Conquering the problem of time

One of our most valuable resources is our time, and just like cash, once it is used up we can’t get it back. We have multiple roles as stewards – we communicate, handle grievances, and educate – and all of these roles demand that we spend lots of time on different tasks. If we don’t have a system of time management, we can fall behind in our union work and burn out really fast. 

So let’s look at how we use our time and try to spend it more wisely. First we need to assess what our tasks are. This is the beginning of the planning process. The better we plan ahead, the better use we will make of our time. Otherwise, as it was said in Alice in Wonderland, “If you don’t know where you are going, any road will take you there.”

One of this week’s goals might include filing a very routine grievance within the seven-day time limit that your contract outlines. In order to accomplish that goal, you need to break it down into separate tasks. Those tasks might be that you need to talk with three witnesses, examine company records, interview the grievant and supervisor, and write up the grievance. That sounds like the typical steps in working on a grievance.

Now you need to take each of those tasks and break them down further into simpler tasks. You want to interview each witness but in order to maximize your time and not have to make repeat visits or phone calls, you must think about what you information you need from each person and how long you will talk with them. Then you can schedule the interviews in the most efficient manner to get that information.

As you begin to work out your overall goal of filing this grievance you should begin to write down your time line in a date book or in some kind of planner, written or electronic. You can begin to fill in the interviews on that time line as you schedule them. Logically, you might want to speak with the grievant first so you can corroborate what he or she tells you with the information from the witnesses or the company records. But you need to think this process through before you schedule any interviews. Logic will dictate what you will do and when.

To keep track of the smaller tasks you will need to create your “To Do” list. You may need to call someone, return a call, check a fact, or copy a document. Each action should be checked off as you accomplish it. The paperwork keeps you on task and accurate. There is less chance of small actions falling through the cracks.

You will probably have other union business that same week. As you begin to work on a number of projects simultaneously, your “To Do” list will expand. Sometimes that “To Do” list becomes very long and you should indicate higher priority items so you don’t waste time on less important tasks. Most important, keep your list honest. Don’t put tasks on it that are undoable, unreal, or unrelated to real issues. 

Once you have gotten through your lists and time line you will have the information you need to write up the grievance. Of course, you need to build time into the schedule so you don’t rush the grievance filling itself.

Let’s review the important steps.

1.    Understand what your goal is and think about how you break it down into smaller achievable tasks.

2.    Use a calendar, time planner, or diary to keep track of deadlines for your intermediate tasks and final goal.

3.    Create “To Do” lists, prioritize tasks, and check off items as you accomplish them. As you begin to add tasks at the bottom of your list, you will need to rewrite it. Prioritize items on the “To Do” list every time you rewrite it.

4.    Be honest about this list and do not make it a dumping ground for everything you want to do someday. Learning to snowboard may be a wonderful goal but it is not relevant here.

It doesn’t matter whether your lists and time lines are written or electronic. It does matter that you follow them, revise them, and most important of all, use them.

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