The Interview / Fact Finding Meeting
Tips for stewards meeting members
Find the right place & time:
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Conduct Interview / Fact finding in a quiet and or private place.
Ensure no interruptions; turn off your phone close the door.
Arrange the time to suit the member; avoid pressure.
Ensure the location is accessible to the member.
Begin by clarifying the purpose with member:
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Explain what the interview / Fact Finding is about.
Assure confidentiality and keep it.
Be supportive: use a friendly down to earth approach.
Respect the member’s rights.
Do not judge; be objective.
Use other resources as needed, such as an interpreter.
Get the Facts:
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Use active listening techniques
Use appropriate questioning techniques – closed or open questions.
Avoid interrupting as far as possible.
Keep interview / fact finding on rack.
Ask if other people are involved or affected.
Take notes, but explain why an what you intend to do with them.
Check the Facts:
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Ask questions to clarify.
Restate the facts (possible from notes) to check your understanding.
Explore options and agree on action:
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Present and discuss various options.
Explain what you are/are not able to do.
Agree on action to be taken.
Encourage member to be active in reaching a decision.
Ensure action has member’s agreement and meets their needs.
Allow member to make the final decision
During the Interview / Fact Finding meeting
1. Be approachable. It is not easy any person to admit that problems have got him/her
down and that he/she must appeal for help.
2. Be empathetic when a member reveals information that was difficult to talk about.
3. Be a good listener and give full attention to the person seeking help. Often, people find
considerable help in simply stating their problems out loud
4. Be able to keep a confidence. Union members must have faith that their problems will
not be told to others.
5. Don’t be influenced personal prejudices. Don’t be anxious to help a person you like and
indifferent to a person you dislike.
6. Don’t try to be a psychiatrist. It is not your job to solve the member’s problem.
Remember, psychiatrists and psychologists study for years to learn their trade.
7. Recognize the right of the member to make his/her own decision’s. You can offer a
possible line of action, a person or an agency to approach, but if a worker decides not to
accept the advice, it is his/her decision.
8. Be honest. Do not say you understand if you don’t. Don’t offer false assurances or make
promises you can’t keep.
9. Use open-ended questions for reluctant members
10. Don’t engage in a “twenty questions” session
11. Remember not to probe for information that is NOT relevant to helping the process