Business Tips - Being Your Own Boss – Part 8

Business Tips - Being Your Own Boss – Part 8

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd

Passion will fly out the window if everything that you try to do becomes a nightmare.  One of the ways to minimize stress is to plan for the things that you can plan for and budget for the things that can be budgeted for.

When you start, I am sure that you will not have a great deal of spare cash or even access to spare cash.  So be careful about what you spend and what you spend it on.  Of course, that said, you still need to brand yourself properly and get your idea or your product or service out there.

When getting prices on products such as business cards etc, be very clear about what it is that you want.  To get the best price, it will be necessary to request quotes from various suppliers – remember . . .  no-where is it written that you have to take the first quote that you get.

Make sure of the following:

1. That the supplier understands what it is that you want – if possible send some sort of drawing (even if it is a rough hand drawn stick insect type drawing – for your business cards) – better yet, if you are able to produce a model of sorts that would be great.

2. Do the research – get yourself a list of suppliers.  Make sure that you know where you found them.  You can look on the internet, or get referrals from friends and associates, or check out the telephone directories and chambers.

3. Make some sort of spread sheet with all the supplier information on it – a column for what it is that you required, be as specific as you can, a third column for the date that you requested the information, who you spoke to etc and a fourth column for who came back to you and with what price etc.

4. Send out your request for a quote to two or three companies – just to test the waters, so to speak.  Be as specific as you can about what it is that you want.  When you get the replies, add any queries that they had (and your replies) to your original spread sheet specifications.  Then send your request out to the next two or three more suppliers, including the additional information.  As you go along, your knowledge on the information required should increase and this will give the supplier the perception that you know exactly what it is that you are wanting.  If they think that you are knowledgeable on the subject, they are less likely to try and over charge you.

5. Once you have received all the information back, talk it over with a friend or trusted colleague.  This will ensure that you keep your emotions at bay and that you look over the information objectively.

6. Negotiate with the two or three top manufacturers or suppliers.  This is a business relationship that you are starting – don’t try and do business with someone that you either don’t particularly like or trust, especially if you are going to be doing business with them on a regular basis.  Rather find someone else if you are not sure about doing business with someone.

Remember that your credibility and integrity is also on the line here, you need to find the best value for money, especially if it is a product that you are going to be reselling, as your clients will also be looking for value for money.  Cheapest isn’t always cost effective and most expensive is not always value for 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

Inspiration - Happiness

Inspiration - Happiness

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

The quote today comes from C P Snow, who says:

"The pursuit of happiness is a most ridiculous phrase: If you pursue
happiness you'll never find it."

So what is happiness?  How do you, as an individual define happiness and what exactly does it mean in your life?

Well, for starters, for me, its firstly about the way that I feel about life, about who I am and what my purpose in life is.  It’s about my acceptance in terms of the things that I cannot change and the commitment (to no-one other than myself) to make a difference, not only in my life and the lives that my life touches, but also in the grand scheme of things and the big picture.  It’s about looking at the glass as half full and not half empty and if the reality of the situation is that the glass is indeed half empty – of filling it up.

It’s about turning the ‘can’t do’ into a ‘can do’.  It’s about finding simple solutions to what some people consider a huge insurmountable problem and then empowering them to implement the solution and thereby solve their own problem.

It’s about looking around me in absolute wonderment at all the beauty and the good things around me and thinking “Wow! I actually own all of this, through my sight!”

So whilst I agree that physically pursuing happiness is probably a waste of time, I believe that you can change your life style, your expectations and who you are as a person, in order to make it easier for happiness to find you!

And I believe, that happiness will indeed find you!

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

HR 101 – Training Records Check List

HR 101 – Training Records Check List

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

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

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

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

Marketing 101 - Duplicating Efforts

Marketing 101 - Duplicating Efforts

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd

I am no expert on marketing – that said, common sense and logic must tell you that most marketing techniques have already been tried and tested through time.

I am pretty sure that many people will tell you that it is really important to be innovative and creative with respect to your marketing efforts.

To add to that I am also pretty sure that you are  hugely excited about your very new and unique service or product, or if your service or product is not new, the unique spin is on why your product or service is different and why people should be using your product or service rather that anyone else’s.

It is really very easy to get caught up in the hype and the emotional excitement of the whole thing, but the bottom line is that your focus should be on the results that come out of the marketing.

Whilst it is not a good idea to copy other brands out there (you won’t see Pepsi doing the exact same marketing as Coco Cola, for example), it would be a good idea to have a look at the basic idea of what your competition are doing.  Look at the structure of the marketing exercise and what kind of campaign they are using.  What does the advertisement do and who is the target market?  Is the advertisement appropriate to the target market and so on.  So you can use the same kind of formula as the basis for thinking out and developing your own strategy.

So the better idea for great marketing is not trying to ‘fry your brain’, to think of new and innovative ways in which to market yourself and your product, but to use the old and trusted methods of marketing.

Keep your focus on the results and choose a winning formula as apposed to a wildly creative formula as your marketing approach of choice.

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

Networking 101 - Lead By Example

Networking 101 - Lead By Example

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

I have one particular friend (let’s call her Jane) who consistently refers me to people.  Quite honestly, in the last two months alone she has sent 3 entrepreneurs to me.  Strangely enough, she only has a slight inkling of what it is that I do, but she has read some of my articles in the newspaper and the result of that is the minute she comes into contact with someone who owns a business, she insists that they have to meet me and we need to ‘talk’!  Now that’s the kind of friends we all want, I am sure you would agree.

Here’s the thing though, the people who we are most familiar with, and I am talking about family and friends here, are often the ones that very seldom give us referrals.  Apparently this is because with family and friends the relationships that we have with them is of a more personal nature and because of this it often does not even occur to them to refer business to us, unless we specifically make a point of asking for it or reminding them.

On of the biggest problems, I am led to believe, is that although our friends and family love us and think the world of us, they have also seen us at our absolute worst and they may not be comfortable with referring us to one of their friends ‘in case’ we embarrass them.  In some cases, no matter how much they respect, admire and even trust us, they do not want to mix business with personal relationships.  Even worse, many may not understand how to refer us.

This ‘non-understanding’ may not be confined to family and friends either – many of our colleagues and indeed, people who we see at Networking meetings all the time, may not have the slightest idea of how to ‘refer’ business to us.

Networking individuals who are inexperienced, often don’t think about looking for referrals except through their existing customers and whilst getting those referrals is not a bad thing, it does mean that the number of referrals that they get or give is seriously limited.  On the other hand there are some very experienced Networkers who go to Networking meetings on a regular basis and they think that the only referrals they are going to get will come from the people or members that they encounter at the meetings.  That’s also limiting ourselves badly.

In order to get the most out of Networking, we have to put the most in and that means that we have to lead by example.  We have to refer business to our colleagues, our friends, our family and also strangers that we have just met.  By doing this we demonstrate a ‘willingness’ to share information and add value to their lives and pretty soon they will start sharing with us too.

We also need to remind people on a constant basis, that we are always looking for business and there are many ways to do this.  Keeping in touch by means of say a Newsletter, reminds people that we are out and about.  Asking for testimonials is also a good way to not only remind the person giving us the testimonial, what a good job we did for them, but letting others see those testimonial shows people that we can be trusted too.

So get busy today, remind people who we are and don’t forget to ‘ask’ people to refer us.  We’ll be amazed at the results.

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 - Being Your Own Boss – Part 7

Business Tips - Being Your Own Boss – Part 7

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd  –

Being passionate about your business and what it is that you do is a given and it is something that you should not be faulted for.  Having a business that you are not passionate about is just plain madness and it will break your heart as well as do damage to your soul.  That said however, as business owners we also need to ensure that our passion does not get us carried away.

Let me explain.  Sometimes we are so ‘gung ho’ about our product or service that we feel that every single person on the planet should be jumping up and down for whatever it is that we are selling.  Don’t be naïve.  Don’t be so arrogant!  This is what is commonly known as ‘selling to yourself’ and we are all guilty of it at some stage of our business lives.

On a regular basis talk to people, family, friends, acquaintances, potential customers, your networking group, whoever will give you the time of day and give you an unbiased opinion – and ask the question.  “Is this what people need/want/desire to have?”  It is important to ensure that what you are selling is current.  Don’t get bent out of shape if you get an answer that you are not particularly looking for, in fact be thankful that people are honest – it may be your saving grace.

By getting this honest feedback on a regular basis, you may very well be able to make changes in the direction that your business is going, before disaster strikes.

Don’t be scared to engage these incredible people in some more questions – ask them how you could improve your idea, your service and any other ideas that they may have.  Get down off you pedestal and don’t be defensive.  Listen carefully to what they have to say – write down all the ideas that come out of the brainstorming session.

Once you have calmed down and you are thinking clearly again – take a look at what came out of the session.  Keep an open mind and honestly analyse the ideas.  Keep the most useful, tweak those that need tweaking and discard the rest. 

Get these people together on a regular basis – let them challenge you and your ideas – your business will only prosper because of it.

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 – Going Where Your Thoughts Take You

Inspiration – Going Where Your Thoughts Take You

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd 

James Allen says “You are today where your thoughts have brought you; you will be tomorrow where your thoughts take you.”

I love these kind of messages – when I ‘get’ them they becomes a real ‘Ah-ha’ moment for me. Like most things in life it’s all about the choices we make (or don’t for that matter).

I know for sure that at the moment, my thoughts are very focused and I have noticed how many of the projects or opportunities that I am currently working on, in and with seem to just flow – as easy as a leaf floating downstream.  I am not hitting any snags along the way and that in itself tells me that I am doing things correctly.

You see, I have learnt (and believe me it was learnt the hard way) that the minute something becomes difficult or I find that no matter which way I turn, I hit a brick wall or a delay or something goes wrong, that the fault lies with me.  I have stepped off my path somewhere or the timing is wrong.  Usually it’s I have stepped off my path somewhere.

“Stepping off my path” has its own consequences and usually my thoughts control what those consequences are. If my thoughts are positive and logical, chances are that I will step back onto the right path and life will begin to magically flow again.  As and when I need things to happen, so they do.  As and when I need an opportunity to present itself, magically it does – I get a phone call from someone wanting something or I meet someone wanting something. If my thoughts are negative or filled with too much emotion, well then that’s where it goes ‘pear-shaped’ and the problem with ‘pear-shaped’ is that if I am not careful, it can spiral downwards and then that becomes a real issue.

Now I am in a very fortunate position, in that I have a Life Coach who is a gifted intuitive, so when this happens, she is able to get me to a place where I am able to stop drowning in my own pool of misery and get me back on track.  That said I know that there are millions of people out there, who don’t have a Life Coach to assist them and I know what it feels like.  It is probably the most terrifying feeling in the world – you feel like you have come to the end and there is no-one out there to even throw you a life line.

The upside of this, now, is that I am very aware of what my thoughts and choices are doing to me right now and the minute I even think of going to something that is negative, I stop – take a step backwards, take a deep breath and turn the negative into a positive.  The minute I can’t turn my thoughts positive, I give my Life Coach a call for assistance – there is no way that I want to go back to the ‘dark place’ again that is for sure.

My challenge to you therefore today, is that you monitor your thoughts – be aware of what they do to you, be aware that as much as they can be responsible for the great joys in your life they also have the power to destruct – that is of course if you give them that power!

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

HR101 – To Smoke or Not to Smoke – The E-Cigarette

HR101 – To Smoke or Not to Smoke – The E-Cigarette

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

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

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

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

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

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

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

Let me explain.

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

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

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

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

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

Does that also mean that it is not harmful to you?  Afraid not . .  recent studies have evidenced that the harm to your lungs is even greater than what normal cigarette smoke does.  So think about it carefully before your start.

The decision however, is always yours.

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

Marketing 101 - As We Know It

Marketing 101  - As We Know It

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd

I am no expert on marketing – that said, common sense and logic must tell you that most marketing techniques have already been tried and tested through time.

I seem to remember in the recesses of my mind, something about the four “P’s”, and that if you don’t advertise or do some sort of direct marketing exercise, that your business will most certainly fail.  Well I for one think that this is a bunch of hooey!

You see, as far as I am concerned business is about making a profit, making money is relatively easy, but making a profit – well now that is a whole different ball game altogether.  Ok, getting back to the point – in order to make a profit (or money for that matter) you need to sell something, irrespective of whether that something is a product or a service.  So you need to have sales – lots and lots of sales.

Now as a small business owner, I don’t have deep pockets.  That means essentially that I don’t have the financial resources to do huge amounts of advertising or ad campaigns – I am sure that many of you are also in the same predicament.  So what do I (read we) do.

Well for me it is easy – you see I ‘cross pollinate’ or collaborate or Network – whatever you like to call it.

Let me explain – about a week or so ago, I met (let’s call her Anne) at a Networking meeting – she is a secretary or PA by profession and due to the economy and cuts in jobs in several of the huge Corporate companies, she found herself doing her own thing from home.  Anne has a huge amount of experience dealing with ‘red tape’ in terms of presenting for tenders and the like and clearly is great with keeping diaries sorted and meeting deadlines and all of this from home. 

Anne has been in business for herself for about 4 months now and although she is connected in terms of the Corporate world, her clients are now people from the SMME market.  So how does she get business?

Well you see, I also have this client (let’s call her Jane) who owns or co-owns several businesses.  Being a bit of a control freak, she tries to do everything herself and the result is often chaos!  As I write this, she is opening her brand new restaurant tomorrow.  The guest list features several political dignitaries and about 200 odd guests.  She also had a deadline to present for a tender worth millions, by close of business today.  I’m sure you can see the dilemma and the incredible stress that she has put herself under.

I have now connected Anne and Jane and so their journey begins.  Anne has sorted out the tender presentation and all Anne has to do is stand there as power presentation does its thing and hand out the neatly and professionally produced documentation as and when it is required.

Now Jane, who is connected to thousands of SMME’s will refer Anne to everyone who needs her services.  Anne who is connected to thousands of Corporate players will connect Jane to all the power players that will enhance her several businesses.

Both Anne and Jane have learnt some valuable lessons – you can market your business through the power of referrals, you can grow your data base by connecting with people (even if they don’t necessarily have anything to do with the business that you are in) and you can’t do everything yourself – sometimes it is easier, cheaper and more professional to get professionals in to do what they do best, while you do what you do best.

The bottom line however, is that this form of Marketing is not even done by you – it is done for you by all the small business owners or individuals in your data base.  It is done on your behalf and often you are not even aware of it being done – now that’s what I call the marketing of the future!

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 to the Decision Makers

Networking 101 - Getting to the Decision Makers

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

According to Michael Gerber, who is the author of The E-Myth only 4% of ALL businesses make it past 10 years.  How scary is that?

Gerber has shown that 80% of all businesses fail in their first 5 years and then 80% of the remaining 20% fail in the next 5 years.

For me, the reality is that it is not what you know, but who you know that makes the difference.  Actually if the truth be told, the reality is more, who you don’t know, who know who you do know!

The reality is that no matter how fantastic your product or service is, if you cannot sell it, you will starve.

The reality is that building a successful business is about building relationships and trust.

The reality is that getting decision makers (whether they are from a Corporate type environment or a small ‘one man’ type business) to do long term business with you and it will mean getting them to trust you.  They need to know that you really care about their needs.

Now how are you going to get into seeing those decision makers?  Where will you find them (other than ‘cold calling’ which I detest with a passion)?  For me, there’s only one place and that is at a Networking event.  Even if you only attend one Networking meeting a month and you only connect with one or two people, it is still quicker and easier than trying to set up appointments with people who have no clue who you are and what it is that you do.

Not only does Networking provide me with an endless source of new decision makers, but it also affords me the opportunity to engage with people who are like minded.  It allows me to ‘brain storm’ with people who have engaged in the same struggles as the ones that I have been through.

By its very nature, the people who attend Networking meetings come from all walks of life and therefore represent many industries and a variety of businesses.  I have never, for example, been to a Networking meeting that was attended by 20 people and all of those people were Accountants!

The reality of it is that at proper Networking meetings, we are encouraged to share and discuss ideas.  We are encouraged to ‘think out of the box’. Innovative thinking is a goal that we all aspire to achieve and transferring those ideas from one business to another means successful business for all concerned.

The reality is that although there may be competition from people who are in the same or similar businesses, collaboration is encouraged.  Joint ventures are encouraged and strategic alliances are definitely encouraged.

Often, what we cannot achieve on our own, becomes highly possible when we share, like the tender that is too big for one person but can be successfully tackled by two or three people who are in exactly the same business and who would have on their own been unable to deliver.

Don’t automatically view your competition in a bad or negative light, but look for opportunities where you can work together successfully or even add to each others value.

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 – Being Your Own Boss – Part 6

Business Tips – Being Your Own Boss – Part 6

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd – May  2009

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

Inspiration - Give This Day A Purpose

Inspiration -  Give This Day A Purpose

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

The quote today comes from Ralph Marston, who says:

“This day will soon end, yet there's a way to always preserve the value that it offers. Give this day a purpose, and make use of this day to fulfil that purpose.
With no purpose, the hours will slip by and the unique abundance of this day will quickly be gone forever. With no purpose, this day is nothing more than a meaningless span of time to be endured.
With a clear and meaningful purpose, however, this day can be transformed into a beautiful and lasting treasure. Instead of a day that will soon be forgotten, you can make it into a day that will always be remembered.
A purpose for this day will give you your very own pathway for accomplishment. A purpose for this day will help you to move past the meaningless distractions and to recover quickly from the painful setbacks.
This day is a unique moment in time. Make the most of it by focusing its special beauty and value in a meaningful and positive direction.
Give this day a purpose, and you give your life a lasting gift. Give this day a purpose, and you can add real value to your world.”

I am all for giving value and purpose to the day or even time per se. To wander around mindlessly just doesn’t make any kind of sense to me at all.  I know and understand that there are days that should be written off due to lack of interest, but those should be far a few between and the exception rather than the rule. 

For me, each day has a goal or at least one thing that needs to be achieved, even if the goal is to be a lounge lizard for the day.

So, plan your day, make short term goals and strive to achieve them, that way you will ensure that your day has a purpose and meaning.

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

HR101 – What is Condonation

HR101 – What is Condonation

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Marketing 101 - Follow Up On Leads

Marketing 101 - Follow Up On Leads

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd

I am often frustrated beyond measure and to the point where I lose my sense of humour when I receive a flyer in the mail advertising the services of a handyman and I call him, ready with my very long list of bits and pieces that I need done around the house, only to sit and wait for someone who never actually arrives, despite the fact that the appointment has been booked and confirmed.  I mean, what’s with that?

As the handyman in question, you have marketed yourself, advertised your services and then you don’t pitch to give me a quote or you come and quote and then I never hear from you again.  Why have you gone to the trouble and cost of marketing and advertising, but you don’t follow up on leads?

People, this is a biggie!  One of the biggest mistakes you can make is becoming obsessed with sourcing leads.  What happens then is that you have an abundance of leads and you don’t have the infrastructure or spare capacity to actually respond to what you already have and you are already out and about trying to source more leads.

Remember that the most expensive cost to a sale is generating the lead – not following up on that lead is like throwing money away.  Putting a practical, simple procedure in place to ensure that you follow up on all of your leads would be hugely beneficial in ensuring that you meet all of your delivery promises.

A happy client, who has had all of their needs and expectations met, is a returning customer and a referring customer.

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

Networking 101 - It’s a Collaborative Effort

Networking 101 - It’s a Collaborative Effort

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

Napoleon Hill said that “No two minds ever come together without, thereby, creating a third invisible, intangible force”, whilst Andrew Carnegie’s secret of success revealed “Economic advantages may be created by any one person who surrounds himself with the advice, counsel and personal cooperation of a group of men who are willing to lend him wholehearted aid in a spirit of perfect harmony.”

Now why would any of us even begin to doubt or even question the words of these two great and successful men?  Not me hey, if I can learn from others instead of having to learn the lesson myself, usually in the most painful way, well then I am a happy camper!

On top of that, what they are saying makes perfectly logical sense to me as well.  It is my personal experience, in a Networking environment (particularly the ones that I go to), that like minded people are more than willing to assist, to connect you to their data bases, to recommend you to other like minded people – it’s a collaborative effort.

My colleague and friend Colleen Larson of BE (Business Engage, www.businessengage.co.za ) always tells folk “that even as a group, we (BE) know that we cannot do everything and indeed we wouldn’t want to as we want to create the opportunities for our members”. 

For me it’s almost like ‘playing it forward’.  It’s like Oprah Winfrey says in her “What I Know for Sure” when she says that her friend and mentor Dr Maya Angelou always says “When you learn, you teach.  When you get, you give.”  It’s about helping those navigate their way through the mine field that you have just walked through.  It’s about mentoring whilst you yourself are being mentored.  It’s about empowering people and SMME’s whilst I, myself am being empowered.

It’s about surrounding myself with people who make things happen, rather than people who are constantly wondering what the hell happened!

So pick your Networking events with care.  Make them work for you and don’t forget to work them too.

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 - Being Your Own Boss – Part 5

Business Tips - Being Your Own Boss – Part 5

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd 

It is said that “There are none so blind as those who will not see”!

Ain’t that the truth!  One of the most frustrating things for me is trying to convince people – especially about the work that I do.  Most of the time people are stuck in the whole philosophy of “It won’t happen to me” and then of course it does.  It’s Murphy’s law.

I have learnt over the years though, to just let them be and even when the brown smelly stuff hits the fan and splatters all over them, I bite my tongue (when I really want to tell them ‘I told you so’) and instead outline a plan of action to correct the problem and then prevent it from happening again.

Nowadays, I try and inspire them.

Many of the experts say that you should have a one page sales kind of brief.  I find though, that people are skeptical of the salesperson who continuously tells everybody how ‘wonderful’ they are and how ‘wonderful’ their product or service is.  Now I quote some of the more touching testimonials that my clients and colleagues have sent to me.  Believe me, those testimonials have far more impact, in terms of trust, than any kind of sales spiel.

Do you love what you do?  Are you passionate about what you do?  If you are, chances are that it will change the way that you speak and it will change your body language and it will change the energy that you exude. Your passion, the love of what you do and the belief that you have in your product or service will be clearly evident for all to see.  There is nothing more soul satisfying than to watch people becoming infected by and with your passion.

Don’t be shy to tell people who you are and where you come from.  Describe your struggles and how you overcame them.  People relate to struggles – we all go through them.  People applaud success – even the very small ones.

Be sure to always include your contact details, make it as easy as possible for people to find you.

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

Inspiration – Getting Closer to the Top

Inspiration – Getting Closer to the Top

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

H Norman Schwarzkopf says “You can’t help someone get up the hill without getting closer to the top yourself.”

Everyone needs a helping hand from time to time.  Everyone needs some sort of assurance that they are going in the right direction or that they have made the right decision from time to time.  This is more of a need in the SMME (Small, Medium, Micro Enterprise) arena that anywhere else.  Why you may ask?  Well quite simply, small business owners often feel that they are all alone and in some extreme cases even feel ‘lonely’ in business.  Strange as that may seem, that is exactly the reality that some people find themselves in.

Little wonder then that Life and Business coaches are in abundance or that mentorship programs are offered up on silver platters.

Ever thought seriously about why that is?  Sure there is a financial reward and sure they will have a bevy of extremely grateful clients who will hang onto their every word.  But what’s the ‘what’s in it’ for them?  What is the ‘pay off’ for them?

Quite simply it is also what they get out of the relationship.  It’s about how they grow from the experience.  It’s about what they learn from the person that they are in fact teaching.

In the laws of the Universe, it is about ‘getting what you give’ or ‘paying it forward’.

Remember though, you have to ‘give it’ first before you will ‘get it’ back.

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 – Getting the Status Right

HR 101 – Getting the Status Right

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd , January 2012

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

Many small business owners are not sure of the correct terminology to use when employing staff, that are not employed on a permanent basis and with the new labour laws, this can and will become problematical.  So let’s get the definitions correct to avoid any nasty nightmares.

Temp
A “temp” is a person who is employed on a temporary basis, usually to ‘fill in’ when for example, an employee is on leave or on maternity leave or sick leave.  They are often (but not always) employed by a Labour Broker.  They can also be employed over a busy or seasonal period, such as Christmas or even for a specific task such as a stock take.

A ‘temp’ is not someone who you employ on a contract for 3 months and then you renew that contract for another 3 months and then another 3 months and so on.  Doing that is against the law and will ultimately land you in hot water.

Understand too, that even a temp qualifies for leave pay, sick leave and even overtime in terms of BCEA (Basic Conditions of Employment Act).  The Act (Section 20 (b)) stipulates that annual leave accumulates ‘at the rate of 1 day for every 17 worked and that during the first 6 months of employment, sick leave accumulates at the rate of 1 day for every 26 days worked’ (section 22 (3)). 

A ‘temp’ is also entitled to be paid for working public holidays, irrespective of whether the contract states that they are to be paid only for the hours that they work.

The Independent Contractor
An ‘independent Contractor’ is not someone who works for you all the time and to whom you give a contract of work.  It is someone who comes in and does a specific job for a specific fee for a specific time.  An ‘independent contractor’ is someone like the painter that you have brought in to paint the offices.  He gives you a quote, you accept it (or not), he purchases the paint, brings in the ladders and equipment and paints the place out – cleans up (hopefully) and issues you with the bill, which you pay.  That is the end of that.  They are therefore essentially a service provider or supplier.

Therefore an independent contractor is someone who:-
- Runs his own business
- Should be registered as a provisional tax payer
- Could be registered as a VAT vendor
- Will work his own hours
- Will have his own equipment/machinery
- Can work or do work for more than one client at a time
- Will invoice the employer (client) either at the end of the month or alternatively once the job has been completed.
- The employer (client) will not have to worry about the usual HR stuff such as (but not limited to) deducting PAYE or UIF or SDL or payment of 13th bonus cheques etc.

So, when you ‘hire’ someone from a Labour Broker, you need to understand that they are not an ‘independent contractor’ as they do not fall under any of the above requirements.

The Fixed Term Contract
A ‘fixed term contract’ is one that usually has an “end” date or alternatively is for a specific project.

Because of the word “fixed”, should the contract not be completed on the due date, technically speaking the contract should be re-entered into with the new termination date.

A 'fixed term contract’ is not a contract that can be extended and then extended and then extended again.

I trust that now all of your employees and contractors will be given the correct contracts.

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

Marketing 101 - Doing Your Own PR

Marketing 101 - Doing Your Own PR

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd

Once again, let me be really up front and tell you that I am not a Marketing guru.  Any articles that appear here on Marketing are from a totally logical point of view and are tips that have worked for me as a small business owner without a budget for Marketing.

As small business owners we all think that we have the greatest product or service in the world.  We are really passionate about what we do and we know, deep down inside of ourselves that ‘if only’ people knew about our product or service, we would be so busy we would not know what to do with ourselves and we would have pots and pots and oodles and oodles of money just flying into out bank accounts.

Now here’s the kicker. It’s the ‘if only’ part.  You see the bottom line is that no matter how great our product is or how fabulous our service is, if no-one knows about it or how it will make a difference in their lives, no-one is going to buy it and well . . . .  our bank accounts will remain empty.

Small business owners and entrepreneurs can often be heard lamenting about the lack of . . . .  the lack of finance to put a really good marketing strategy together, the lack of finance to use a really good PR agency, the lack of . .  well I’m sure you get the picture.

Truth be told though, we are all capable of doing the whole thing ourselves and even, in some cases getting better results for ourselves than we might have gotten by hiring someone to do it for us.  You see good PR can be the greatest asset in a business but a bad publicist who fails to deliver can really do a great deal of harm.

So let’s have a look at some of the simple things that you can do as PR in your own company.

Take a good hard look at what happens in your company.  Remember, your company is unique.  What about your company is unique? What about your company is newsworthy? Do you have a monthly newsletter that goes out, do you have an anniversary of your business coming up or is there a special holiday coming up such as (but not limited to) ‘Workers Day’ or ‘Women’s Day’.  If you are not someone who looks at special promotions then perhaps it is time to start looking at something right now.  It can be linked to a public holiday or to an event or even to a group of people (e.g. all members of Business Engage will be eligible for a discount of 10% for the duration of the promotion).  You see the thing is that you can only pitch a concept to the media if you have something interesting to promote.

Make sure that you have some really great photographs of your store and product and yourself (if you are selling your service) because some of the smaller publications of newspapers and magazines may not have the financial means to have a photographer running around all over the country side to take photos and photos always, always, always can make a difference to whether your pitch is successful or not.  Be prepared.

In fact, it is quite a good idea to have a Business Profile and a Personal Profile written up and ready for distribution.  It’s good to have your profile include whatever is being promoted together with a bit of the history of the business or yourself and of course it must include things like your contact details, address, web address etc., and it must be presented in a professional manner on your letterhead.  This is something that you can write yourself or if you are really not comfortable doing this hire a wordsmith on a ‘per word’ basis to do it for you.  Most freelance journalists will be able to assist you in this regard.

Once the profile is done, write a letter that is to the point that can be mailed or e-mailed to editors and producers with your profile attached, or better yet – see if you can get in to see them.

The letter must be as short and as simple as possible, but it must include all of the promotions that are on offer.

All the Editors and Producers want to know is ‘what’s going on’ and they are often looking for something different to report on.  Once they have this information they can make their own decision as to whether or not they want to cover.

Simple hey?  Simple and very effective!  So go on, I dare you – try doing something like this for yourself and see how well it turns out.

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 - Time is in Short Supply, Don’t Waste It

Networking  101 - Time is in Short Supply, Don’t Waste It

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

I don’t know about you, but time for me is something that is in very short supply and I value it immensely. Little wonder then that I get extremely peeved when people waste my time.

Corporates are notorious for wasting people’s time and the amount of time that it takes for them to make a decision about anything often makes me wonder about whether they actually know how to make one at all and in moments of extreme agitation and irritability I wonder how they actually function as a business.  Their inability to make any kind of decision must surely hamper anything that they may be trying to achieve.

Understandably then, I much prefer to do business with and deal with the like minded business people that I generally meet at Networking meetings.  There’s no beating around the bush.  Decisions are made based on the input available and with a minimum amount of fuss and bother.

You see, we all know and understand firstly, the reason why we are at the Networking meeting, which is to do business, to meet people and to build relationships.  Secondly we all understand that the time of everyone there is a precious commodity, so we don’t waste each other’s time.  There is no pondering and pampering of egos.  There’s no dancing about and around the issues.  It’s either Yes, or it’s No! 

The quick decisions, and yes they are informed decisions are what makes Networking so valuable to all concerned.  The ‘no nonsense’ let’s get done because I have other things to do, makes it for me a valuable source of new clients, new service providers, new contacts and new relationships.

Knowing ‘how to’ Network effectively is one of my greatest assets!

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 - Being Your Own Boss – Part 4

Business Tips - Being Your Own Boss – Part 4

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd

As much as we would like to think that the world is a great place, the reality is that it isn’t.  People will steal your ideas and your dreams and pass them off as their own.

You need to protect your ideas and yourself from the charlatans out there.

It is not really necessary to register your business name or get copyright protections for your logo or your ‘by line’ because there are laws in place that protect you.  Basically what that means is that whoever used a name or a slogan first is then the owner of that name or slogan.  The problem with this though is that if someone else then uses what you consider to be yours, the only way then to stop them using it again is to take legal action and go to court to enforce the law.

One of the ways to ‘prove’ that it was your idea or theme or that it was used by your first is to document everything.  Use a daily planner or your diary to make notes and keep track of who you met and what was discussed.  This will provide you with a ‘paper trail’ which could be used as evidence should you ever need to go to court.

Although many will tell you to continue your business as a ‘sole proprietor’ for as long as possible before you register as a (Pty) Ltd, be aware of the fact that this has tax implications both to you as an individual and also for your business.  Make sure that you understand the “why’s” and “wherefore’s” of registering your business before taking the plunge.

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 – Firing Up Your Soul

Inspiration – Firing Up Your Soul

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

Jean De La Fontaine says “Man is so made that when anything fires his soul, impossibilities vanish.”

Oh Wow!  I really like that one and I must admit, it really resonates with me!

You see, I am really passionate about what it is that I do (mind you – if the truth be told, I am really passionate about a good party too ) and I am so fired up about what I can do and the difference that I can make, not only in the lives of others but my own life too.

It has morphed into something completely different to what I first had in mind in 2003 when I first started this journey, but you know what . . . I like it even more.

I like how it feels, how it fits and I love how it makes me feel.  I love the fact that right now, as I am writing these words, there is a smile on my face.

Truth is, I like it more and am more passionate about what I do (if that is at all possible) than I was when I started out.

Here’s the thing – my passion shows.  People can see it and they often wonder what it is that I have that they don’t.  Not only can they see it, but they can also feel it in the energy that comes from me. It shows in the way that my face changes and my eyes light up when I talk about the various projects that I am currently involved with and the ones that are in the pipeline.  It shows when I get a new client or when I have met all the expectations, perceptions and requirements of an existing client. 

It definitely does show when I have thought ‘out of the box’ and seen an opportunity that others feel will fall flat or that cannot materialize and I am sure you can understand just how much it does show, when I prove them wrong and get the whole thing going.

I know that it shows on the inside, when I achieve my goals and when I know that I have made a difference.  It shows on the inside when I see someone’s eyes light up when they ‘get’ whatever it is that I am trying to show them.

Most of all though, my passion shows on the inside, when I receive the accolades from clients, institutions, colleagues, friends, family and even total strangers in recognition for sharing my passion, for being real and often for doing what everyone else thought could never be done.

Impossibilities turn into possibilities when your heart and soul are fired up by passion!

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