Gathering and Retaining Facts for Grievances
Effective stewards help gather and preserve any relevant evidence found in investigations so that your Union Reps can use it to build a case. After creating a grievance, start asking the 5W questions (who, what, when, where, why, how) and narrow your focus on the issues. Your fact gathering is for Union eyes only – never give your notes or facts to the Company. This fact gathering and retaining of paperwork is done in conjunction with your Union Rep who will make sure everything is accounted for and organized.
WHAT: What happened? What is the grievance about?
Make sure to include all points mentioned in the company write up
WHEN: When did the grievance occur?
Date and time
How often and for how long
Is it within time limits to proceed with a grievance?
WHERE: Where did the grievance occur?
Exact location of the incident (department, aisle, backroom, sales floor etc.)
Include a diagram or photo for reference if possible
WHY: Why is this a grievance?
What does it violate in the contract, law, past practice, safety regulation, unjust treatment, rulings or awards, etc.
WHO: Who was involved in the incident?
Was more than one member involved?
HOW: How did it happen and how can it be resolved?
Your memory is not as good as you think.
Is your brain like a file cabinet? Can you open an old file and instantly recall everything? Unfortunately, our memories aren’t airtight, so collecting a paper trail of solid evidence puts everything in one place. Promptly interviewing the grievant and all witnesses while issues are fresh is key. This should be done during off the clock unless your collective bargaining agreement (CBA) allows you to investigate grievances while you’re on the clock.
This requires organization and attention to detail. You can accumulate a lot of evidence in an investigation, but it does you no good if it’s a mess. All of the evidence you and your Union Representative collect together should be stored in one place.
Organization is a good defense against the company and they can tell who has their stuff together and who’s disorganized. If your investigation is thorough and your evidence in order, the Company will see that you mean business. Handling grievances will remind you of lessons that you’ve learned in other parts of life: leave no stone unturned, don’t cut corners, and read everything from A-Z.
Remember, members don’t know how hard you are working for them unless you tell them. During the investigation process, stay in touch with the potential grievant. Let them know where you are in the process and always document those conversations.