit. If you have more money going out of your business than coming in then you obviously have a cash flow problem!

There are only three (3) types of issues that cause cash flow problems and these are:-

1. You’re not making enough money.  This usually means that you have to increase the number of sales that you are making or alternatively it may mean that your margins are incorrect, which means that your profits are too small or even non-existent.  Either way you are not making enough money.

2. You are not getting your debtors to pay you.  That means that your money coming in is insufficient to meet the needs of your money going out.

3. You are spending too much money!

Let’s unpack these individually.

You’re not making enough money.
As can be clearly seen from the above, this can be broken down further into two parts.

The first part is about sales. You are not selling enough product or service and you need to get yourself out there and sell! If that is not your strength, then you need to hire someone whose strength it is and get them to sell.  If  your marketing or branding needs to be improved or your product or service that needs to be updated or improved, that needs to get done sooner rather than later.  Whatever must happen, must happen and then you need to sell, sell, sell!

Test and measure and then test again along the way so that you can see where things are going awry and then “tweak” them and test again.  Throw away what doesn’t work and move on.  Replicate what does work, it’s really as simple as that.

The second part being your margins is a little more complicated.  In order to calculate your margins correctly you need to know exactly what your cost of product is and what your cost of sale is.  There is obviously a huge difference between whether you are selling a product or a service but irrespective of which you sell, the issue is the same but from different perspectives and I will deal with each of these issues more comprehensively next time.

Struggling to collect your money.
Again there are two avenues here and again I will deal with them in more depth in a future article.

Basically they are:-
- Being a registered credit provider and carrying a ‘book’ and
- Being a regular, no credit offered type business.

In both cases you need to be in control of the money that is owed to you and the payment thereof.

In both cases you need to ensure that an aging analysis is generated on a regular basis to ensure that you collect your funds timeously.

Do NOT become emotionally attached to your wayward clients.  Decide on the rules e.g. if they haven’t paid in 30 days they get a lawyers letter and if they haven’t paid in 60 days they get handed over to the lawyers. Stick to whatever it is that you have decided upon – no exceptions!

You are spending too much money.
Systematically go through your General Ledger and look at each and every expense and see how you can cut it.

Again, check your emotions at the door, if your staff are no longer productive for a full day, chances are that your cash-flow will no longer sustains them.  Start a retrenchment process.

Next time we will delve a little deeper into the mystery that is cash-flow to get a little more clarity

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

Inspiration – What are You Creating Today?

Inspiration – What are You Creating Today?

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

Firstly, a happy New Year to all reading this, may 2019 fulfil your hopes and dreams and aspirations in great abundance.

Tony Robbins says “Beliefs have the power to create and the power to destroy.  Human beings have the awesome ability to take any experience of their lives and create a meaning that disempowers them or one that can literally save their lives.”

When I first read this statement, it kind of took me by surprise and in a way it actually challenged me.

I sat back for a few moments and thought about it.  I looked at several occurrences in my life that have had a profound impact on me -  one way or another, and then I looked at what ‘could’ have happened had I not made the choices that I did make.

Make no mistake, not all of the choices that I made were the right ones and even with those I was able to avoid complete disaster, again by the choices that I then made.

So the reality, well my reality at any rate, is that I had the ability to become completely ‘disempowered’ or completely inspired.

In the instances where I made the right choice for me, and I became inspired, I have remained inspired, clear in what my ‘end goals’ are and comfortable in the knowledge that I have made the correct choice, in order for me to fulfil and live my purpose.

In the instances where the choice that I made was not necessarily in my own best interests, this was quickly highlighted in the difficulties that I began to experience.  The more I made the wrong choices, the greater the difficulty and the harder the lesson.

As I started to make the right decision, the easier my life became again.

That said, with my ‘end goal’ in mind, I am presented with many opportunities as well as many challenges along the way.  The choices I make are intrinsically linked to the quality of my life.

Irrespective of all the internal and external issues that affect us all on a daily basis, I am responsible and therefore accountable for me, for my well-being and my happiness and whilst there may be many individuals who share the journey of my life with me, they are not and can never be, responsible for who I am or who I may become.

That alone is my choice, my decision, my action, my responsibility.

I have made my decision and continue to make the choices daily that move me closer to my goals. I am fully aware of them and engaged in them and although there are times that my choice is made without thought or deliberation and may in all probability need correcting along the way – I do know that I am, at the very least, going in the right direction.  Right for me that is . . 

What about you?  Are you going in the direction that is right for you?

Are you conscious of the choices that you make and the consequences of those choices or are you wandering through life without purpose or direction?

Only you will know . . . 

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