Nikki’s Tip of the Week – week-ending 14th April 2018 & some Opportunities

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Today I want to remind you all about the Compliance issues that will cost you in your business. Sadly, it’s not just the VAT increase that has changed in terms of your SARS requirements, but many of the Tax Laws have changed over the last year, that if you do not ensure you understand and implement, you, the Entrepreneur, will pay the price. Some of them are in favour of SARS and for a change, some of them are for us (how cool is that). Either way, if you don’t know about them they will end up costing you money!

Getting your Company Operations Manual up to date will ensure, for those of you who don’t have one, that you actually understand what is going on in your business and, for those of you who do have one, it will assist you in getting clarity with the things you no longer have to deal with and the new products and systems that you do need to grapple with and conquer. It’s a win/win situation.

After the Weekly Blog Tip, there is also some exciting news/information/opportunities from the following people:

– Colleen Larsen’s Gender Mainstreaming Awards and a Newbie award.
– Willen Gous’ Opportunity Accelerators club ( Time sensitive) and
– Brian Walsh’s Free Webinar with Robert Kiyosaki (Time Sensitive)

Here’s the deal . . .
Please feel free to engage with me, or not. Please feel free to send me your own snippets of information, early warnings, appropriate funnies and what have you, to share with other like-minded individuals, entrepreneurs and start-ups.
I hope and trust that you will enjoy the journey with me.
This weeks’ Blog:

BUSINESS TIPS – Company Operations Manual

By Nikki Viljoen – Viljoen Consulting (Pty) Ltd

Every company should have an Operations Manual. Okay, this is so important that I am going to have to say it again – irrespective of whether you have one employee, or one hundred employees or one hundred thousand employees – every company should have an Operations Manual.
An Operations Manual is the “how to” guide. It is a ‘living’ document that evidences and outlines every process in your business and it should have various sections (as outlined below). It should be checked and reviewed at the very least, annually to ensure that it is up to date and in line with legislation. Obviously, the size of the business will determine how big or long the manual is and obviously depending on the sector that the company is in, there may or may not be sections that are applicable. For example, if you are in a services type industry (say a financial advisor), you may not have any stock and therefore would not have any need for stock control. Remember always to try and keep it as simple as possible.

The sections that you may require are (but not limited to):-

1. Introduction

a. This should include a brief history of the company – how and why it was started and also the purpose of the manual.
b. The company’s business objectives and mission/vision statement should be included here.
c. A list of the products and/or services provided should be featured here.

2. Organogram

a. Once you get to 3 or 4 departments, this should be split into two. The first one should show just the departments and where they report into. For example HR should report into Operations, Accounts into the Financial Director and so on. The second organogram should include the names of the individuals who head up the departments as well as the name of the individuals that report into them – so in this case Jane Doe and Joe Public who are clerks in the accounts department report into Suzie Stressed out who is the Accounts Manager and she reports into Philip Pedantic who is the Financial Director and so on.
b. The function of each department should also be outlined as well as which department supports which activity and so on.
c. The job descriptions for each particular job (not person) should be filed here too. For example Jane may be the receptionist as well as a debtors clerk and the warehouse data capturer. This of course means that Jane should have 3 different job descriptions.
d. Don’t forget to include the details of the company, such as (but not limited to) address of branch offices and contact details for key personnel.

3. General Information

This section would be the general type information for the staff and would include things like, but not limited to:-
a. General attitude towards clients, suppliers, colleagues and management.
b. How to deal with customer/supplier/colleague/management queries, complaints or visitors
c. Housekeeping – such as personal hygiene and dress code
d. Do’s and don’ts. Examples of this is “do be at work 15 minutes before you are due to start working” or “don’t partake of illegal substances and/or alcohol whilst on duty” and so on.

4. HR and Administration thereof

This section is self explanatory and would deal with some of the below mentioned sub sections:
a. Hiring practices – who authorizes new employees, what are the job spec requirements, what the interview process is, what forms/templates need to be completed including SARS, Department of Labour, Workmen’s Compensation etc. Legislation registration requirements etc. Letters/contracts of employment to be issued etc.
b. When and how employees are paid, including full time or permanent employees and/or casual (one day) employees.
c. Frequency of salary reviews and/or bonus requirements as well as advancement opportunities.
d. Benefits paid by the company (if any), staff contributions and payroll deductions. These also need to be carefully explained so that the staff understand them properly.
e. Disciplinary policy and procedures, including letters of warning and/or notice to attend a disciplinary and/or letter of reprimand and don’t forget the Certificate of Service.
f. Hours of Operation including Annual Leave, Sick Leave, Family Responsibility Leave, Unpaid Leave, Maternity Leave, Paternity Leave and Study Leave – where applicable.
g. Attendance requirements as well as overtime and holidays and remuneration pertaining to these issues.
h. Labour Laws – Basic Conditions of Employment Act, Labour Relations Act and “Best Practices”
i. Any other policies and procedures such as (but not limited to) Smoking requirements, Sexual Harassment or Alcohol and Substance Abuse etc.,

5. Products and Services

This section is also self explanatory but should include:-
a. Your sales procedure and credit authorization requirements.
b. Customer relations and complaints process.

6. Operational Procedures

These should include a departmental flow chart and authorization process for each department and for each process. It would also include detailed ‘step-by-step’ procedures such as ‘once the sale has been completed and signed the order goes to administration where it is checked and data captured and then to the warehouse for the goods to be ‘picked and packed’ then the stock goes to dispatch where the stock is released to the driver and the invoice is produced and then…’ etc. A copy of each document and/or template used should be included with the procedure.

7. Administration

This should include the following (but not be limited to):-
a. Departmental administrative procedures and authorization requirements that would also indicate responsibility and accountability.
b. Templates for each requirement, for example Petty Cash Reconciliation.
c. Procedures on how to complete each template and the purpose of such document.
d. The document flowchart as well as due dates and deadlines.

8. Safety and Security

This would include (but not be limited to) safety issues around the premises, the personnel, company assets and information so issues around:-
a. Safety of the premises (in-house or outsourced), security cards/access cards etc. Access to safes and/or restricted areas
b. Safety of the staff, compliance with OHSA (Occupational Health & Safety Act), including safety gear etc.
c. Managing the importance of the safety of the employee as well as the company.
d. Protection of company assets and the requirements around that
e. Safety around company confidential information as well as client information etc.
f. Key and password control.
g. Incident reports

9. Emergencies

a. How to deal with accidents, staff, visitor and client accidents as well as company vehicle accidents.
b. What to do in case of fire or theft or hold ups or car jacking and all the telephone details that pertain to these.
c. What to do in case of power failure or burst water pipes, or gas leaks.
d. Incident reports

10. Maintenance & Repairs

Procurement policies pertaining to these service providers as well as their contact details.
a. Procedures pertaining to authorization of these service providers as well as authorization for the repair.
b. Authorization and control of after hour access to premises
c. Key controls
d. Refuse removal
e. Handling of equipment
f. Procedures around damage and/or loss to property and/or premises
g. Incident reports.

11. Legal

a. Legislation around local and national requirements and rules and regulations that are industry specific.
b. The ‘how to’ and ‘who with’ handling of regulatory agencies and/or municipalities.
c. Inspections that have taken place and the reports that were issued.
d. Record keeping requirements.
e. Maintaining of ethical standards
f. Green and carbon footprint issues.

Quite a lengthy but comprehensive list, I am sure that you will agree – but a very necessary one at the end of the day. This will evidence that you have a policy of full transparency and that you have nothing to hide.

Your employees will also have an understanding of what is and what isn’t acceptable and also know what the consequences of their actions will be.

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

What’s Happening in the Life of Colleen Larsen & Business Engage

Herewith notice of two additional categories for the 6th Gender Mainstreaming Awards.

INCLUSIVE LEADER AWARD

Nominate an individual for the Inclusive Leader Award.
Nominated by a subordinate, or group of subordinates, this person (male or female) demonstrates business leadership qualities that are aligned to the ethos of gender mainstreaming.

They have ingrained into their leadership style a recognition of the provable benefits to their business that diversity brings, with special emphasis on gender.

The nomination is made by a person or group of people who know the nominee very well, primarily in a business role, and the nominee accepts the nomination in writing.
Visit www.genderawards.co.za/…/…/134-inclusive-leader-award for the criteria for nomination.

POSITIVE ROLE MODEL AWARD

Nominate an individual for the Positive Role Model Award.

The nominee will be a female role model who is acknowledged as a person who is changing the face of gender mainstreaming in her own way; by her actions, deeds, utterances and general mannerisms.

The nominee is nominated by a person or group of people who know her very well, primarily in a business role, and the nominee accepts the nomination in writing.

Visit www.genderawards.co.za/…/135-positive-role-model-awa… for the criteria for nomination

Kind regards
Col
084-353-9865
www.businessengage.co.za
www.30percentclub.org
www.genderawards.co.za
www.womencorporatedirectors.com

What’s Happening In the life of Willen Gous & The Opportunity Accelerators Club

Business owner? Need more business? Need it fast?

I know the challenges business owners face when looking for new business.
Problem #1. I attended a networking event and that similar to having a room full of men looking for women and there were no woman.
Problem #2. I attended a small business expo and all they got was people selling stuff to them. They got no business.
Did you experience the same? If you did then come and experience something different.

THE SOLUTION: The Opportunity Accelerators Club

#1. Come and create new business opportunities fast
#2. Get feedback from other business owners
#3. Learn what worked for them and how it can work for you
#4. Be held accountable
#5. Get answers to challenges you have been struggling with for a long time.

19 April, 09:00-11:00 Sunninghill, Johannesburg

This is what you have always been looking for and need for your business to grow to the next level. Do not miss out. Book now.
www.quicket.co.za/events/44313-the-opportunity-accelerators-club/
Regards,

Willem Gous
Reach out to me at: info@nullwillemgous.com

What’s Happening with Brian Walsh & Robert Kiyosaki
I am super exciting to be hosting a live webinar with the legend Robert Kiyosaki on Wednesday next week. Robert will be talking about creating financial freedom in South Africa.

Live Webinar With Robert Kiyosaki

Creating Financial Freedom In South Africa

Wednesday 18 April 2018

8.30pm to 10pm (Standard South African Time / CAT)

CLICK HERE To Go Register For The Webinar Now!
This is a once off amazing opportunity to hear directly from the great man himself.
Kind Regards
Brian

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