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UFCW TRAINING CENTRE

Note Taking MEMBER MANUAL

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Dear Shop Steward, Congratulations and thank you for becoming a UFCW Local 832 Shop Steward. The position you have accepted is a critical one to our union as Shop Stewards are the eyes and ears of UFCW in your workplace, helping us to ensure that the hard fought rights and privileges won at the bargaining table are protected for all of our members. Shop Stewards are also the people that many of our members see as the face of their union and go to whenever they have a question about their rights or a concern about an issue in their workplace. I commend you for the initiative you have shown by taking on this important role in order to assist your co-workers and make your union stronger through your activism, and assure you that we will provide all the training needed to enable you to perform the duties of a Shop Steward effectively. On behalf of our executive board, our members and staff, thank you again and I look forward to working with you in the future. In solidarity,

Jeff Traeger President, UFCW Local 832

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Student Tips

Hours

- Class goes until 4 pm each day - If you leave early, your pay will reflect that - We may go past 4 pm if necessary - 2 fifteen minute breaks - 1 half hour lunch -

Attendance Sheet

- Please sign in each day

Wage Forms

- must be filled out and handed before the first class begins! - if wage forms are late you may miss this pay cycle

USB

- if you’ve brought a USB give it to the facilitator - if you’d like to receive the course on USB let the facilitator know

Cell Phones

- no cell phones during class - please put cell phones on mute - please check messages during breaks - if you must check your phone during class please tell the facilitator ahead of

time and keep it on vibrate

Class Survey

- please hand in the survey when the course is complete

Lunch Room

- please clean up after yourself

And Finally!

- Have fun

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- Ask questions - Speak with the Director if you have any suggestions on how we can improve

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Getting to Know You

This exercise is a good way for members to get to know each other.

What 10 things do you have in common – nothing about work, no body parts, no clothing examples!

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Deciphering a Note

This exercise takes a practical look at deciphering a note.

See the sample note on the next page.

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Taking Inventory

This exercise allows members to take a critical look at their current note taking skills.

When I take notes, they’re usually disorganized and messy.

I would like to become a Steward in my workplace, however, I am fearful about the responsibility of recording events/meetings accurately.

My hand gets sore from writing down everything, whether it is necessary or not.

My notes are never as clear as I would like them to be.

My notes aren’t consistent.

I have trouble concentrating and listening while taking notes.

I catch myself daydreaming often in meetings.

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Know Your Purpose

This exercise will help focus member’s note taking.

All writing, no matter how formal or informal, involves 4 factors: audience, purpose, format and tone.

Audience: who you are writing to – all possible readers

Purpose: why you are writing – to inform, persuade, entertain

Format: how you will write it – the style. E.g. report, letter, list, proposal,

transcript, poem, article, short story, etc.

Tone: how you want it to sound to your readers –

For example: formal/informal, personal/impersonal, serious, humorous, sarcastic, etc.

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Grocery list

Audience:

Purpose:

Format:

Tone:

Love letter

Audience:

Purpose:

Format:

Tone:

Essay

Audience:

Purpose:

Format:

Tone:

Incident report

Audience:

Purpose:

Format:

Tone:

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Before, During and After

This exercise will help members prepare for all stages of note taking.

Discuss with the class things you can do to prepare before a meeting.

Discuss what one can do to be effective during a meeting.

Finally brainstorm some ideas people could use after a meeting.

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Test Your Skills 1

This is an opportunity for members to test their note taking skills.

Play the President video;

https://vimeo.com/106011256

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Points to Track This section we will go over some important details to cover in all Shop Steward related note taking.

Title Your Notes

Meeting: Marie Gomez discipline meeting

Date: Oct 2, 2015

Time: 11:30 am

Place: Maple Branch, board room

Note Taker: Ed Lee

Attendance

Meeting: Marie Gomez discipline meeting

Date: Oct 2, 2015

Time: 11:30 am

Place: Maple Branch, board room

Note Taker: Ed Lee

In Attendance;

June Smith – company CEO

Sven Von Erk – company HR

Richardo Marino – manager

Marie Gomez – member

Ed Lee – Shop Steward

Carol Roy – union rep

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Getting Rid of Extra Words

This shows members they can lose proper grammar and still have good notes.

There is a rule in TV news writing – the perfect sentence has 3 words. No sentence has more than 7 words.

Sum up the idea as if you are reporting this information to someone else.

Use short sentences of 3 – 7 word maximum.

Remember the important points and record the material in a way that loses the extra words but keeps all the meaning.

Examples:

1. The recently elected Tory government wants to get rid of automatic certification for unions. Right now, unions in Manitoba can use automatic certification in workplaces where 60 percent or more in favour of unionizing. Under the former NDP government, if a majority of people in the workplace signed a union card, the workplace could apply for union certification, through the labour board, without having to hold a vote. The Tories are bringing in legislation that would mean even if every single person, 100 percent of the workplace, signs a union card they will still need to hold a vote. Unions are worried that in the time it takes to hold a vote, some workplaces will find ways to scare their people from voting for a union.

2. Ezekiel works in the janitorial department in a personal care home. His workplace is unionized but he’s not very involved in his union. They haven’t had a Shop Steward since Rhoda stepped down last year. The personal care home is heading into negotiations soon and Ezekiel is thinking about joining the negotiating committee because he wants to see higher wages and his responsibilities keep increasing and his wage increases don’t see to keep. His wife works at the local post office in the small town they live just outside of. She doesn’t make any more money than he does but it seems like his union is stronger. His wife sits on the health and safety committee and she likes going to her union’s meetings every month. In fact it seems like once a month she’s got some event on the weekend that she’s volunteering for her union at – a walk to cure this, a march to bring awareness to something. Ezekiel is hoping the union can be stronger going into their next negotiations because it feels like the management at the personal care home just keeps pushing everyone around.

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3. It’s really confusing to figure out what is supposed to be healthy and what is supposed to be unhealthy. There was a time when all anyone worried about was how much dessert they ate. If you were trying to lose weight you didn’t worry much about the main meal, you just cut out desserts for a while and that would be enough to get you back in shape. Then everyone worried about fat and everything would advertise they were low fat and no one checked how much sugar was in the product or how many carbohydrates went into the serving size. Speaking of serving sizes, they’ve changed so much as well over the last few decades. If you’ve ever gone to a flea market you can see how much smaller a cup of coffee was in the 1980’s, even the plates seemed smaller than today’s standard. Now new studies are coming out saying sugar is worse than fat and you shouldn’t worry about how much fat you eat. There’s even a new story on how scientists as Harvard got paid by the sugar lobbying people to ignore how sugar causes heart diseases. It’s really hard to figure out what to do when it seems the so called experts can’t agree what is good for you today and what you’ll need to avoid tomorrow.

4. If you’re going to babysit the grandkids for the evening you’ll have to follow the children’s schedule or they’ll be more difficult to handle. Manual, the baby, needs a bottle before bed but he can’t have it in his crib, that’s not good for baby’s teeth. You need to sit in the rocking chair in his room to feed him his bottle and make sure you give it to him with the night light on only and make sure he has his teddy bear before you get started, otherwise you’ll have to stop and get his teddy bear before you start feeding him again. Sophia can play in her room while the baby is getting ready for bed but don’t let her watch TV because small children shouldn’t watch TV within four hours of bedtime or they have trouble settling down. Both children should have a bath right after supper and don’t use too much bubble bath or it give them a rash and make sure you use the no tears shampoo only if you wash their hair. If Sophia wants to have a snack after the baby is bed she can have one fruit and a piece of cheese but no milk, which she will probably ask for but just give her water instead or she has to get up and use the bathroom an hour after going to bed. Once the children are in bed, and please make sure they’re in bed before 8 pm (because small children need at least twelve hours of sleep) you can watch tv but watch it in the Livingroom and not the basement because they you can’t hear them if they wake up when you’re all the way in the basement.

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Forget the Rules! This exercise helps members practise short cuts. Every word does not have to be spelled correctly as long as you can still understand it at a later date. ENOUGH BEHAVIOUR BACKGROUND IMPORTANT MANAGEMENT MEETING OBSERVATION DISCUSSION REQUIRMENT UNDERSTANDING ACKNOWLEDGE RESPOND

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Remove some words

This exercise is to help members figure out which words can be removed and have the sentence still make sense to them.

Karen entered the deli department at 11 am right after she saw the Manager leave.

Raymond entered the lunchroom on his break and the manager followed him in asking to see the receipt for the food Raymond was carrying.

Tao wants to take his holidays in December which is a busy time at the plant but he has seniority over Mary and she was given time off in December, the same week Tao wants to be off.

Management says Denny was late today and that he’s been warned three times in the past week not to be late, the manager yelled at Denny saying he knows he can’t be late and he has been warned too many times about it in the past.

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Spelling doesn’t count! This exercise is to help members realise that correct spelling isn’t important in note taking.

I cnduo't bvleiee taht I culod aulaclty uesdtannrd waht I was rdnaieg. Unisg the icndeblire pweor of the hmuan mnid, aocdcrnig to rseecrah at Cmabrigde Uinervtisy, it dseno't mttaer in waht oderr the lterets in a wrod are, the olny irpoamtnt tihng is taht the frsit and lsat ltteer be in the rhgit pclae. The rset can be a taotl mses and you can sitll raed it whoutit a pboerlm. Tihs is bucseae the huamn mnid deos not raed ervey ltteer by istlef, but the wrod as a wlohe. Aaznmig, huh? Yaeh and I awlyas tghhuot slelinpg was ipmorantt! See if yuor fdreins can raed tihs too.

Important Message!

You can take it too far and then not understand what you meant. Find a system that works for you!

A vheclie epxledod at a plocie cehckipont near the UN haduqertares in Bagahdd on Mnoday kilinlg the bmober and an Irqai polcie offceir

Big ccunoil tax ineesacrs tihs yaer hvae seezueqd the inmcoes of mnay pneosenirs

A dootcr has aimttded the magltheuansr of a tageene ceacnr pintaet who deid aetfr a hatospil durg blender

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Shortcuts

Share some shortcuts with the members that might work for them.

For example;

- use a dash for missed words - use “g” instead of “ing” - circle important words - leave some space – you may need to fill something in or correct it later - don’t erase mistakes, just put a line through them – you don’t want to be

accused of altering evidence - draw pictures or diagrams if it helps make it more clear -

IMPORTANT MESSAGE! Short cuts can be used for most things except direct quotes. Make sure you get direct quotes accurately and put quotations around them to signal you are writing word for word.

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Better Notes Means Better Listening Listening skills are the most important part of note taking.

Play the video;

5 Ways to Listen Better

https://www.youtube.com/watch?v=cSohjlYQI2A

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More Than Words

This exercise talks about tone.

Sometimes it isn’t what someone says but how they say it.

IMPORTANT NOTE! Sarcasm, yelling, interrupting, threatening and badgering through repetition are verbal intimidation tactics that should be noted. Being shocked or surprised is not going to help a member keep their job, but recording the manager’s poor choice of words may. A conciliatory tone will also alert you to the possibility that management wants the matter to be resolved calmly and quickly.

Noting the tone of the person being disciplined is also important. Is the person forthcoming with information? Do they take responsibility for their actions? Do they admit to the charges and apologize?

All of these factors are taken seriously at arbitration

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Body Language

Sometimes the spoken message and the actions accompanying it don’t match.

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Evidence

Remember to also note props, documents, schedules, letters, etc. that are used as evidence.

You might not be able to get a copy of the written material – what else could you do?

If disciplinary documents were prepared in advance, management may not have been fair and reasonable in considering the member’s explanation – what should you do?

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Don’t Make Your Life More Difficult! This is a fun way to illustrate the point that keeping it simple is the best way to go.

See if you can figure out which ones they are.

• A research team proceeded toward the apex of a natural geologic protuberance, the purpose of their expedition being the procurement of a sample of fluid hydride of oxygen in a large vessel, the exact size of which was unspecified. One member of the team precipitately descended, sustaining severe fractural damage to the upper cranial portion of his anatomical structure. Subsequently, the second member of the team performed a self-rotational translation oriented in the direction taken by the first member.

• Complications arose during an investigation of dietary influence: one researcher was unable to assimilate adipose tissue and another was unable to consume tissue consisting chiefly of muscle fiber. By reciprocal arrangement between the two researchers, total consumption of the viands under consideration was achieved, this leaving the original container of the viands devoid of contents.

• A young male human was situated near the intersection of two supporting structural elements at right angles to each other: said subject was involved in ingesting a saccharine composition prepared in conjunction with the ritual observance of an annual fixed-day religious festival. Insertion into the saccharine composition of the opposable digit of his forelimb was followed by removal of a drupe of genus prune. Subsequently the subject made a declarative statement

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regarding the high quality of his character as a young male human.

• • A triumvirate of marine rodents totally devoid of ophthalmic

acuity were observed in a state of rapid locomotion in pursuit of an agriculturalist's marital adjunct. Said adjunct then performed triple caudectomy utilizing an acutely honed bladed instrument generally used for the subdivision of edible tissue.

• • A female of the species homo sapiens was the possessor of a

small immature ruminant of the genus ovis, the outer most covering of which reflected all wavelengths of visible light with a luminosity equal to that mass of naturally occurring microscopically crystalline water. Regardless of the translational pathway chosen by the Homo Sapien, the probability was 1 that the aforementioned ruminant would select the same pathway.

• • A human female, extremely captious and given to opposed

behavior, was questioned as to the dynamic state of her cultivated tract of land used for production of various types of flora. The tract components were enumerated as argentous tone-producing agents, a rare species of oceanic growth and pulchritudinous young females situated in a linear orientation.

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Test Your Skills 2

This exercise helps members further develop their listening and note taking skills.

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True or False

TRUE OR FALSE?

1. The most important factor to think about when writing is your audience.

T F

2. Won word in this sentence is mispelled.

T F

3. The biggest factor contributing to improving your handwriting is your desire to do so.

T F

4. This is an incomplete sentence.

T F

5. All your notes as a shop steward should be formal.

T F

6. Note taking is a process, not an isolated act.

T F

7. “What happened?” is an example of a probing question.

T F

8. Paraphrasing and reflecting feelings are two effective listening techniques.

T F

9. A longer, more detailed witness statement is better than a short, paraphrased one.

T F

10. When you replace a person’s name with a pronoun (like he, she, they, etc.), it is important that your reader knows who you are referring to.

T F

11. During a disciplinary meeting it is not important to note the tone of the person being disciplined.

T F

12. Poor note takers use diagrams to try to make information clearer.

T F

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13. It is physically more difficult to take notes when you are upset than when you are calm.

T F

14. If u use mu abrrev u may nt be able to rd them later, and yr mess may be conf.

T F

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True or False Answers

1. The most important factor to think about when writing is your audience. True: You have to think about ALL the people who may be reading your writing, as

they may be reading it for different purposes. Everyone must be able to understand your writing.

2. Won word in this sentence is mispelled. False: two words are misspelled.

Won is the past tense of the verb “win.” It should be the number “one.”

Mispelled is made up of two parts: the prefix “mis” meaning “wrong” and “spelled.” When you put them together, you should have “misspelled.”

3. The biggest factor contributing to improving your handwriting is your desire to do so. True: Many people have accepted that they will write illegibly for the rest of their

lives, but if they make a conscious effort to improve their writing, it will be easier for others to read.

4. This is an incomplete sentence. False: It is a complete sentence. It has a subject (incomplete sentence) and verb

(is). It expresses a complete thought.

Here is an example of a sentence fragment: The worker with the green overalls. It has a subject (the worker), but it has no verb. It does not express a complete thought. What about the worker? Possible endings: is my brother, always punches out early, is cute, has been on the assembly line for 40 years, etc.

5. All your notes as a shop steward should be formal. False: Your notes will vary from informal to formal, depending on your purpose for

writing them. Informal example: jotting down points from the collective agreement to talk to rep. Formal example: Grievance Investigation Follow Up notes.

6. Note taking is a process, not an isolated act. True: The process usually involves pre-writing, writing, and post-writing. The more

attention you pay to the process, the better your notes should be.

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7. “What happened?” is an example of a probing question. False: This is an open-ended question to get a person talking. A probing question

asks for more details. For example, “Where were you standing when this happened?”

8. Paraphrasing and reflecting feelings are effective listening techniques. True: When you say things like, “Are you telling me that you felt harassed?” or

“You seem upset” you show a person that what they are saying is important. You are listening closely and trying to understand what they are telling you and how they feel.

9. A longer, more detailed witness statement is better than a short, paraphrased one. True: It’s important to include exactly what witnesses saw or heard in their own

words rather than to summarize in your words. If a formal grievance is filed, others will have more to work with, and they can decide what is important and what isn’t.

10. When you replace a person’s name with a pronoun (he, she, they, etc), it can be confusing for your reader.

True: For example: Carlos told Mark that he needed to correct the mistake before the supervisor found out. Who does he refer to? Mark? Are you sure? Sue and Ellen were mad because she had to work overtime.

11. During a disciplinary meeting it is not important to note the tone of the person being disciplined.

False: It’s important to note the tone of people on both sides. If the person takes responsibility for their actions and seems to be sorry for any wrong doing, it will reflect favorably on them if it goes to arbitration.

12. Poor note takers use diagrams to try to make information clearer. False: Poor note takers assume everyone can understand everything that they

have written. Good note takers are aware that a diagram can add to the written word to make their message clearer. For example, to show where a witness was standing when an incident happened.

13. It is physically more difficult to take notes when you are upset than when you are calm.

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True: When adrenaline is flowing through your body it is difficult to perform fine motor skills like writing. Also, if you are upset, you can’t think clearly and your judgment will be impaired.

14. If u use mu abrrev u may nt be able to rd them later, and yr mess may be conf. True: If you use made up abbreviations you may not be able to read them later,

and your message may be confused. Practice using standard abbreviations. For example: (etc. & #) If you make up your own, make sure you use a system & write words out as soon as possible.

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IMPORTANT MESSAGE!

There are a few things you should be thinking about in a

discipline meeting:

- Try to find the nature of the problem and how serious the charge is against the member.

- Make notes to refer to during the meeting. - Advise worker to listen carefully to management’s

position without interrupting or arguing.

- Give them a prearranged signal so they know when they should stop talking.

- Review your purpose for attending the meeting and your role.

- Jot down the time, date, names and titles of everyone in attendance.

- Use a code to note who is speaking. Start a new line for each new speaker.

- If someone is speaking too quickly, ask him or her to slow down.

- - Record what the member says in response to the

charges exactly as stated.

- Decide when the discussion becomes repetitive or strays off topic.

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- - Make a note of any props, documents, schedules,

letters, etc. that are used as evidence. -

- Add missing information or details. - - Rewrite/type notes, so that they are legible. - - Debrief with the member. Make notes of the

debriefing. - - Make copies of your notes for yourself and file them

at home or in a secure place.

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Test Your Skills 3 This exercise tests your listening skills.

Step 1 - Steward investigates problem brought by a member.

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Step 2 - Steward decides if problem is a grievance or complaint.

1.

2.

3.

Step 3 - Steward attempts to verbally resolve grievance with supervisor.

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1.

2.

3.

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What Could You Say?

Sometimes it just helps to practise out loud what one could say.

What you should do

If the person being interviewed says…

What you could say….

Always introduce yourself.

Begin with an open-

ended question.

Reassure.

Are you writing this down?

Am I going to get suspended if I tell you stuff?

Are you going to tell everyone?

Reflect feelings.

Clarify (repeat/paraphrase).

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Get details.

Get details.

She said he was swearing.

Everybody does it all the time.

She is lying.

He had a bunch of cards.

He took the cards from her.

They were arguing.

Stay focused.

He’s such a jerk.

I hate my job.

Check out history.

I’ve been reprimanded before.

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Look for the truth.

Look for support.

Reserve judgment.

Do you think I’ll get disciplined?

Do you believe he’s lying?

Explain what happens next.

Now what?

Give them the option of contacting you again.

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Thank them.

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How Did They Say It? This exercise points out that tone and emphasis can change meaning.

Read the lines outside and discuss the difference in meaning.

1. I didn't say he stole the money.

2. I didn't say he stole the money.

3. I didn't say he stole the money.

4. I didn't say he stole the money.

5. I didn't say he stole the money.

6. I didn't say he stole the money.

7. I didn't say he stole the money.

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Tone This exercise helps members recognise how tone can change meaning.

Read the lines with both A and B implied.

1. I see.

a) reflective b) irritated

2. I don’t have much time. a) dismissive b) matter-of-fact

3. He said he was going to try to help us.

a) optimistic b) cynical

4. I made a mistake.

a) contrite b) arrogant

5. Try again. a) patient b) mocking

6. I need to speak to you about something. a) regretful b) courteous

7. I’m glad you’re feeling better. a) relieved b) sarcastic

8. What do you think we should do about the problem? a) apathetic b) curious

9. I’m serious. a) amused b) earnest

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10. I’m glad someone understands. a) sarcastic b) relieved

11. What were you doing when that happened?

a) accusatory b) amused

12. Sorry. a) apologetic b) irreverent

13. What are you trying to say? a) direct b) defensive

14. I didn’t say you made a mistake. a) frustrated b) calm

15. What would you like me to do about it? a) contemplative b) confrontational

16. You’d better try that again. a) threatening b) candid

17. I need you to listen to me. a) serious b) desperate

18. I can’t believe you did it that way. a) surprised b) condescending

19. He says we’re getting a raise. a) skeptical b) hopeful

20. I don’t think she’ll understand. a) anxious b) pessimistic

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Fact or Opinion?

A fact is a statement that can be proven true or false.

An opinion is someone’s view, belief, or way of thinking.

Decide which is fact, which is opinion from the paragraph below.

(1) Employer rules at Syd’s Sandwich Emporium specify that employees be neat and

well-groomed at all times. (2) Bill Jones came back from vacation with a short cut beard.

(3) When Bill’s supervisor, Lloyd Hill, saw the beard, he told Bill that he looked like “a

street person.” (4) This is an insulting comment, but Lloyd likes to insult people. (5) It

makes him feel like a big man. (6) According to two of Bill’s co-workers, Lloyd verbally

warned Bill three times that week to “get rid of the beard.” (7) They thought that Bill’s

beard looked neat because it was short. (8) They agreed that Lloyd likes to cause

trouble. (9) On Friday, Lloyd suspended Bill for 10 working days. (10) Bill’s wife took a

digital photo of him when he got home on Friday after he was suspended.

1. 6.

2. 7.

3. 8.

4. 9.

5. 10.

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Test Your Skills 4

This is another opportunity for members to test their note taking skills.

Watch the video.

How Not to Win Friends

https://www.youtube.com/watch?v=6YSUIQwiNRM&list=PL-

bTaZrTDhtbhxgS59t4HzwCnq2iIYMgV&index=10

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