The Importance of Written Paper Trails

As the union works to keep track of and respond to the various changes to working conditions for our Bargaining Unit Employees (BUEs), one obstacle that has become clear is management's tactic of using only verbal non-recorded communications to convey new information. This is a tactic that, given its reliance on human memory, can muddy the waters of what a real direction or policy is and also lead to uncertainty about the dates when specific information is first presented to BUEs. It hampers cohesive efforts to respond to change.

However, there are ways that employees can push back against this tactic and establish more clarity. These methods can also help union efforts by providing a firm base to bargain from, if bargaining is initiated on the employees’ behalf.

The first method of gaining clarity is simply asking directly for a written (or recorded) record of the verbal statement in question. Some management teams have been sending email confirmation of policies and changes. Sharing this fact with your supervisor may help in reassuring them that this option is open to them.

The second is writing up your own statement of what you think you heard during a verbal exchange on a specified date and sending it in email format to your supervisor to confirm that what you heard is correct. Even if they respond that they can't confirm or deny the statement, that is still helpful. There's a paper trail to show that the topic was discussed.

The third method of clarifying verbal statements is the use of contemporaneous witness statements. If you take written notes during or shortly after a verbal exchange, this has more standing than if you were to report it in writing or verbally at a later date or time.

It's important to point out that these methods of gaining clarity are reasonable expectations in any workplace. If retaliation is suspected as a result of seeking clarity then that isn't acceptable. Such retaliation is something that can be brought to GESTA and addressed in the form of a grievance or other election of remedies.

As employees, everyone has the power to use these methods to help themselves and their fellow coworkers understand changes to working conditions, to improve communication and transparency in an uncertain work environment and ensure that any issues can potentially be addressed, if needed, with union support. Keep in contact with your union, plan  in advance of branch or division meetings to take good notes, and continue to ask for clarification on what you hear. Things are changing rapidly around us, but if we stay informed we will be better able to respond. Thank you to all who are alert and diligent in keeping management honest about their directions to employees.