Does Your Business Culture Encourage Employee Theft?

January 9, 2015 by Leave a Comment

theft (2)There is a belief among many small business owners that, because the company belongs to them, they ought to be allowed to behave anyway they want. They want to be able to run things their way and believe the employees “should and will” respond accordingly. That’s why they went into business for themselves – they wanted to create and control the work environment or cultural.

This is the paradox, and downfall, of many small business owners. The characteristics of independence and self-determination, coupled with the need to be in charge, are the hallmarks of a successful entrepreneur. Unfortunately, they’re also the attributes of unsuccessful, bankrupt entrepreneurs.

One of the differences between successful and unsuccessful owners is the ability to marginalize the negatives and maximize the positives of their desire to be in control. This ability is particularly important when establishing and maintaining the business’s security culture. Yet, ask any business consultant or security advisor and they’ll say this is one of the areas owners are least likely to address.

They usually don’t address it because they have the mistaken belief that the culture they’ve established and are maintaining, through the power of their personality, is an effective theft deterrent. They believe the way they behave (i.e. nice, nasty, supportive, demeaning, conciliatory, confrontational) will keep them safe from employee fraud.

However, it rarely works that way. The company’s culture is usually not enough to stop employee theft. “Good” guys who try to create an atmosphere of ease for their employee and “bad” guys who create one of stress have the same amount of fraud. The statistics and antidotal information show that owners who manage through personality, rather than systems and controls, are likely to fail.

Employees are 15 times more likely to steal than outsiders and are responsible for 44% of a business’s theft losses (National Federation of Independent Business). This results in almost a 1/3 of businesses failing due to employee fraud (U.S. Department of Commerce). In another 1/3 it’s believed to be a .05% – 1% loss of profit.

The number 1 deterrent is security systems and controls embedded into the cultural. A business’s security culture – values, beliefs and norms which guide how the business and the people in it operate – is important to a business’s survival. When people work within one there’s a profound positive effect on employee morale, operations and the bottom line.

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What’s Trending in the World of Shoplifting?

January 8, 2015 by Leave a Comment

shoplifting1Wouldn’t it be nice if the criminal world was as easy as Twitter? You could just go online and look at what’s trending and then take proactive steps to stem any potential losses. That would be great! Unfortunately, criminals, especially thieves rarely broadcast their intentions. It’s up to the loss prevention community and local law enforcement to share these trends amongst each other in order to combat shoplifting.

You may or may not be aware, but shoplifting is much more than just putting one item in your purse, or pockets. I routinely see individuals and groups operating some very sophisticated fraud schemes in order to remove product from the store. One of those trends that have become more and more prevalent over the past year has involved refund fraud. I had a very complex case that spanned several months that was more sophisticated than anything I had every come across in all my years conducting Loss Prevention Investigations.

The basic storyline is that a brick and mortar store front was employing individuals to target stores for small, high dollar merchandise. Once the product was stolen from one store, it would then be brought to a second store where a refund was given for the product in the form of store credit. That individual would then utilize that credit in order to purchase a high end electronic item. The item, along with the receipt was sold to the store front. This is where it takes a more complex turn.

The store owners would then arrive back at the store with the receipt and electronic item and ask to exchange it for other product. This was routinely conducted with footwear or apparel items. The store owners would conduct the exchange and, on most occasions, pay a difference in cash of anywhere between $10 and $20.

Over several days, the store owners would return to my store and refund each item that was purchased during that exchange transaction. Since the receipt showed they paid a cash balance, inattentive store personnel would always give them a full cash refund. Did I lose you?

Essentially, I was at a loss 5 times for the same product. First it was stolen. Second, I gave them a store credit for stolen goods. Third, the store credit was then spent. Fourth, the product the credit was spent on was exchanged for additional merchandise. Fifth, we gave them cash. It was incredible once it was all uncovered. This group has figured out a way to essentially launder stolen goods and with a few steps and some patience, get cash. All while keeping the appearance of a legitimate transaction. All told, our stores lost well over $100k to this scam.

It was an expensive lesson to learn, but it goes to show just how creative people can be when it comes to fraud. While this was the first time I had ever seen something of this complexity, I can assure you that in the next year, someone will come up with an even more complex method to defraud retailers.

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Post Christmas Blues

January 5, 2015 by Leave a Comment

theft (10)Well, the 2014 Holiday Season is over; now we are dealing with the post-Christmas issues, returns, inventory and tallying up how we did! Even without official numbers you probably have an idea. Are returns higher than what you expected? Did shoplifters get more than what you were prepared to lose? One of the problems, we as business owners face, is that we get ramped up for sales but we tend to put off preparing for loses. We tell ourselves that we will get to it later. Then when that B or C priority rises to the level of serious loss, it is too late. But we all do that, with many things. It is part of running a business.

Eventually we get tired of dealing with something over and over again and decide to break the cycle. What is the saying? “Doing the same thing over and over but expecting a different result, is the definition of insanity”. Thieves will not go away, in fact they will only get worse unless you deal with them head on with real business solutions. Shoplifting and employee theft are actually very simple issues to address. You will never eliminate them completely, however, you can reduce them to an expected level balancing the cost and effect.

Many retailers do not realize that they can and should attack both issues internally first. Take a look at your procedures. Step back and look at them – I mean truly LOOK at them, hard. Why are you doing something the way it is done? Is that the reason for your losses? A good example may be your cash handling procedures.  Is your till generally short? How much? Why? If your policy is that you do not make an issue out of a drawer that is $15 or less short, then you have sent the message to your employees that they can steal or be careless up to $15. Fifteen dollars multiplied by 365 days a year is A LOT of money to any retailer, large or small. All of this because of your “procedure” or attitude.

How about shoplifters? Do you really know how to prevent and stop them? Do you teach this to your employees? If you don’t you can never expect to be as profitable as you can and should be. Shoplifters will react to your efforts by going elsewhere. That is what you want. This allows you to spend more of your resources and human capital on your paying customers. Sell more, lose less should be your motto!

If you want help, we are here for you. If you do not, that is OK also. But you can fix your losses.

We wish you a great and prosperous 2015!

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Your Store’s Reputation

January 5, 2015 by Leave a Comment

shoplifting4Your store’s reputation is based off of not only customer perceptions, but also how different elements of your community view your store. Beyond your customers, you employees, local law enforcement, criminals, and members of the court system all have a perception of your reputation. How you approach each of these community members plays a big role in how each one interacts with your store.

Customers are probably the easiest to understand. For the most part, they want a clean and safe shopping experience where they are going to get the best value for their money. The value placed on the goods you sell can be either through price reductions, or by offering designer or name brand goods, with stellar employee interaction as part of the shopping experience.

Employees are very similar to customers in their needs. They want a safe and secure place to work. They want to feel valued by their employers. When they see these things, employees are more likely to perform better at their jobs, and take better care of the people entering your store. When employees do not feel safe, secure, or valued, their job performance declines.

Employees are less likely to give good customer service, which can create a decrease in sales over time. It also allows for shoplifters and other criminals greater access to your store’s assets, without the same risk of getting caught. The more these events take place, the lesser of a reputation your store starts to have with the paying customers and your employees.

This can set of a chain reaction where it is now the criminals who favor your store. Your reputation becomes one where it is easy for shoplifters to steal from your store. This reputation will be passed from criminal to criminal and more thefts will begin to happen. The losses will become greater, and more brazen as the risk and fear of being caught diminishes.

Your local police station also has a perception of your store. If you are in a high theft area, but have low case production, they are wondering what is going on in your store. Is your reputation with the local police one of ignorance? Do they think you and your employees are incompetent and unobservant? Or do you maintain a relationship with the local police, and occasionally catch some shoplifters?

When you catch shoplifters, you send a message to your community that you are aware of what is going on in your store, and make efforts to eliminate the criminal element from your premises. Customer’s and employees feel safer and more at ease when they shop. Local police departments are more confident in your store’s level of awareness, as they see more calls and reports being filed from your store.

To maintain your reputation with law enforcement, you also need to show that your cases are reliable when you go to court. A reliable case equates to a stronger reputation for your store within the legal community. When you present shoplifting cases to the prosecuting attorneys and you have solid evidence as proof of who committed which crime, the attorney’s job is much easier. The more often you present solid cases, the better your reputation is within the court system.

Other things you can do to help perpetuate your reputation is to always show up to your given court cases. You should come dressed professionally, and should show up early. This allows you to confer with the attorneys ahead of time, creating a smoother case for everyone involved. You will find that many retailers’ representatives do not show up for court, or do not bring case files or other evidence with them. By doing these things your reputation starts to precede the cases that you bring. Having a consistent history of solid case work and reliability will also filter back into the criminal community, as they can’t plan on your absence to get away with their crimes in court.

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The 80/20 Rule

January 5, 2015 by Leave a Comment

shoplifting2The 80/ 20 rule for retail is actually a series of rules, or guidelines to how and where your inventory shrink comes from. Once you drill down to see what is actually driving your shrink, you have the ability to implement much more efficient anti theft and anti shrink strategies.

The first part of evaluating the 80/ 20 rule is to determine a generalization of how your store is incurring losses. There are three main areas of shrink loss that all shrink can be categorized as. They are Internal, External and Operational shrink. As a rule of thumb, internal shrink is explained as asset losses intentionally carried out by an employee of the store. Employees who are stealing merchandise drive internal shrink.

Operational shrink, on the other hand, is merchandise losses carried out by an employee unintentionally. These are the store’s operational errors that end up causing losses. Did an employee accidentally miss an item when they checked a customer out? Did an employee pull some glass cleaner from the shelf to clean their workstation, but not record it on a store use log? Did an employee break an item of merchandise beyond repair and threw it in the trash without letting anyone know?

These are all everyday examples of how an employee can unintentionally cause losses. These are not theft related actions that we would arrest and prosecute and employee for, but the end result is still the same. We are now showing missing merchandise and our bottom line has suffered from the shrink loss. Unidentified items missing from freight shipments also fall into this category.

External shrink losses are created by anyone outside of the company. These are non-employees who steal our products- the shoplifters. The average shoplifter steals much less per incident than an employee does. Even if you have a higher frequency of shoplifters in your store, employee theft will still outweigh the losses caused by shoplifters over time.

While it is really up to you to determine the actual breakdown in your store, most retailers average about 40% of their losses from internal theft, 40% from operational errors, leaving only 20% to external theft. Obviously these numbers can change based upon your location, kinds of goods sold, and staffing sizes. Overall, these numbers equate to about 80% of your shrink is derived in house (by your employees), and 20% comes form external sources.

Next you want to drill down even further into your losses by looking at departments, and the individual items that are being stolen. Ideally you want to have an inventory system that allows you SKU level accuracy. By drilling down to the actual item number that is shrinking out, you can create an action plan suited specifically to that item. At the very least, you should know which departments and product assortments are the highest losses.

Once you determine your highest shrink items, you should know the quantity and/ or dollar amount lost. You can then put your efforts into where the biggest losses are. You might be loosing 100 packs of gum that cost $1.00 each, or you could loose one handbag worth $200. Frequency versus actual dollar amount lost might dictate a closer eye on your handbags, than the multiple losses in packs of gum.

By taking a look at the highest dollar losses, you should see that about 80% of your total shrink losses are coming from only about the top 20% of your shrink items. This drill down approach further streamlines your anti shrink strategies. Now, instead of focusing on every little loss that occurs in your store, you can focus on only the top items. By creating feasible reduction strategies on only those items, you can create a significant reduction in your store’s overall shrink losses.

 

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Building Partnerships

January 5, 2015 by Leave a Comment

law-3Every store should have a way to build reliable partnerships with local law enforcement. For some jurisdictions, that could mean the sheriff’s department, city or county police. In some rural areas, that might even mean the state police department. There are many was to build these partnerships, and your store’s safety and security will benefit greatly from those partnerships.

What you are looking for is to have periodic visits from these law enforcement officers. Ever wonder why you see police at a donut shop? For one, the shop owners frequently give free or reduced prices on coffee to these officers. It is a nice gesture to these officers, but also an incentive to get them to frequent the shop. The more often police are in the shop chatting, drinking coffee etc, the less likely the shop is to be robbed.

Coffee and donut shops are often open late, and have only one or two people working. This makes them prime targets for robberies. Having an increased police presence helps to reduce the risk. If something were to happen, the police would quickly respond not just because that is their job, but also because they are probably on a first name basis with that shop owner and its employees. For these businesses, a cup of free coffee is a small price to pay for that kind of security and peace of mind.

Depending on the kind of store you have, giving product out for free or at a discount may not be feasible. That doesn’t mean you can’t make it worth it for local law enforcement to stop by periodically. Even though most departments shy away from case quotas, officers who do produce cases are given raises and promotions over those who don’t. By building partnerships with officers you can get some extra help with your suspected shoplifters, reduce losses, and help out your local community by giving local law enforcement tips on suspected criminal activity in your store.

Most law enforcement agencies have a community resource officer. They would be one of the first points contact to start building a relationship with. Asking if they would be willing to do a safety or security presentation for an employee meeting is a good way to break the ice. It is the first step in letting the local police know they are welcome in your store.

One of the next ways is to see if there is a retail anti theft task force set up. If so, ask if they would be interested in putting your store on their list. These task forces go into local businesses, in particular around busy holiday shopping seasons, and look for shoplifters, credit fraud, and other criminal scams. The task force will send officers into stores, generally in plainclothes, to watch cameras or do floor surveillance to spot any criminal activity.

These task forces are a free service to their retail community. While these officers are in your store, you can talk to them about what kinds of thefts you are experiencing. It also gives you an opportunity to connect with the officers and get to know who they are. These officers can become invaluable resources even after the task force is done for the season.

You now have specific officers that you can call if you have a shoplifter in your custody, or experienced a high dollar theft. The officers might be more willing to do some investigative legwork on your case, if you have built a partnership with them. Of course, part of the partnership is showing restraint and professionalism to these officers.

It is not suggested that you call them for every low dollar shortage that walk out your door, or for people who “seem suspicious” but you have no corroborating evidence. There are still laws that must be upheld regarding liable and slander. If you consistently show poor decisions about which cases to call on, you will tarnish your reputation negating any usefulness of your partnership. Remember, there is a difference between offering viable leads to confirmed inventory losses, and crying wolf over every gut feeling you have.

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Conceptualize Dishonesty Using the Fraud Triangle

December 16, 2014 by Leave a Comment

shoplifting7Honest people can have a hard time perceiving and understanding dishonesty in others. Because they have a difficult time conceptualizing it they have a difficult time detecting it. A common lament among managers who have discovered fraud among their employees, vendors and clients is, “I don’t understand how he could do this to me. I had no idea it was happening. I’m just too trusting.”

People too often identify themselves as being trusting, when they’re really being naive. Don’t be naive, protecting your business is vital, many small businesses have been closed due to the fraudulent behavior of their employees, venders or clients. If you don’t want to be taken advantage of it’s important to understand the 3 key factors of the Fraud Triangle.

Before discussing these factors it’s helpful to define fraud, people often have misconceptions about it. According to “Black’s Law Dictionary” fraud is “a generic term, embracing all multifarious means, which human ingenuity can devise, and which are resorted to by one individual to get advantage over another by false suggestions or by suppression of truth, and includes all surprise, trickery, cunning, dissembling, and any unfair way by which another is cheated.”

The 3 factors, which make up the Triangle, are typically present when someone commits fraud. Understanding these elements will help a manager spot dishonesty easier and earlier, because a person who exhibits these thoughts and characteristics is at great risk for deceitfulness.

1. The perceived pressures the person believes they are under.

2. The perceived opportunity the person has to commit fraud.

3. The person’s rationalizations for committing the fraud counter-act their innate integrity.

Here’s an example of how the Fraud Triangle works. Mrs. K has never stolen from her employer and is indigent when others do. She wants to take her immediate family to an expensive reunion. She can’t afford it, but all of her extended family are attending. Mrs. K perceives this as a personal and financial crisis (1st side). She’s the company’s bookkeeper and there are no fiscal controls in place (2nd side). Mrs. K rationalizes that she’ll “only borrow” the money for the trip and then pay it back (3rd side).

She embezzles the money, gets away with it and keeps on stealing. Because usually, once all 3 components are present, when people commit and get away with fraudulent acts they continue the behavior. Also, they may continue behaving dishonestly if they get caught but have no or too few consequences. This is why many managers have found that giving someone “a break” usually backfires on them.

When you understand the Fraud Triangle, and use it as a touchstone for conceptualizing people’s dishonesty, it becomes easier to formulate a defense against deceit. There are many ways to mitigate each of the 3 factors, which can greatly reduce or eliminate the possibility of being taken advantage of. After all, your honesty should be an asset to your business not a liability.

Nicole Abbott – writer, educator and psycho-therapist

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Holiday Help

December 5, 2014 by Leave a Comment

theft (13)The Help Wanted signs, advertisements, and postings are already popping up across the country. Retailers nationwide are starting the process of hiring their holiday help. By hiring them in October and Early November, retailers anticipate that these employees will be trained and ready for the big day after Thanksgiving sales, and throughout the holiday shopping season.

The plus side to hiring temporary help, whether it is during the winter holidays, or the summer garden season, is that the employees are there for the hours and days only when the store actually needs them. Hiring on a seasonal or temporary basis allows the retailers to terminate the employment at the end of the season with little future responsibility in the form of unemployment or severance benefits. This doesn’t mean that it is a one-sided employment relationship.

These temporary jobs are a great solution for people looking to make some extra money to pay for holiday gifts or toys. Teachers who have the summer off can pick up additional work that will not interfere when the school year starts back up. Many temporary workers are hard working, and enjoy the freedom that a temporary position gives them. Other temporary workers do so in the hopes of proving themselves worthy of a permanent position after the season is over.

The downside to hiring temporary help, regardless of time of year, is that many of these employees will not have a sense of ownership or loyalty for the company they are working for. In particular, near the end of their employment these disengaged employees who are about to be let go might try to take a little extra for themselves on their way out the door.

Just as with any other employee theft case where the employee steals because they feel they are owed additional compensation, temporary employees can fall into this same mentality. Perhaps it is because they were not offered a permanent position, or perhaps they feel like they gave up more of their holidays than what they realized they would working these seasonal hours, it is easy for a temporary employee to decide they want more.

With no ownership, a limited time frame of their employments, and a sense of entitlement, many seasonal employees historically end up in employee theft situations. These losses cut into very critical profits, as seasonal/ holiday sales often make or break a store’s financial success for the year. It is also problematic due to the short time frame that these crimes are executed within.

Typically, employees who steal do not want to leave their jobs. They might stay at a particular employer for years, building their safety net and refining their methods. They will usually escalate over a period of time, starting with very small thefts to see what they can get away with. This gives anyone investigating a pattern of shortages discovered over a period of time to look for and follow.

When a seasonal hire decides to steal, they know that they might only have a matter of a few months, or only a few weeks to take all that they can. They might decide to only make one large theft, or multiple small thefts that might not pop up on anyone’s radar. From an investigative standpoint, it is often too late to determine who is causing these shortages. By the time the losses are discovered, or a pattern of theft appears, the employee could have already left their employment.

One of the best ways to prevent these losses is to execute all policies and procedures at 100%, especially during these overly busy times. Any breech of policy is more likely to quickly red flag. Seasonal hires should not be given access to keys, codes, alarms, etc. Leave those to a permanent employee. Finally, conducting mini investigations during the season will help uncover any potential theft risks while they are happening, instead of waiting to find evidence after the fact.

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Negative On Hands

December 1, 2014 by Leave a Comment

shoplifting2When you are conducting perpetual inventories, you are constantly assessing your stock levels. By maintaining accurate stock levels, you are ensuring your customers will have access to the merchandise they are looking for. This creates consistent customer service and maximizes your store’s sales potential. Having an accurate on hand inventory also helps you to reduce your cost of goods by eliminating erroneous inventory orders, as well as identifies potential theft issues more readily.

To have an accurate on hand inventory, you need to have a system in place that captures your inventory movement at the SKU level. This system should recognize any time an item comes in or goes out of your store. This should include receipt of product from the vendor, sales, customer returns, returns to vendors, and miscellaneous usage like damages or store use. You should also have a way to manually make inventory adjustments through processes like cycle counts or inventory replenishment audits.

By maintaining these counts and processes, you should be able to look at any given product and know exactly how many of this item you have. This helps you prepare for sales and special promotions, or to satisfy a larger than normal quantity purchase by a customer. Cycle counts are an invaluable tool in ensuring these counts are up to date and accurate.

A cycle count is a manual count done by a store employee to determine if what the store’s computer system says you should have on hand matches with what you actually have on hand. For example, you are preparing an end cap to be filled with “Item A” for an upcoming sale this weekend. Your on hand inventory says you should have 20 of the item, so you go and look to find all 20 pieces. After searching the sales floor, you discover that you can only find 15 pieces. So you take those 15 to the end cap and enter a cycle count adjustment into the computer system to subtract the missing 5 pieces. Your computer now says that you only have 15 pieces, and you have a shortage of five pieces.

After the weekend is over, all of “Item A” was sold. Your inventory tracking system shows that you have -5 on hand. Negative 5? That indicates that you sold more than what you physically had on hand. Hmm. Something is very clearly off.

One very likely possibility is that when the employee was looking to fill the end cap, they did not look in the back stock room to see if there was any merchandise there. During the weekend, another employee found the missing 5 pieces and restocked the end cap for the sale. Because the employee had cycle counted and adjusted the items out of the inventory, a negative was created when the “missing” five pieces were sold.

This is one example of why it is important to maintain an accurate inventory, even when a manual adjustment is made. When the employee made the adjustment, there was the potential to accidentally order more product than what was needed. If the computer system thought that there was less than what you actually had, an order could have been generated to get the stock levels back to where your store should be. Because the product was physically still in the store, you could have been left with extra product that you didn’t need.

Having a negative on hand of an item means that a recount should be made quickly to determine what the error was and have it fixed. Adjusting your inventory back up to the actual stock levels will not create an overage.

This is not extra product that you didn’t have before. Think of it like loosing a five-dollar bill and not knowing where it went. Then the next winter, you pull out your coat, reach into the pocket and find a five-dollar bill. That money did not magically appear. It was your money that you misplaced and later found.

Fixing your negative on hands does not add extra to your inventory, or your bottom line. It fixes your inventory where a shortage was previously created in error.

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Conducting A Security Self Audit

December 1, 2014 by Leave a Comment

shoplifting4Part of your internal auditing process should be a section devoted specifically to your store’s safety and security measures. Some points should be audited on a daily basis, while others can be less frequently, such as once a month. When you monitor your store’s security measures consistently, you are able to respond more quickly to any malfunctions or procedural breakdowns.

One of the easiest security features to audit on a daily basis is your EAS and security tags. These are the anti theft devices put onto your merchandise that provide a visual deterrent to potential shoplifters. Ensuring 100% compliance is not only a stronger deterrent, but also reinforces the concept of operational accuracy and a check and balance system internally. Employees who are held accountable to stringent operational standards are less likely to look for opportunities to steal from their employer.

A daily audit of EAS tags consists of a department rotation and a spot check of those items. There is no need to check every single item, unless there is a pattern of under performance in those areas. The best way to do the daily audit is to only audit 20 or so items on a given day. From there, it is easy to determine the percentage of accuracy. If out of 20 items only ten have the appropriate tagging, you have 50% compliance. You can do more or less based upon your actual needs, but a similar process will be the most time efficient, with the most accurate results.

Along the same lines is auditing the EAS alarms at your doors. These alarm activations should be reviewed by CCTV whenever possible. You need to understand why you are having alarm activations, and how your employees are responding to them. You can bet that the shoplifters coming into your store are watching for this, so don’t give them the advantage by being oblivious to what is going on in your stores.

If an EAS alarm is activated, your employees should respond to the person going out the door and offer their assistance to deactivate any tags that were missed during checkout. You should look to see if you have a specific employee who is not deactivating tags properly, causing unnecessary alarms. You should also review to see if you have the same person setting off alarms, they might be a shoplifter to watch out for. These audits can be done weekly rather than daily and still prove effective.

One area in particular to audit at 100% is alarm activations before and after your store closes. While most of the alarms are likely to be dismissed by stock/ freight movement to replenish selling shelves, you want to watch out for that one that is not. The alarm activation you are looking for is caused by an employee stealing. It is not unheard of for an employee who is stealing from their store to try and take the merchandise out after hours. Fewer people are around to notice, and the employee can take more merchandise out at a time, without arousing suspicion. If no one goes back to review these after hours alarms, the employee can go undetected for months or sometimes even years.

Any reputable alarm company, such as Checkpoint, will give you a daily and weekly listing of alarm activations. The report should include the time and the date, allowing you to cross reference with your CCTV recordings. By looking at the times, you can quickly determine which alarms are after hours. After hours alarms should be conducted as soon as the report is received. If an employee actually is stealing, it needs to be swiftly investigated and dealt with to prevent further financial losses.

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