TAKING NOTES
Note taking is highly encouraged as part of handling every investigation.
- When to Take Notes – At the initial interview and all subsequent interviews of any grievant, witnesses and supervisors.
- How to Take Notes – Include all pertinent information - Don't try to write down every word the witness says, unless those words are crucial to the case as in work refusal or insubordination cases. Have your own set of abbreviations, such as: -"sup" for supervisor -"gr" for grievant -"ldg dk" for loading dock. Try to use the same abbreviations each time! Try to make sure these abbreviations would be intelligible to another person.
- What to ask?
- WHO - Identify by name the employee or group of employees, the immediate supervisor, and any other persons involved in the complaint.
- WHERE - Determine the precise location, department, division, and job site of the incident.
- WHEN - Determine the time and the date of the incident. Be exact -- what shift was involved?
- WHY - What section or sections of the labor agreement has been violated? What is the past practice, management rules, or a state or federal law applicable to the grievance?
- WHAT - Describe factually the circumstances that govern the complaint. Be specific! Using the previous four W's, you can put together the basic facts.
- WHAT REMEDY - What remedy do you want? The steward should ask that the grievant be made 100% whole. State explicitly how the employer can correct the situation (see vocabulary)
- It would be helpful to have a small spiral notebook in your pocket or available nearby for taking notes.
- Write up notes on what you want to say. Make sure your presentation includes:
- WHAT HAPPENED: The story of what happened- each event or incident that led up to the grievance.
- WHO: Who did this happen to, name, shift, department, etc. Who else was involved? Don't forget to identify management people and supervisors involved.
- WHEN: When did the events, incidents, etc. that led to the grievance occur? Use dates at least and times if relevant, and on what shift?
- WHERE: Where did the events etc. that led to the grievance take place-what department, or area (e.g. break room).
- WHY: Why is what happened a grievance? What was violated- the contract, a law, past practice, grievance precedent, or side agreement?
- WHAT REMEDY: What is the settlement or solution to the grievance?
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