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Got process? The 3 signs you need it

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After surviving the first few years as a start-up, things may be running smoothly. But, warns SANDRA SWANEPOEL, Vice President for Midmarket Africa at Sage, if you want to grow you will have to start implementing strict business processes.

You conduct your performance reviews over a casual lunch or coffee meeting with employees, get expense reports and payroll done on Saturday mornings and record customer information on spreadsheets. You have survived your first few years as a start-up, and business is on the up and up.

The last thing you feel like doing is complicating things by adopting formal business processes – after all, that’s what you and your employees hate about big corporations – restricted agility and unnecessary complexity.

The reality, unfortunately, is that unless you can support growth from a processes point of view, your business will stagnate. There comes a point when your customers will start having higher expectations from you. Your employees will, too.

To survive, you’ll need to have suitable software systems in place, start documenting policies and formalising other aspects of the business to ensure compliance and productivity and reduce the risk of reputational damage.

What you will gain

Done well, formalising the company’s structure and processes gives management better visibility and control of the organisation’s finances, speeds up paperwork, and helps align everyone in the company behind its values and strategy. It can be good for employee morale because people will feel confident about their purpose and responsibilities.

What you stand to lose

Resisting the need to formalise processes could harm customer service, make it hard to comply with various laws and regulations, and restrain the company from reaching its true potential in terms of profitability and revenue. It could also make it difficult to monitor your team’s performance or leave gaps for reputational risk, human error, insider fraud and other risks to creep into your day-to-day operations.

How to tell when the time has come

Here are three signs that it’s time to formalise your business processes:

1.     Your  headcount is growing rapidly

As your turnover and headcount grow, so do your responsibilities in terms of legal and regulatory compliance. The tipping point usually comes at a turnover of around R5 million and a headcount of more than 50.  For example, the Companies Act exempts smaller, owner-managed companies in South Africa from needing an external audit. The act provides a Public Interest scoring system, taking into account how many employees you have, your revenues, your liabilities and your external shareholders.

As your business grows, you may need to meet the tougher demands of an external auditor, which will be far easier if you have a proper business system and formal processes in place. Likewise, it will become subject to requirements such as the Employment Equity Act and Broad-Based Black Economic Empowerment Codes and regulations. Compliance with these will be much easier with formal processes in place.

Quite apart from the compliance angle, a larger headcount and turnover means that managing your business by filing papers in a shoebox or chatting to employees over the tea break will become increasingly impractical. To remain in control, you’ll need to do things in a standardised and consistent manner and ensure that you can monitor financial and operational performance. Formal processes and systems are also essential to HR functions such as performance appraisals, succession planning and career paths.

2.     Your business is multifaceted

If you run an intricate, geographically dispersed or heavily regulated business – for example, certain forms of complex manufacturing or financial services – you may need to fast-track formalising your business processes. Your customers and funders will demand it and you’ll need to have the process discipline to deliver accurate reporting, ensure consistent product and service quality, and monitor performance.

3.     Your growth is accelerating

Companies cannot afford for their businesses processes, employees and management to fall behind the growth of the company. If growth is accelerating, your company is probably starting to compete with bigger companies that have economies of scale, established systems and robust business processes. That means you may also need to retool your company with formal processes and systems to boost productivity, ensure staff retention and deliver your product or service with a predictable quality level.

It’s about the right solution. If your business has survived to a point where you need more formal systems, you should congratulate yourself. Not all companies manage to survive their first few years; you can consider yourself a business hero because you are helping to grow South Africa’s prosperity. Apart from documenting standards and procedures, one of the keys to ensuring your future sustainability is usually to put systems in place to automate processes.

It is also worth remembering that just as not having the right systems in place can slow you down, so will having a system that is too sophisticated. Often these systems are also expensive and resource intensive, choose your software well, making sure that it fits the maturity of your business

The best system is one that saves time and makes you more agile, with a direct ROI that can be seen as soon as you are live on the product. This is one of the topics that we will be discussing at the Sage Summit as we seek to advise business builders how to reach the next level. The Sage Summit takes place at the Sandton Convention Centre in Johannesburg from 7-9 March 2017.

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Smash hits the
Nintendo Switch

Super Smash Bros. delivers what the fans wanted in the latest “Ultimate” instalment, writes BRYAN TURNER.

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Super Smash Bros. Ultimate, the latest addition to the popular Nintendo Smash series, has landed on the Nintendo Switch with a bang, selling 5-million copies in the first week of its release. The game has been long-anticipated since the console’s release, as many fans consider iy to be a Nintendo staple. And the wait was well worth it.

It features 74 playable fighters, 108 stages, almost 1300 Spirit characters to collect while playing, and a single-player Adventure mode that took about three days (or 28 hours) of gameplay to complete. The game offers far more gameplay than its predecessors, making it the Smash game that gives its players the best bang for their buck.

For those new to the game, the goal is to fight opponents and build up their damage score (draining their health) to knock them off the stage eventually. This makes the game seem chaotic, as many players jump around the platforms as if they were on quicksand, in order to avoid being hit by the other players.

It also services two kinds of players: the competitive and the casual.

Competitive players can be matched on the online service by skill ranking to enjoy playing with similarly high-skilled opponents. This is especially important in e-sports training for the game, and for players wanting to master combos against other human players. The casual gamer is also catered for, with eight-player chaos and button-mashing to see who comes out luckiest. This segment is also important for those wanting to learn how to play.

Training mode is also a place to go for those learning to play. It offers “CPU” players that are graded by intensity to train as a single player to learn a character’s moves, combos and general fighting style. More challenging CPU players can also be used by competitive players to train when there isn’t a Wi-Fi connection available.

Direct Play features in this game, allowing two players with two Switch consoles to play against each other over a direct connection – no Wi-Fi needed. This is especially useful to those who want to have a social gaming element on the go, similar to that of the cable connector of the Gameboy.

Click here to read Bryan Turner review of Super Smash Bros. Ultimate.

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Win Funko Fortnite in Vinyl

Gadget and Gammatek have nine Funko Fortnite figurines to give away.

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A Funko Pop figurine based on a character set is indicative of reaching the heights of pop culture. It is no surprise, then, that the world’s biggest online game, Fortnite, has its own line of Funko Pop figurines. The Funkos are modeled on the characters in game, including Drift, Ragnarok, Dark Vanguard, Volar, Tracera Ops, and Sparkle Specialist.

Now, local Funko distributor Gammatek has released the Fortnite figurines in South Africa. To celebrate, Gadget and Gammatek are giving away a set of three Funko Fortnite figurines to each of three readers (9 figurines in total). To enter, first click on your favourite Funko Pop on the next page and post the Tweet that appears. Then, follow Gadget on Twitter.

You can put the tweet in your own words, but entries must have the competition’s hashtag (#FunkoFortnite) and mention @GadgetZA to be considered valid.

Click here to select the Funko Fortnite character you want to tweet.

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