MOTIVATION - Belief

MOTIVATION –  Belief


By Nikki Viljoen of N Viljoen Consulting CC – January 2013

James Allen wrote “Belief always precedes action”.

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

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

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

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

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

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

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

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

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

EARLY WARNING - All About Procurement Fraud - Part 3

    

EARLY WARNING

All About Procurement Fraud – Part 3


By Nikki Viljoen – Viljoen Consulting January 2013.

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

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

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

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

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

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

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

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

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

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

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

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

BLOGGING TIPS - Where Else to Look for Ideas - Part 6

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


By Nikki Viljoen – Viljoen Consulting CC January 2013

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

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

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

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

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

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

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

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

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

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

BUSINESS TIPS – From Employee to Entrepreneur – Part 6


By Nikki Viljoen – Viljoen Consulting CC – January 2013

So far we have looked at:-
1.    The difference between being an employee and an employer;
2.    Your Purpose:
3.    The People around you and
4.    Your Personal Footprint.
5.    Knowledge & what you do with it
6.    The Generosity of your Spirit
7.    The Role of Technology in your Business
8.    Self Confidence
9.    Creativity and
10.    Focus
11.    Vision
12.    Result

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

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

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

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

Next time we will continue to look at some of the other issues that you will need or be aware of to become a successful Entrepreneur.

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

MOTIVATION - Doing for Others

MOTIVATION –  Doing for Others?


By Nikki Viljoen of N Viljoen Consulting CC – January 2013

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

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

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

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

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

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

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

HR - Training Records Checklist

HR – Training Records Check List

By Nikki Viljoen of Viljoen Consulting CC – January 2013

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

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

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

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

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

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

Remember though that records are only worth anything if they are updated and maintained on a regular basis.

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

EARLY WARNING - All About Procurement Fraud - Part 2

EARLY WARNING

All About Procurement Fraud – Part 2


By Nikki Viljoen – Viljoen Consulting January 2013.

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

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

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

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

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

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

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

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

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

BLOGGING TIPS - Where Else to Look for Ideas - Part 5

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


By Nikki Viljoen – Viljoen Consulting CC January 2013

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

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

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

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

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

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

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

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

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

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

BUSINESS TIPS - From Employee to Entrepreneur - Part 5

BUSINESS TIPS – From Employee to Entrepreneur – Part 5


By Nikki Viljoen – Viljoen Consulting CC – November 2012

So far we have looked at:-
1.    The difference between being an employee and an employer;
2.    Your Purpose:
3.    The People around you and
4.    Your Personal Footprint.
5.    Knowledge & what you do with it
6.    The Generosity of your Spirit
7.    The Role of Technology in your Business
8.    Self Confidence
9.    Creativity and
10.    Focus

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

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

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

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

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

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

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

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

Next time we will continue to look at some of the other issues that you will need or be aware of to become a successful Entrepreneur.

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

MOTIVATION - Stuck Inside the Frame

MOTIVATION –  Stuck Inside the Frame?

By Nikki Viljoen of N Viljoen Consulting CC – January 2013

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

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

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

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

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