Motive, Means and Opportunity = Occupational Fraud

theft (8)Building a successful small business is a part of the American Dream for many people.  Every year millions of dollars, untold hours of sweat equity and unlimited hope are poured into starting and maintaining them.  Unfortunately, also every year, occupational fraud is responsible for closing about 30% of these businesses (U.S. Department of Commerce).

Fraud negatively affects smaller companies more than larger ones; they’re simply unable to absorb the loss.  Participants in the 2014 Global Fraud Study “Report to the Nations on Occupational Fraud and Abuse” estimated the average small business loses approximately 5% of revenue each year to fraud (The Association of Certified Fraud Examiners). 

5% in a small business can mean the difference between a profit or a loss. Therefore, controlling employee theft can be the difference between staying open or closing the doors.  It can also influence whether the owner is able to pay himself a living wage or not.  Given its potential for harmful impact it’s unfortunate that many owners are unprepared to fight fraud.

Most think it’ll never happen to them, not understanding that probably it’s already happened, is currently happening and/or will happen in the future.  Depending on the study 75% — 85% of employees admit that given the “right” circumstances they would or have committed fraud.  The right circumstances are usually a combination of motive, means and opportunity.

Motive is the rationalization the employee uses to steal time, money and property from the company.  Rationalizations are the reasons people create to justify their behavior and are as varied as the people who make them.  These self-deceptions provide the employee with an excuse to steal, even from an employer who they like.

But, motive is not enough for fraud.  A person also has to have the means — the ability, knowledge and access — to manipulate the system.  A bookkeeper can embezzle money because she knows how to “cook the books”.  Stock starts to go out the back door when the warehouse foreman creates an inventory method that only he understands or uses. 

Finally, an employee can be willing to steal and know how to do it, but the opportunity must be present.  An employee has her shoplifting friends come to the store when the easily distracted manager is working, not when the attentive one is.  A clerk learns the cash register camera is unreliable and pockets cash transactions on the days its offline.

Occupational fraud is a broad and all encompassing term, whether it involves petty theft or a multi-million dollar embezzlement scheme.  Its cornerstones are motive, means and opportunity.  A smart and success business owner will learn its dynamics and use this knowledge to take steps to combat it.


Nicole Abbott is a writer and psycho-therapist with over 20 years of experience in the fields of mental health and addiction.  She’s an educator, consultant, lecturer, trainer and facilitator, who has conducted over 200 workshops, trainings, presentations, college classes and seminars.

Mystery Shoppers Can Help Your Bottom Line

theft (5)Brooke wanted to buy a special keepsake to commemorate the birth of a grandchild.  She went to a jewelry store in the mall and was planning on spending about $200.  There were 2 saleswomen in the store and no other customers.  Both of them were having personal conversations on their phones, with one talking about the lack of sales and her concern that she was going to lose her job.

One clerk didn’t acknowledge Brooke, while the other put her finger up in the “just a minute” signal and then turned her back.  After looking around for some minutes, and not being waited on, she went to the store next door.  Brooke was greeted immediately, helped and spent $250.  She repeatedly told the poor service story for months, right up until the store closed.

Everyone has experienced poor customer service in person, on the phone or via a web site, but they probably didn’t complain to the business.  When most people are unhappy they show it with their feet and eyes, they’ll leave a store or web site and not return.  A customer is 4 times more likely to go to a competitor when the problem is service rather than price or product (Bain & Company).

Obviously, good customer service has a significant impact on the bottom line.  A 2% increase in customer retention has the same effect as decreasing costs by 10% (Emmett Murphy & Mark Murphy).  Also, it costs about 6 times more to acquire a new customer rather than retaining an existing one.  It’s just smart business to try to hang on to them.  

One of the ways to evaluate your business’s customer service is to use mystery shoppers.  A mystery shopper is an outside person who shops your business (in person, on the phone or via web site), usually purchases a product and evaluates the experience.  You set the parameters of the information you want collected — including identifying loss prevention issues.

Mystery shoppers help you determine your problems before they turn into lost revenue.  They give you the consumer’s perception of and experience with your customer service, as well as other concerns.  It’s an effective way to get real-time feedback.  Then, based on the identified problems, you can develop and implement the appropriate corrective procedures and policies.  

Smart business owners know the adage that the product gets the customer in the door, but service is what gets her to return.  People who contact your business have a need, providing you the opportunity to make a sale.  The method of the sale gives you the chance to build positive word of mouth and strong consumer loyalty, which contributes to higher profit margins and a healthy bottom line.  

Nicole Abbott is a writer and psycho-therapist with over 20 years of experience in the fields of mental health and addiction.  She’s an educator, consultant, lecturer, trainer and facilitator, who has conducted over 200 workshops, trainings, presentations, college classes and seminars.  

 


What Do You Really Know About Employment Background Checks?

law-3You probably know what employment background checks are… you might have even had them run on you in the past. But do you really know what an employment background check includes? And if you are responsible for or are assisting with your company’s hiring… do you know what you should be asking for when you ask for “background checks”?

When Loss Prevention Systems runs employment background checks for Retailers, most are interested in a potential employee’s previous criminal record. In many States we can look at their record “State wide”. This means that we access the Crime Information Center for that State. That database is maintained by each State. For example, in Georgia, it is the Georgia Crime Information Center (GCIC) and it is run by the Georgia Bureau of Investigation. All State, City and County arrest and conviction records in the state of Georgia are fed into this system. It is the same database used when a Police Officer stops someone in a traffic stop and “checks their record”. 

There is no such thing as a “Federal Records Check”. It does exist but civilians do not have any access to it under any circumstances. If a company tells you they do, they are outright lying. The National Crime Information Center (NCIC) is restricted only to Law Enforcement. It is a serious felony for someone to access it. Many years ago I asked a Congressman why we could not have legitimate access to NCIC. His response is that it will never happen as unemployment would rise sharply. Wow, they do not care if we hire criminals, have thefts and crimes caused by them, they just do not want unemployment to rise?!?!?

Not all States have State wide records checks available. In that case we run them by county. The trick is to figure out which counties. We can make an educated guess based on where the applicant indicates they have lived. However, we frequently find that applicants will lie or omit a location where they have lived that is associated with criminal records. So what is the solution?

How about “social trace”? Ever heard of that? No, it’s not a new thing on Facebook or Twitter. It’s a check that we run on an individual’s social security number that allows you to know what states and addresses the person has lived in and what other names they could have used. Sometimes, we get a red flag because a female’s maiden name wasn’t listed and pops up as an alias, which is pretty common and obviously nothing to worry about… but other times, we get a red flag on a social trace because the individual has used entirely different aliases—not misspellings, completely different names! 

When we run an employment background check for a customer, we like to run a Social Trace first. This tells us then where to search the criminal records. That keeps you in control, not the applicant. By the way, Social Traces are really inexpensive.

We see it all around here.  To date “the record” is held by an applicant that had over 50 pages of arrests and convictions. Many of those were VERY serious crimes that were recent. This is the kind of person that you would never want near your family, friends or employees. There’s no telling what a new day will bring. But for you, and your company, trust us when we say that it’s better for you to find out first. 

If you’re not running a social security trace on your potential new hires, you could be missing out on crucial information that will keep your workplace environment safe and hold down on employee theft.

Background Checks Should be Standard Operating Procedure

theft (13)It’s not every day that I bring someone new to my team. I’m a regional Loss Prevention Manager and I manage a very small, but highly motivated and productive team. I need someone to work independently, make good business decisions and get results all with very minimal supervision. I also need someone that is of good moral character and has integrity above all else. Normally, when I have an open position, it will take me weeks to fill. I’m extremely selective and always go with the person that I know will fit into my team the best. So running a background check is one of the first things I do when I have a potential candidate, and it should be something you do as well.

It wasn’t all that long ago when I was looking for a market investigator. The position had been posted for a few weeks and I had already interviewed a group of candidates. I had narrowed it down to three and had to make a hiring decision. They all had tons of experience working investigations, retail operations or law enforcement. I knew who I wanted and made a job offer, which was contingent on the successful completion of a background check. We shook hands and he assured me that his record was clean.

A few days later, my background check company sent the results back to me. I was completely taken back. What seemed like a very qualified, motivated person was a complete fraud. His rap sheet was ¼ mile long and he was recently convicted of several counts of fraud. There was absolutely no way I could bring this person onto my team. Had it not been for a solid background check, this person could have potentially cost me and my company thousands of dollars and untold hours of frustration and heartache. This should be a lesson to any owner out there. It doesn’t matter how clean someone appears to be, how well the interview, or even how great their resume may look, there’s always the potential for skeletons to be hiding just below the surface. Do yourself, and your business a favor and always run a background check on new employees. 


The Truth About Internal Theft

theft (2)Do you know what small business owners and Loss Prevention professionals have in common? In my career, I have found that there is no other business unit in a retail company more concerned about the financial health of the company than the LP department. Our life goal is to SAVE money, all while finding ways to increase sales and profitability, improve margins and assist in improving operational efficiency. Doesn’t that sound like a savvy business owner to you? Reversely, as a small business owner, you’re plagued by theft. You may also find yourself asking, where is that theft coming from?

If you do some online research, you’ll probably find a ton of sites and quotes that all say internal theft causes more financial damage than external. Well, that’s not entirely true. External theft has steadily been on the rise and causes millions of dollars in loss every year. The same also holds true for internal theft. What these statistics do though, is misrepresent internal theft. Yes, your employees sometimes steal from you, but that doesn’t mean 1 out of every 3 are. What that means is those employees who do engage in theft, are taking you for a LOT more than an average shoplifter. Last year alone, personally, I managed over 650 cases. 540 were shoplifters. The dollar amounts associated with those cases were almost the same in both the internal/external category. 

Take this for example. Last year, I was contacted by some inventory control guys regarding a specific electronic device at a store location. We looked at a store inventory report and it showed that this one sku was showing a negative 600 on hand at this location. By investigating transaction records, we found these units had been refunded to the store over a period of time. Further investigation showed that a single cashier had conducted nearly 600 refunds of this particular sku and was able to pocket nearly $65,000 in cash from ghost refunds. It would take a lot of shoplifters to equal that dollar amount, but this was only ONE employee.

What I want owners and managers to understand is the reality of the internal theft problem. Understand that not all of your employees are thieves, but that 1% that will steal from you, will steal over and over again. As an owner, you should have internal control measures in place that limit your exposure to losses, and at the very least, a descent CCTV to review those losses when they are uncovered. While shrink will always be a part of life in retail, you have the power and the tools to make that financial impact as less as humanly possible.  


Background Checks and Employer Liability

shoplifting7Seems like every time I turn on the news, I hear about another person who walks into their office and starts hurting people. Is this happening more and more, or do we just hear about it more? Do you ever think about those companies and wonder what goes on after something like that happens, or even before? Even more perplexing is a recent airliner crash that seemed to be caused by one of the pilots. Every day, employers around the country have the potential risk for a disgruntled, or mentally unstable employee to cause harm to their staff, or customers. Can you prevent this and if not, how can you limit your liability?

My personal opinion on random acts of violence is that you can never prevent every occurrence. You can definitely limit your exposure to the risk by barring firearms in your workplace, having a no tolerance violence policy and running background checks on all of your employees. This however, will not stop someone that is hell bent against causing harm. Again, my opinion here is that if someone wants to “go postal,” nothing on Earth will stop them. That’s a fact of the world we live in. There are ways to limit liability on your end (as a business owner). 

Take for example the other day. I terminated an employee for performance related behavior. Hours later, another employee came to me with a screen shot of the terminated employee’s social media page. There, was a threat of violence towards the store and myself personally. I immediately contacted the local police. Did I really thing this person was capable of what they were posting on social media? No. Did I see it as a way to blow off steam from being terminated from a job? Absolutely. Then why did I contact law enforcement? The idea that a threat was made forces me to take that approach. Had I shrugged the threat off as “blowing off ;steam” and then 3 hours later I had that former employee burst through the front doors with a firearm, I, and my company could be potentially liable for any injuries due to failure to appropriately react to a known threat; sounds completely crazy, but it’s the truth. 

You can relate this to running background checks on your employees. Let’s say you don’t perform a background check on a new hire and with 2 weeks he loses his temper with a fellow employee and severely injures that employee. Worst case scenario is that employee is no longer able to work. You find out after the incident that your new hire has 15 arrests for domestic violence and other crimes against persons. You could be potentially held liable for creating a violent workplace due to a failure to properly screen applicants. Again, it sounds completely crazy but this has happened and will continue to happen. Background checks are standard practice and every single big box retailer across the country and they should be for you as well. 


Controlling Retail Shrinkage by the Numbers

theft (11)The margins in a retail business can be slim.  It doesn’t take much shrinkage for a store to go from the black to the red.  One of the primary roles of a successful store manager is to develop, follow and then tweak a comprehensive security plan.  The creation of an effective plan takes a large investment of time, money and effort.

Managers often have gut feelings about where their losses are, and may even have a good idea about how to control them.  However, few of them understand — and therefore can’t effectively address — the full scope of the problems.  A successful plan starts with knowing the numbers, not indistinct feelings or incomplete ideas.  

The yearly National Retail Security Survey (University of Florida) started in 1991and is considered to be the most accurate and comprehensive in the industry.  The 2014 report estimates that the total shrinkage amount for retail businesses is $44.25 billion.  This is broken down into 5 categories.  The numbers have been rounded and don’t add to 100%.

Employee Theft (41%) – Many managers believe shoplifting is their number 1 shrinkage problem and make the mistake of overlooking this statistic, to their detriment.  Employees will steal time, money and merchandise.  This is regardless of how nice or punitive their supervisor is, good guys get stolen from as much as bad ones do.

Shoplifting (33%) – People steal for a variety of reasons.  With the advent of the Internet (which makes it easier to sell stolen items) and the difficult financial times of the last several years it has been steadily on the increase.  But, it remains consistently second to employee theft, which has also been rising.

Administrative (15%) – This category represents common human error involving administrative tasks, not deliberate fraud.  It includes things such as: miscounting or misplacing stock, money/cash register mistakes, lack of follow through on paperwork and poor record/receipt keeping.

Unknown (7%) – Some researchers view this category as a miscellaneous or catch-all one, where odd or seldom seen circumstances, which don’t fit any other classification, are located.

Vendor Fraud (6%) This is another area of shrinkage that many managers overlook.  They trust their supplier or its representative and ignore all the places (i.e. warehouse, delivery driver, invoices, order forms) where their shipment is shorted “just a few things”.

Before developing a loss prevention security plan it’s vital to understand where the loss is happening.  Then valuable resources, time and money, won’t be wasted on ineffectual systems, training and equipment.  Good managers know their employees, customers and suppliers, and have a feeling about where the problems are.  Great managers know all that too, but they back up their subjective feelings with objective numbers.


Nicole Abbott is a writer and psycho-therapist with over 20 years of experience in the fields of mental health and addiction.  She’s an educator, consultant, lecturer, trainer and facilitator, who’s conducted over 200 workshops, trainings, presentations, college classes and seminars.  

Wardrobing & Returns

Shark Tag DressThere is a new term in the retail dictionary. “Wardrobing” is the process where a customer purchases a piece of your merchandise, uses it one time, then returns it claiming a small flaw or just taking advantage of  your liberal return policy.

We see this especially in clothing such as expensive dresses, prom dresses, shoes and suits. But tools, electronics, beach wear and more can be a target. The problem is hardly new. However, it has always been frustrating. Not only has the retailer experienced a loss  since the merchandise is no longer new but chances are that you or your staff put a considerable amount of time into the initial sales process. Couple that with tight margins and expenses and the problem gets expensive quickly.

Add to this that word will spread. If your store is known as an easy mark for wardrobing, then this kind of shopper will flock to you like metal to a magnet.

The problem is also not just a brick and mortar store problem. In many ways it is worse for online stores. Because it is a faceless transaction, the shopper is more likely to feel comfortable about doing this.

Whether it is right/wrong or illegal, is a side issue. Wardrobing causes Retailers significant losses.

LPSI Shark Tag8  Shark Tag with Return PolicySo how do we fix the wardrobing problem that leads to your returns being higher than they should be? First look at your return policy. Have you dusted it off lately and updated it? Look at the circumstances of accepting returns. Look at the time limits. Is there a restocking fee? Is the customer responsible for shipping on certain items? Look at your competition’s return policies both in store and on-line. Maybe they have solved the problem and the wardrobers are now coming to you. If you would like, I can also be an LP sounding board (at no charge) for your return policy. Just call me, Bill Bregar, at 770-426-7593 x101.

We also offer an excellent fix for wardrobing. The “Shark Tag” by Alpha High Theft solutions basically puts an end to wardrobing. Shark tags are bright tags that mount directly to the merchandise or can be attached via a lanyard. An example could be that the Alpha Shark Tag is placed in a very obvious area such as the bust line (as a guy I would notice it!) of a prom dress. The Shark tag can be removed easily by the customer at home with a pair of ordinary scissors. Once the Shark Tag is removed, your stores policy kicks in. Without the Shark Tag attached, a return is no longer possible.

Also, Shark Tags are VERY inexpensive! If you would like a sample, please contact us.

Remember, you and your staff put a lot of time, effort and expense into your sales efforts. Do not let the thieves or even the wardrobers, rob you of your margins or even your business!


Social Media and Employee Theft

theft (2)There isn’t anything I enjoy more than catching an employee stealing. Whether it be through a lengthy investigation, or through an anonymous tip, it’s very satisfying to me. The idea that you employ someone, put money in their pocket and a chance to succeed, but they steal from you, eats at the pit of my stomach. I can’t stand a thief and to me, it’s even worse when it’s an employee. Throughout my career in Loss Prevention, I’ve handling thousands of employee theft cases. Most don’t really stand out to me, but there are a handful of stories that I like to share when I have the chance.

Social media has really changed the way we communicate and share information. Personally, I rarely watch the 9 O’clock news anymore. I just log into Twitter, or Facebook and see if there is anything relevant to me. No more are our personal communications private. Using social media as a communication device gives the entire world visibility to everything you say, or do. So, if you’re a thief, you should probably know this. 

Recently I was having some issues with shoes in my store. I was constantly finding less expensive brands in the more expensive boxes. I started off finding one or two a month, so I chalked it up to a shipping error from the factory. As the weeks progressed, I began to find more and more, and I quickly realized I had a potential thief. I started running the sales for the cheaper shoes and noticed that one individual had purchased every single pair that I had found. Inside those boxes were no doubt the more expensive shoes, but who was this guy? I hadn’t a clue, and without any good leads, my case went cold. Until one of my employees helped me crack the case. 

I was closing the store one Saturday night and a few hours before closing time, I started making the rounds to make sure everyone was zoning and cleaning up so we could get out at a decent time. I noticed one of my footwear employees on the computer in the manager’s office, so I started walking that way. He noticed I was heading in his direction, so he quickly left the area. A little while later, I went to check sales on that same computer and noticed there was a window still open. It was that employee’s Facebook page. 

I maximized the screen, at first not realizing it was his page. What I saw shocked and amused me all at the same time. The window that opened was his private messages. Out of curiosity, I perused a bit. There, in the open, was a long conversation between my employee and a friend of his. The employee basically taking an order for shoes. My employee described how he would put the shoes in a cheaper pair, where to find them and even what cashier to check out with. I had found my shoe culprit, in the most awesome way possible. I printed out the page and a few days later, after letting his friend buy the stolen shoes, confronted the employee. He admitted to the several thousand dollars’ worth of theft and implicated several others in the store as doing the same. In total, I lost 5 employees. To this day, he has no idea that he led me to himself, and I have no plans on telling him!


Organized Retail Crime and the Effects on Small Business

shoplifting7Organized Retail Crime, or ORC is something you have probably heard very little about. ORC is, by definition, the organized and planned stealing of merchandise with the expressed intent to resell in order to make a profit. Plainly, it is a group of shoplifters whose full time job is to steal from you in order to make a profit for themselves. If you think that your small business isn’t a target, or hasn’t been targeted by an ORC group, you are wrong. These are not your average shoplifter stealing for personal use. These are well organized, well trained and equipped individuals who can take a single store for thousands of dollars in mere minutes.

I recently worked an ORC case dealing with the theft of a certain product. Over a two month period of time, I had a group of 5 individuals steal this product, then immediately sell them to a pawn shop. This handful of people were able to cause a $20k loss in a very short amount of time. They had a plan, stuck to a routine and committed the theft with near surgical precision. It was well organized, and it took months to uncover. $20k might not be a big deal for a national retailer, but if this were my own store, it very well may have put me out of business. This is the case for small businesses across the country. These groups often target the smaller stores as they feel they are a softer target. 

Smaller stores may not have the security measures larger retailers do. Something as simple as CCTV may not even be installed. The store may not have security devices on commonly shoplifted items. More importantly, those smaller stores most likely do not have a Loss Prevention team, and the owners may be unwillingly to prosecute individuals caught shoplifting.  This all makes the small retailer a prime target for ORC. 

The first step you should take to prevent your store from being a target is to minimize your exposure to the risk of shoplifting. CCTV systems are not big, bulky and expensive pieces of equipment anymore. You can most definitely find a solution for your store under a few hundred bucks. Next, you should be familiar with product security. While you may not have the capital for the newest trends in EAS, a simple checkpoint system will discourage ORC, especially if you are using tags that have your store’s name, or logo on them.

Organized retail crime has gotten the attention of the law enforcement community. In fact, several states now have ORC laws on the books, which carry heavier penalties for individuals convicted of this type of theft. The only way these individuals can be brought to justice is if they are held accountable for their actions. That starts with you and is why it’s always important to prosecute a shoplifter. That guy you just caught stealing all of your razor blades could be the tipping point for a much larger operation. Just because you have a small store, doesn’t mean you can’t lose big from these groups.