Early Warning - All About Procurement Fraud – Part 4

 Early Warning - All About Procurement Fraud – Part 4

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd 

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

Today we will have a look at some more.

As we said one of the ways to limit procurement fraud is to ensure that you have a proper procurement policy in place and that it is adhered to and checked on a regular basis. We looked at the Needs Analysis, Timing and Suppliers.  Other issues that need to be taken into account when implementing the procurement process are (but are not limited to):

1. Supplier Communication

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

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

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

2. Negotiation

I always say that assumption, perception, expectation and interpretation are the four most dangerous words in the dictionary because they seldom meet reality!

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

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

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

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

 

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

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Part 1

http://www.viljoenconsulting.co.za/2012/12/early-warning-all-about-procurement-fraud-part-1/

Part 2

http://www.viljoenconsulting.co.za/2013/01/early-warning-all-about-procurement-fraud-part-2/

Part 3

http://www.viljoenconsulting.co.za/2013/01/early-warning-all-about-procurement-fraud-part-3/

>>

Part 5

http://www.viljoenconsulting.co.za/2013/02/early-warning-all-about-procurement-fraud-part-5/

Part 6

http://www.viljoenconsulting.co.za/2013/02/early-warning-all-about-procurement-fraud-part-6/

Networking 101 - Never Abuse Your Network.

 Networking 101 - Never Abuse Your Network.

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd

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

“Never abuse your network.  Be respectful and request permission where indicated.”

You have no idea just how important this is if you want to stay in the networking game.  Let me be a little more specific.  The world is no longer a huge place.  Each time new technology is written/developed/invented or however you would like to put it – the world shrinks a little more.  In the old days, a journey by ship took years, then we got aeroplanes and it took, at worst days or hours – now we can travel the world in seconds.  Today I spoke to my Russian friend in Greece, my friend in Arizona in the States and my brother in Australia on SKYPE and because we all have cameras we can all see one another as we talk, thousands and thousands of miles between us and yet we talk and we can see one another as if we are sitting next to each other – the world has indeed, become a very small place.

The world of the SMME has also become really small too, especially if you confine it to the country or the state and even the city or town that you happen to be living and networking in – this means, and listen very, very carefully now – this means that if you abuse your network - within seconds many, many people will know about it and as much as referrals are your best form of obtaining business, they can also become your worst nightmare.  The grapevine works in both directions and believe me when I tell you, that once your name is mud on that grapevine, you will be shut down faster than you can blink.

Here’s an example of what not to do:  During the early part of last year, I met a fellow (let’s call him George)  at a networking event.  Subsequent to that meeting, we had a one on one and I gave him a long list of referrals.  People who would not only be interested in his product but also people who were “connected” and who could also send him to other people who would be interested in his product.  

Now those of you who know me, know that I don’t just give out a bunch of names and contact details – I send an e-mail to the person that I am referring you to and to the person who has been referred.  I introduce the two in the mail and give a brief outline of what each one does.  It is obviously time-consuming, but it turns into a warm call and a referral and each party knows what to expect.

About four months later, I met George at another networking event and we ended up after the event having a drink together and again I gave him some more contacts (remember I had had six months to grow my database and my circle of influence).  Again I took the trouble to e-mail both parties and introduce them to each other.

About six months after that – I bumped into George at yet another networking event.  At this one, he was bemoaning the fact that he was not getting much work out of the networking events that he was going to.  Perplexed (remember I had given him a huge bunch of referrals – people who would have had great value out of the product that he was selling), I asked him, which of my contacts had not “come to the party”?  At this point, I was on the brink of phoning my contacts to ask them what the problem was as I was sure that his product would assist them greatly.

He smiled very sweetly and said, “Actually Nikki, I haven’t contacted any of them and actually it’s been such a long time since you sent the emails to me, could you send them again?” I’m sure you can just picture me standing there with my jaw hanging open!

Needless to say, he never got those e-mails re-sent and in fact, he will never get another one from me either!  Apart from the fact that I very nearly sent him an invoice for 6 hours of work in which I wasted my time and the time of my contacts, who read the emails and then sat waiting to be contacted, this man will never, ever get any kind of referral from me!  To make it even worse, I will tell everyone that I come across, not to give him referrals because he does absolutely nothing with them!

How rude!  How disrespectful!

Remember, each time you get a referral – you will be getting work based on someone else’s credibility.  If you mess with that person’s credibility – you also mess with yours!

Treat referrals as the “golden nuggets” that they are, or you may find yourself “nuggetless” with no new “nuggets” in sight.

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

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

Business Twitter – Why Twitter – Part 4

 Business Twitter – Why Twitter – Part 4

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd 

As promised last time, here are some additional tips when tweeting.

Since it is all about giving to get, (and I believe this to be true irrespective of whether you own a business or not), don’t just tweet to drive the numbers to your website.  Engage in conversation, join in discussions and respond to those who send you a tweet.  Yes I know that it may seem a little awkward at first, they are strangers after all, but remember – you are in cyberspace and that makes you very safe unless, of course, you invite them into your reality!

The more you engage with people, the more involved you become and the more involved you become, the more friends you make and let’s face it, we can always do with a few more friends!  Actually, if the truth is told, because of Twitter and Facebook, I have reconnected with old friends and acquaintances that I had lost contact with – some of whom I have not spoken to or seen in over 35 years.  They are both incredible mediums.

Despite the fact that this is cyberspace and as far as I am concerned, you are safe – there are some scary people out there and it is always better to be safe than sorry.  So, nowhere is it written that you have to put personal details such as your home or physical address or contact details and certainly it would be wise to exercise caution in these particular areas.  I always look at the following as a guideline before following another tweeter:

1. If, when looking at their profiles, everything is written in a foreign language, then there is really no point in me following them as I cannot understand what they are on about and

2. If their tweets (and for goodness sake have a look at more than one or two, to be fair) don’t hold my attention or deal with anything that I find even remotely interesting, then quite frankly – what is the point?

Exercise reasonable caution and you will be fine.  Remember though you can always stop following someone – there is no law that says you have to engage with anyone.

Next time we will have a look at some additional tweeting tips.

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

<<

Part 1

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-1/

Part 2

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-2/

Part 3

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-3/

>>

Part 5

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-5/

Inspiration – The Price of Excellence

 Inspiration – The Price of Excellence

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

William Arthur Ward says “the Price of Excellence is discipline.  The Cost of mediocrity is disappointment.”

I cannot begin to tell you about the number of clients who I see on a daily basis who are faced with the disappointment that comes because of their own mediocrity.

Oh, don’t for a minute think that they are disappointed or angry or even resentful because they see themselves as the problem or that they have been mediocre in their businesses or with their staff or with the VAT/Taxman.  Oh no!  Their disappointment is always because of something or someone else.  It couldn’t possibly be because of what they may have or may not have done!

The reality, of course, is usually very different.  It is entirely because of their own actions or more often than not, their inactions.

Often though (to give them a little benefit of the doubt), their action or inaction is directly attributable to their lack of knowledge on the subject.  Again, in all truthfulness, this is also directly attributable to their own lack of discipline.  I can actually see everybody’s hackles rising as they read these words.  But actually, that is exactly what it is – lack of discipline because inadequate research has been done and it’s been a case of, “Jump right in honey, the water is just fine!”

You see, too often we have an idea for a product or business and without doing the proper research or understanding the full consequences of our actions or inactions, we just jump right in and then of course when we fail, it’s everybody else’s fault, definitely not ours.  We didn’t have the self-discipline to sit down, do the research, work out the numbers, calculate the risks against the rewards and then make an informed decision.

Of course, there are those of us who have the information and who know the risks but who choose not to work in a disciplined environment, or who want to “cheat” the system or who thrive on taking risks.  For those too, it’s also everyone else’s fault when they get “caught out”.  It’s the VAT/taxman who has killed their business – not their lack of discipline to manage their VAT or tax.  Or how about the Department of Labour, which has imposed a huge fine for non-compliance, that may result in the business folding – not their unfair Labour practice or lack of discipline in following the rules, that protect both them and their staff.

In both of these instances (and thousands of others that result in the failure of a business), the implementation of simple policies and procedures and the discipline needed to follow them would have been sufficient to avoid the problems and their subsequent consequences altogether.

But no – it’s easier to apportion blame than it is to admit that we were in the wrong!

It’s easier to “go with the flow” than it is to set the boundaries and limits and be disciplined enough to stay within these parameters.

Be warned though – those of you who just “go with the flow” usually end up learning and also paying for the hardest lesson of all – the lesson of failure and disappointment.

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

HR 101 – What to do When . . . You Need Those Wall Charts

 HR 101 – What to do When . . . You Need Those Wall Charts

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd -

Please note that this pertains to South African labour Relations, The Basic Conditions of Employment Act and Best Practice requirements.

About 98% of the companies that I assess actually are not compliant in terms of the wall charts that are required to be displayed.

You see both the employers and the employees are required to be aware of and even understand the minimum requirements of the Basic Conditions of Employment Act, the Employment Equity Act and the Occupational Health and Safety Act.  It is a legal requirement to display these wall charts.  Not only are they required to be displayed, but furthermore they are required to be easily accessible to all staff.  Should the Department of Labour arrive at your office door and request to view these wall charts and you don’t have them, you may very well be in for a hefty fine.  So it really is a good idea to be proactive about this.

Here’s the thing though, although it is incumbent upon employers to comply with the Basic Conditions of Employment Act and the Employment Equity Act and the Occupational Health and Safety Act, employees also have a part to play in ensuring that their obligations are carried out.

In terms of the latest upgrades of the Employment Equity Act, Companies and Government Departments are required to compile equity plans and these too are required to be displayed on notice boards.  These plans also need to be discussed with the employees and their representative trade unions.  Some small businesses may be exempt from this, but the minimum requirements would need to be checked.

In terms of the Occupational Health and Safety Act, the minute five or more people are employed, there is a requirement to implement a health and safety structure in order to sustain the well-being of employees and you are further required to create a healthy and safe working environment.  Common sense though should always prevail and whether you employ one person or one hundred, people have the right to work in a safe environment.

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

Early Warning 101 - All About Procurement Fraud – Part 3

 Early Warning 101 - All About Procurement Fraud – Part 3

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd 

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 are 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 identifies 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 

<<

Part 1

http://www.viljoenconsulting.co.za/2012/12/early-warning-all-about-procurement-fraud-part-1/

Part 2

http://www.viljoenconsulting.co.za/2013/01/early-warning-all-about-procurement-fraud-part-2/

>>

Part 4

http://www.viljoenconsulting.co.za/2013/01/early-warning-all-about-procurement-fraud-part-4/

Part 5

http://www.viljoenconsulting.co.za/2013/02/early-warning-all-about-procurement-fraud-part-5/

Part 6

http://www.viljoenconsulting.co.za/2013/02/early-warning-all-about-procurement-fraud-part-6/

Networking 101 - Often less is more

Networking 101 - Often less is more

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd.

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

“Often less is more.  Don’t overload people with information.  Keep it simple!”

Aah!  This is absolute music to my ears! I seem to run around like a mad person telling people to keep things simple - simple procedures, simple English, simple, simple, simple!

In days gone by when I still worked in the corporate world, I remember everyone in absolute hysterics with me, when during a senior management meeting, in absolute frustration I blurted out “We should have a sign made that says, Our new mission statement is ‘Why simplify things when we can make them as difficult as we possibly can!”

I mean think about it for a moment – we wouldn’t travel from Johannesburg to Durban, via Cape Town – now would we?  (Well I suppose some bright sparks would!) Yet somehow we persist in doing things the hard way, making it difficult for ourselves.

I am sure we have all heard the words “It can’t be that simple – can it?”  Well actually people – it is and it can be.  

So make notes for your “elevator speech” and again for a bit of a longer introduction.  Make sure that your information is clear, that the sentences flow into each other and that they actually make sense.  Keep it as short as possible – the longer discussions should take place on a “one on one” basis.  Make sure that the message you are trying to get across is understandable.  Remember you know (we hope that you should know) intimately what you do and you carry that picture in your head.  What you are trying to do is put that picture into as few words as possible and hope that as you say those words, the picture that you have in your head will magically appear in the heads of the people around you.  Be clear and careful about this, there are a few people who I have seen and heard at networking meetings over the last ten years, and I still have no idea about what it is that they do – their messages are really very complicated and unclear!

Now herein lies the challenge – how do I refer someone, when I am absolutely confused about what it is that they do!

So here it is:

Be clear

Be concise

Keep it short

Keep it simple.

Happy networking!

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

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

Business Tips – Why Twitter – Part 3

 Business Tips – Why Twitter – Part 3

By Nikki Viljoen – N. Viljoen Consulting (Pty) Ltd 

Twitter for me, as you no doubt have seen in the last two posts, is about communicating with a much larger audience.  Most sites that you get onto today have a link to Twitter – especially the social networking sites.  This of course means that your “tweets” are reaching a much larger audience and this of course also means that you are driving more and more traffic to your own website.

Most of the professional social networking type websites such as (but not limited to) Facebook or Instagram, have Twitter groups.  These are individuals who are passionate about their tweets and who love to grow their following and who love to interact and share information, knowledge, experience and generally just have good fun.  Write a little something about yourself – remember to keep it short and to the point – find these groups and let them know what you are about.  Generally speaking, people who are interested in what you have to say, will be interested enough to follow you, thereby exposing your blog or website to a whole different group as well.

One of the quickest ways to get people interested in following you or driving traffic to your blog or website is to post a question with a poll.  Yep, people are curious as to what other people think and love to see statistics on “who thinks what” (actually how many people agree with what they think is more like it!).  If you make the topic of the poll something to do with what it is that you do, not only will it drive people to your website, it will in all probability keep them there too and get them coming back, time and time again.

When I started my whole Networking experience, I started asking questions – lots and lots of questions.  You see, I had come from a Corporate Environment and being on the road for almost three weeks of the month, I was pretty isolated from the rest of the Company.  From there I went straight into my business and met the real world – in great abundance.  There was so much new stuff that was happening that I was completely clueless about and so much that I needed to know.  So I traded.  For every question that I asked, I tried to ensure that I also “gave” some useful information in return.  As I used the new information that I was given I, in turn, shared it with others and so the blog was born. One of the most important things I discovered though is that generally speaking, people love to share their experiences and their knowledge.  Actually, if the truth be told, generally speaking, people love to help others.

So don’t be scared to ask for help, but remember the “give to get” thing.  Don’t always just take – give as well!  You’ll be amazed at just how good it will make you feel.

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 

<<

Part 1

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-1/

Part 2

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-2/

>>

Part 4

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-4/

Part 5

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-5/

HR 101 – What to do When . . . Restraint of Trade – Part 2

 HR 101 – What to do When . . . Restraint of Trade – 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 week, we are having a look at a case of “Restraint of Trade” that was upheld by the courts.

In this instance, Mike our favourite protagonist works in a motor vehicle service centre where he does specialized diagnostic testing (let’s call them 123 Motor City).

Again, Mike is offered a position with a competitor ( let’s call them ABC Motor City), but this time he has been enticed across, not because of his work skills but in an attempt by ABC Motor City to gain access to the internal processes of 123 Motor City as well as their client database.

Again Mike is served with papers to appear in court as 123 Motor City attempt to invoke the “Restraint of Trade” clause.

This time Mike is not successful in defending the application due to (but not limited to) the following.

• Mike started at 123 Motor City fresh out of school.  All of his work skills and diagnostic training was gained when 123 Motor City sent Mike to college and workshops and training courses (and paid for these too).  123 Motor City was, therefore, able to distinguish between the proprietary to it and Mike’s general knowledge and skills.

• Mike did possess information pertaining to 123 Motor City, that was of a confidential nature, and he had furthermore attended many in house training sessions and the result of this was that many of his skills and knowledge was specifically about the processes and systems and products of 123 Motor City.

• As a direct result of this Mike was in possession of trade secrets and client information – both of which were of a confidential nature.  If Mike shared any or all of this information with ABC Motor City it could be used against 123 Motor City and also used to their disadvantage.

The bottom line was that as far as the courts were concerned, the fact that there was any risk whatsoever, of disclosure of confidential information, be it of 123 Motor City’s processes or product information or worth ethics or clients, any one of these was sufficient to justify the Court’s decision to prevent Mike from taking up employment with ABC Motor City.

The Court, therefore, enforced the Restraint of Trade clause.

So remember, be specific with what you want to prevent.  Be specific and realistic about the time that you want the restraint to be in force and always be fair.

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 

<<

Part 1

http://www.viljoenconsulting.co.za/2009/08/hr-101-what-to-do-when-restraint-of-trade-part-1/

Early Warning - All About Procurement Fraud – Part 2

 Early Warning - All About Procurement Fraud – Part 2

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd 

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 “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 components and 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 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 calibre such as heavy equipment.  It also applies to consulting type services such as legal 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 

<<

Part 1

http://www.viljoenconsulting.co.za/2012/12/early-warning-all-about-procurement-fraud-part-1/

>>

Part 3

http://www.viljoenconsulting.co.za/2013/01/early-warning-all-about-procurement-fraud-part-3/

Part 4

http://www.viljoenconsulting.co.za/2013/01/early-warning-all-about-procurement-fraud-part-4/

Part 5

http://www.viljoenconsulting.co.za/2013/02/early-warning-all-about-procurement-fraud-part-5/

Part 6

http://www.viljoenconsulting.co.za/2013/02/early-warning-all-about-procurement-fraud-part-6/

Networking 101 - Make an Impact

Networking 101 - Make an Impact

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

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

“Make an impact!  Walk into a room knowing that you have something important to offer, that is worth sharing.”

As usual, Renate is spot on the money!  This is a great tip indeed.

I know that since I have finally “got” the whole networking thing and actually, I walk into a room differently and people have noticed.  It’s like I have a secret weapon and whilst I am quite happy to share with anyone that wants it, it is actually mine and that is a very powerful emotion to have.

It’s like having your ego constantly stroked and it certainly puts me on a “high” (without the use of any kind of other substance).  

You see, in most instances – I know something that those people don’t know and that makes me a very special person.  The fact that I am willing to share my secret with anyone and everyone – well that makes me kind of unique, don’t you think!

What “anyone and everyone” does with the secret that I share with them of course is an entirely different thing altogether and that often is very sad.  Actually, I used to get very upset and frustrated, when people didn’t understand the whole networking context – now I understand that sometimes things just are what they are.  So I share with those that want to hear, to learn and to understand and the rest, well life will take care of them I guess, and at the end of the day, it really isn’t my problem at all.

I look at the world differently and I see people differently, and it has nothing to do with whether I like someone as an individual or not, it has to do with that person’s circle of influence, who they are connected to and who I am connected to.  It has to do with adding value to people’s lives and having value added to mine.  

It has to do with having a secret that I am dying to share with you – would you like to hear it?

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

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

Business Tips – Why Twitter – Part 2

 Business Tips  – Why Twitter – Part 2

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd 

Everyone is ‘twittering’ about Twitter!  From what I have heard, it is often asked “what is Twitter” or “how does it work?” and my personal favourite “What are you doing?”

For those of us who use social networking as a marketing tool, this last question is often seen on sites like Facebook, MySpace or Linkedin.  The fact of the matter is that people are interested in learning more about you – be that in your personal capacity or in your business capacity.  That’s just human nature – we are a curious species.

So for me, it makes perfect sense to use Twitter as a marketing tool.  As individuals “follow me” on Twitter, they link into my website and my blogs.  If they like what they read, chances are that they will start looking out for my daily link and many of them don’t even wait to do that, they signup on the website to get the blogs sent to them on a daily basis.  How cool is that?

Now, I’m not saying that everyone who “follows me” will be interested in all of the articles that I write, but since (in my opinion) there is something for everyone, it stands to reason that as I link up to people who I follow and then they follow me – more and more traffic is driven to my website and we could all do with that, I am sure you will agree!

From a marketing point of view, those who “follow me” on Twitter have found something in my articles that interest them – this of course means that they are my “target market”.  Here’s another cool thing – not only are these individuals looking at my information, but I am also looking at their information.  Not only am I making a difference in their lives, but they are also making a difference and adding value to mine.

What an incredible way to collaborate!  What an incredible way to interact with and meet new people!

Man, I love technology – yes, I know that I always say that I am a technophobe (but that is because I don’t understand the technical terminology) and that I don’t always understand it, but I do know, a little bit about what it does and I sure do love 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 

<<

Part 1

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-1/

>>

Part 3

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-3/

Part 4

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-4/

Part 5

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-5/

Inspiration – The People You Don’t Even Know

 Inspiration – The People You Don’t Even Know

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd 

It is said that “your life can be changed in a matter of seconds by people you don’t even know”

For me, I don’t think it even matters as to whether or not you are actually even open to the possibility of that moment or even open to the change that that moment might bring.

These are the moments, or what, Oprah Winfrey calls “Ah-Ha!” moments, that usually come completely out of the blue or when you least expect them and yet quite possibly they are the moments that can and probably will change the direction of your life or be the defining moment when you change intrinsically as a person.

That’s not to say that you will only experience one of these moments in the course of your lifetime.  I certainly haven’t!  But then of course why would you limit yourself to only one of these deliciously appetizing, soul defining moments?  You don’t have to you know.

That said, like your first kiss or your first love – your first “Ah-Ha” moment is one that you are unlikely to ever forget.  I certainly couldn’t.

My defining moment came in November 1999, when I sat in front of a complete stranger by the name of Vanessa Paige and she was reading my Tarot cards.

Now I can see all of you smiling and nodding your head in unison – a Tarot card reading!

Well let me tell you, this was not a Tarot card reading that you have done by the Gypsies who live in caravans or the fortune tellers that you engage with at the funfair.  This was a reading like I have never encountered in my life! And this was the reading that changed the course of my life and who I am as a person.

You see Vanessa told me that I was a worthwhile person.  That I had the right to make my own decisions and my own choices.  That it was my life and that I had the right and the power to live it.  She told me that I had “given away my power” to bosses that used and abused it, to friends who did not appreciate me and to family, who took as much as they could and then discarded me.

Vanessa made me understand that I could take my power back, I could be somebody, a worthwhile somebody, who could make a valuable contribution to this world. All I had to do was to believe in myself and start to love – me.

And you know what else?  Vanessa told me that she believed in me!

This was the first time that anyone had ever said anything like this to me and the effect was quite profound.

It has been a slow and sometimes painful journey, but it has also brought me much happiness and fulfilment.

I now own my own business.  I make a difference in the lives of others.  I write for magazines and newspapers. I have been interviewed and appeared on TV.  I have been the guest speaker at huge functions – but most of all, most powerful of all – I am the master of my own destiny.

And all it took was one brief moment in time, with someone I did not know!

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

HR 101 – What to do When . . . Restraint of Trade – Part 1

 HR 101 – What to do When . . . Restraint of Trade – Part 1

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd 

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

There has been a great deal of speculation about “Restraint’s of Trade” in an Employee’s Letter/Contract of Employment.

Here are some of the facts:-

• Our constitution states that we have a right to work.

• The courts will only enforce a “Restraint of Trade” agreement on a case-by-case basis.  Each case is looked at specifically and individually.

So the bottom line is that there is no hard and fast rule.

Here’s the story.

Our favourite protagonist, Mike works as a program developer in ABC IT Solutions.  Mike has a contract of employment that has a restraint of trade clause that specifies that Mike cannot work for a competitor for a period of 24 months.

Mike, after working for the company for a period of 5 years, is offered a senior position, with a whole lot of additional items in his package, with a competitor (let’s call them XYZ IT Solutions).  ABC IT Solutions refused to even discuss matching what was offered to Mike and Mike decided to leave and join XYZ IT Solutions.  ABC IT Solutions decided to invoke the Restraint of Trade clause and Mike is presented with documents to appear in court.

Here’s the thing – Mike is changing employment to better himself, he is not changing employment to transfer company skills and to transfer information to his new employer.

In this instance, Mike already had his skills when he joined ABC IT Solutions, therefore his skills and “Know-How” are vested in himself rather than in ABC IT Solutions.

Furthermore, his contract of employment is not specific at all – Mike has not been stopped from working in a specific demographic area or geographic area but rather has been stropped from working anywhere for a period of two years.

XYZ IT Solutions have their own client base and if you have to view the kind of product or service that they sell, their target market is similar but not exactly the same as that of ABC IT Solutions.

Mike’s ability to program software in direct response to the client’s needs and specifications, means that he is not taking any trade secrets or confidential information with him – he is using his own knowledge and Intellectual Property.  The knowledge that Mike has is quite generic to the trade, his ability to interpret the client’s request however and his ability to provide software that solves the client’s problems at an affordable price, is unique to himself.

In this case, Mike won his case as the court decided that:

• The restraint of trade was too broad and not specific.  To uphold it would mean that Mike would not be able to work in his profession, anywhere in the world, for a period of two years.

• The knowledge and skills that Mike has, are his own and do not, in any way constitute any kind of trade secrets or confidential information that may belong to the Company.

• ABC IT Solutions could not isolate what its Intellectual Property was or even differentiate between what was theirs or what belonged to Mike.

Next time we will look at when a Restraint of Trade was upheld.

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 

>>

Part 2

http://www.viljoenconsulting.co.za/2009/08/hr-101-what-to-do-when-restraint-of-trade-part-2/

Early Warning - All About Procurement Fraud – Part 1

 Early Warning - All About Procurement Fraud – Part 1

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd 

I have decided that going forward, not only will the “Early Warning” section be used to highlight some of the negative things that are currently happening, but it will also be used proactively to try and avoid the negative things from happening. In this particular case “Procurement Fraud”.  It is quite a large topic so as usual when this happens, it will be segmented into smaller parts.

So . . .  let’s start at the beginning – What is Procurement?

According to the Wiki “Procurement is the acquisition of goods or services”.  The Wiki goes on to say (sic) “It is favourable that the goods/services are appropriate and that they are procured at the best possible cost to meet the needs of the purchaser in terms of quantity and quality, time and locations (Weele 2010).  Corporations and public bodies often define processes intended to promote fair and open competition for their business while minimizing exposure to fraud and collusion.”

So what then is “Procurement Fraud?”

Again, according to the Wiki (sic) “Procurement Fraud can be defined as dishonestly obtaining an advantage, avoiding an obligation or causing a loss to public property or various means during procurement process by public servants, contractors or any other person involved in the procurement process.”

In the Corporate world and certainly in the Government Departments and Parastatals, the whole procurement process is handled by specific “Procurement Departments” with often, hundreds of personnel and this usually is where all the mischief happens.  Remember that in the larger companies (and obviously on a much smaller scale in the SMME playground), there are many different “types” of procurement, depending on the sector – some of the more generic ones are (but not limited to):-

Staffing

Staff Training

Services

Stationery

Vehicles

Equipment (office and other)

IT (hardware and software) etc.

Keeping control of these purchases and these expenses has become a priority, as crime escalates and as always, as it affects the bottom line.

Sadly, more and more I am discovering that “Procurement Fraud” is not only taking place in the larger Corporates or Government or the Parastatals but also in smaller companies, so going forward, in this series, we will together identify the “red flags” and find practical solutions on how to avoid this particular scam.

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 

>>

Part 2

http://www.viljoenconsulting.co.za/2013/01/early-warning-all-about-procurement-fraud-part-2/

Part 3

http://www.viljoenconsulting.co.za/2013/01/early-warning-all-about-procurement-fraud-part-3/

Part 4

http://www.viljoenconsulting.co.za/2013/01/early-warning-all-about-procurement-fraud-part-4/

Part 5

http://www.viljoenconsulting.co.za/2013/02/early-warning-all-about-procurement-fraud-part-5/

Part 6

http://www.viljoenconsulting.co.za/2013/02/early-warning-all-about-procurement-fraud-part-6/

Networking 101 - Networking with Integrity

 Networking 101 - Networking with Integrity

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

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

“Resist short term gain, at the expense of trust and integrity.”

Now, this is an interesting one!  Many times, a few days after meeting someone at a networking meeting, I have phoned said person only to be told – “I’ve not gotten anything out of the meeting from anyone, so this networking thing doesn’t work for me!”

Oh, how sad and how very short-sighted!  Here’s the thing see – if you go to a networking event purely with the intention of getting some work or selling a product at that meeting, please don’t go.  All you are doing is wasting everybody’s time and energy and more to the point, disillusioning yourself!

Think about this logically for a moment.  If you do a cold call and you manage to get past the gatekeeper and in to see the top brass – how often will you make a sale of your product and/or service at that first meeting?  The answer is pretty much NEVER!  So why on earth would you think that you could get it right at one networking meeting?

The truth is that networking doesn’t, by itself, get you any business!  What it does do is get you to meet people, far more people than you would if you were going door to door and cold calling.  It is still what you do after you have met with all of those people, that counts.  It’s how you build the relationship thereafter that makes the difference!

Networking is about “warm” calling – once you have met or even seen someone at a networking meeting, when you call them up – even if they don’t remember seeing or meeting you there, once you introduce yourself and say you were at that meeting, they will remember being there too and it is easier to set up the appointment!  Once you have your foot in that door, the building of the relationship can start taking place and the referrals of your own “circle of influence”, can take place and the meeting of the other person’s “circle of influence” can start to take place and big business can start being done.  It has to start somewhere though and that somewhere is at the networking meeting!

So in essence, networking is about meeting new people in order to start building relationships.  Once you have grasped that, you will be well on your way.

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

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

Business Tips – Why Twitter – Part 1

 Business Tips – Why Twitter – Part 1

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd 

For the last couple of years now, I have been listening to all the hype about “Twitter” and “Tweeting” and “Tweets” and “Twits” so on.  Actually, now that I think about it, my technophobia aside – I really do love technology, I love the world that it opens up to me.  The fact that I am not sure how the technical side of things works doesn’t really phase me at all.  I do know that “Twitter” is another form of international communication and what I really love about it is that it allows me to put a one-liner up which will drive a considerable number of people to my website.

For example, on a daily basis I tweet – Today’s blog (and then the title of the blog), add the URL address of my website and that’s it.  Looking at the statistics afterwards shows me exactly how many people come to visit my website and they usually stay for a while and look around.  How do I know this?  Well, the stats show that the average time anyone spends on my website is in excess of 5 minutes.  See, my website is very content-rich with loads of information that pertains mostly to SMMEs (small, medium, micro-enterprise), Entrepreneurs and startups but actually in general to everyone.  The information is presented in bite-sized chunks, with my own brand of humour and I know that many have not only learnt something but have also enjoyed a chuckle whilst doing so – and that’s always a bonus.

I also know that when I started the whole “Twitter” scenario, I was addicted.  I couldn’t get enough of the site.  I found myself standing in a queue and instead of reading my book (which is what I used to do), I would be logging onto the site via my phone to see “who had posted what tweets” – it was an exciting time of information overload.  Back at the office, I found myself logging onto the site at every opportunity and found myself going from one site to the other as I devoured all the information that others had so thoughtfully found and shared with me.

Reality hit me really hard one day when I got up and it was still dark outside.  I did the daily things that are routine to me and immediately logged onto the site.  During the course of the day, I felt hungry and thirsty but every time I wanted to get up and get something to eat or drink, I found myself caught up in whatever it was that I was reading and thought “as soon as I finish this article I will go and get (insert food or drink here)”.  Of course, I got so involved that getting something to eat or drink just never happened.  After what seemed like a couple of hours, not long at all, I suddenly realized that it had gone very dark and I thought it must be because there was going to be a Highveld storm.  One of those that we are famous for – you know when suddenly the thick black clouds come over and then the rain comes down in sheets for about 10 minutes and then the sun comes out to play again?  Sadly it wasn’t!  What it was, was the onset of the night – in fact, it was after 7pm.  I had sat in front of my computer playing on Twitter and going from site to site from around 5.30am to after 7pm without eating or drinking anything.  Needless to say, no work had been done for the day either and I gave myself a helleva fright.

The solution to the problem of course was clear, I went out and bought myself one of those oven timer clocks and limited my use of Twitter to 15 minutes a day.  When the clock alarm goes off, it doesn’t matter where I am and what I am reading, I have to close the site down!  Addictive it is and I am not the only one to say this either!

Over the next couple of weeks, I will be sharing some of the things that you can do with Twitter – I hope you will stick around and enjoy the journey with 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 

>>

Part 2

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-2/

Part 3

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-3/

Part 4

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-4/

Part 5

http://www.viljoenconsulting.co.za/2010/06/business-tips-why-twitter-part-5/

Inspiration – The Powerful Person

 Inspiration – The Powerful Person

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

The quote today comes from Lao Tzu who says, “He who gains a victory over other men is strong, but he who gains a victory over himself is all-powerful.”

I recently heard a woman, who was being beaten by her husband say something along the lines of, he says “I force him to hit me because of the way that I speak, act, dress, walk (insert anything you like here)”.  Not only am I amazed at how influential this woman is (and the many thousands like her) over her man – that she can make him lose control!  I mean really!  I asked her how she managed to do that – did she hold a loaded gun to his head and tell him he had to hit her, now?  Did she stand with a knife held to his throat and say that she was going to “gut him like an animal” unless he raised his hand and beat her senseless?

Don’t be daft!  This is a man who thinks that because he is physically stronger than her, he can control her actions or vent his frustrations, by beating her up!  Yes, this man has gained a physical (and often a mental one too) victory over her – but nothing else!  He hasn’t shown me that he is a man.  In fact quite the opposite – he has proved himself to be a bully of note.  So ok, now he has proved that he is strong – and now what?

What perhaps would have impressed me is if he had controlled his temper and his emotions to such an extent that he just walked away!  Now that would have made him a powerful man, in my opinion!

What are you in your personal life and in your professional life?  Are you a strong person or are you a powerful person?  Perhaps the question should be, which would you like to be – a strong person or a powerful person?

I know which one would be the most comfortable one for me to live with – do you?

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

HR 101 – What to do When . . . You are A South African Working Outside of South Africa

 HR 101 – What to do When . . . You are A South African Working Outside of South Africa

By Nikki Viljoen of Viljoen Consulting (Pty) Ltd 

Please note that this pertains to South African Labour Relations, the Basic Conditions of Employment Act and Best Practice requirements.

To follow on from last week – in this instance, Mike, our favourite protagonist works in a branch of a South African company, we will call ABC Consulting, in Kenya.

Like many companies throughout the world, ABC Consulting in Kenya found itself in trouble because of the recession and it was forced to retrench its staff.

Fortunately for Mike, the proper procedures pertaining to retrenchment were not followed and no negotiations were entered into.

Mike referred the case to the Labour Court here in South Africa.

The Labour Court decided the following:

• Both Mike and the Head Office of the Company were based in South Africa, therefore South African Labour Laws applied.

• Both Mike and ABC Consulting had agreed that the employer’s (South African) policies would apply

• ABC Consulting had not approved or adopted Kenyan Law or their Labour Relations Act in any other part of the business.

• Both Mike and the CEO of ABC Consulting had been under the impression that the contract was enforceable under South African Law when they signed the contract

Therefore South African Labour Law had jurisdiction and Mike won his case.

In this particular instance, Mike was awarded damages for ABC Consulting’s breach of contract as well as relocation costs, his share options, accrued profit shares, salary, notice pay, leave pay and his severance pay.  In addition to all of this, Mike was also awarded compensation to the value of 12 months' pay.

A very expensive lesson for ABC Consulting, I am sure you will agree.

So be sure that you know exactly what the legal requirements are if you are a ‘foreign’ company or if you are a South African Company with branches in other countries, it could be your saving grace.

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

Early Warning - The Stolen Cell Phone

 Early Warning - The Stolen Cell Phone

By Nikki Viljoen  – N Viljoen Consulting (Pty) Ltd 

I received this story from my friend and colleague Toni Guerrero, who writes:

“This lady has now changed her habit of how she lists her names on her mobile phone after her handbag was stolen.  Her handbag, which contained her cell phone, credit card, wallet . . . . etc . . . .  was stolen.

20 minutes later when she called her hubby, from a payphone telling him what happened, hubby says ‘I received your text asking about our Pin number and I’ve replied a little while ago.’

When they rushed down to the bank, the bank staff told them all the money was already withdrawn.  The thief had actually used the stolen cell phone to text “hubby” in the contact list and got hold of the pin number.  Within 20 minutes he had withdrawn all the money from their bank account.

Moral of the lesson: Do not disclose the relationship between you and the people in your contact list.

Avoid using names like Home, Honey, Hubby, Sweetheart, Dad, Mom and so on.

And very importantly, when sensitive info is being asked for through texts CONFIRM by calling back. Please note, I said “calling” back and not texting back!

Also, when you’re being texted by friends or family to meet them somewhere, be sure to call back and confirm that the message came from them.  If you don’t reach them, be very careful about going places to meet “family and friends” who text you.”

I certainly did not think of the above!  Take care and be safe.  Oh, and don’t forget – pass this on to everyone that you 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 

Networking 101 – What is an Elevator Speech?

 Networking 101 – What is an Elevator Speech?

By Nikki Viljoen of N Viljoen Consulting (Pty) Ltd

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

“Your elevator speech should sound natural, be interesting and be no longer than 15 seconds.”

Ok, ok – I can hear you all saying “what’s an elevator speech?”  So here is the explanation.

An elevator speech is usually a “one” liner that gives a taste of who you are and what it is that you do.  It is used in most semi facilitated networking events, where everybody gets to introduce themselves to everyone present, quickly.  What usually happens thereafter is that you go round a second time and everyone gets a longer time (say a minute or two) to give a little more detail.  It is used specifically when there are a large number of people present and time is limited.

Here’s the best way that I know how to describe it.

Imagine that you are in a lift with Madiba (for those of you who don’t know who Madiba is – it’s Nelson Mandela).  It’s one of those slow creaky lifts and he is getting off at the next floor.  You have exactly that much time to tell him who you are, what it is that you do and make an impression!  

Pretty tall order I know, but then if you are going to do something in life, you might as well do it properly!

Take some time and prepare something short and I mean short!  I recently attended a networking event and one of the ladies got up to do her elevator speech and she took longer than the opening of parliament!  Don’t do that – not only is it disrespectful to the rest of the people there, they also need to be heard, but it’s also extremely boring.  People will “switch off” and travel elsewhere in their minds, while you waffle on.

It must be something catchy, something that will “grab” the attention of whomever you say it to.  It must make them want to do the 30-meter dash to your side before anyone else gets to you – in order to do business before anyone else can. It must make you stand out in the crowd so that they will never forget you – they may forget your name, but they will never forget you.

To give you an example – here’s mine (and no you can’t use it – find your own!).

“My name is Nikki Viljoen.  I am part of a dedicated team of people and committed Corporates who are passionate about helping SMMEs start up and grow successful sustainable businesses.  I have helped thousands of people during the 40+ years that I have been doing this. Who here would like to start up or run a business that is effective, efficient and sustainable?”

Now everyone wants to talk to me – why?  Well because there is not a single business owner on the planet who would not like to run their business like that.

Remember it has to make you stand out in the crowd.  It’s about what makes you different – imagine if you will that you are - say a bookkeeper and there are 5 other bookkeepers at the meeting or in the room – what makes you different, why should people do business with you and not one of the other 5?  See what I mean?

Getting your elevator speech just right is extremely important, especially if you are at a networking event with a number of people.  So take the time to perfect it.

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

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

Business Tips – Five Mentoring Tips

 Business Tips – Five Mentoring Tips

By Nikki Viljoen – N Viljoen Consulting (Pty) Ltd 

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

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

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

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

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

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

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

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

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

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

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

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

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