It’s Not What You Say, It’s How You Say It

As the Mail has gotten lighter, and the overtime has gotten scarcer, tempers and patience have gotten thinner. Especially now it has become more important to mind our manners in the work environment. Polite, professional communication becomes helpful for a harmonious environment for you and your co-workers, good customer relations, as well as keeping yourself out of the spotlight with Management.

Be Clear and Concise. Choose your words carefully to keep communication precise and to the point. Before you start a conversation, be clear in what you want to accomplish. Do not over embellish or elaborate. Avoid flowery or emotional language that may obscure your point. Do not be repetitive; repetition may lead to being tuned out. Be mindful of nonverbal communication such as body language, tone of voice and facial expressions. Nonverbal communication can hurt your mission.

Practice active listening: it is just as important as speaking when it comes to communicating successfully. The goal of active listening is to hear not just the words the person is saying, but the entire message. Build your emotional intelligence. Understanding and managing your own emotions is only part of emotional intelligence. Empathy for others’ feelings and points of view are especially important for effective communication even if you don’t agree.

GET IT IN WRITING! If you have a problematic relationship with Management you may want to journal communications with that individual, as a matter of record and clarification. Record dates, times, content, and subject matter. As time passes, memories fade. Having a written record of problem conversations is always a good idea.

Also, very important to complete the Proper Forms. So many of us get complacent especially when the Union, craft and Management is getting along; however too often it is the Carrier who suffers when Request for or Notification of Absence PS form 3971(s) and Carrier-Auxiliary Control PS form 3996(s) are not completed.

Sometimes Carriers avoid requesting auxiliary assistance via a PS 3996; it is an important part of communication with Management when auxiliary (Overtime and/or Assistance) may be necessary. Sections 131.41 and 131.42 of the City Delivery Carriers Responsibilities (Handbook M-41) require you to inform Management when you believe you cannot complete your route in eight hours. Section 122.33 of Handbook M-39 requires Management to provide you with a PS Form 3996 when you request it. If you are denied the form, immediately request to see your shop steward.

Management may tell you that you don’t need the requested overtime or auxiliary; however, National-Level settlements state these projections are not the sole determinant of your daily workload. Provide your best estimate and the reasons why. If Management denies your request for overtime or assistance, tell them you will do your best. And then call or RIMS Message them from the street.

Another issue is when Carriers feel it is hard or impossible to get approved for incidental leave for some important event or Family occasion. There are those that believe the only opportunity to take pre-approved Annual Leave is Prime-Time Vacation Picks. Although this is one of the ways to guarantee Pre-Approved Annual Leave, it is really designed for Vacation Planning to be taken in weekly quantities. Or that you must bang up out of fear of being denied. I understand the sentiment, but over time this practice leads to terrible situations. Another myth is if you commit a lot of money to a trip that you did not request the leave for, Management will have to approve of the leave. Time and time again I see this practice lead to consequences for the Carrier. The thought that I cannot stress enough is the rules are for the better good of the employee. The very first line in Chapter five of the Employee and Labor Relations Manual (ELM) states:

The Postal Service policy is to administer the leave program on an equitable basis for all employees, considering (a) the needs of the Postal Service and (b) the welfare of the individual employee.

Especially the Annual Leave Program:  Section 512.11 states:

Purpose Annual leave is provided to employees for rest, for recreation, and for personal and emergency purposes.

If there is an important family event that you do not want to miss, don’t play games or dismay.  As soon as plans are laid, it is my strongest suggestion that you complete a PS Form 3971, in accordance with the ELM Section 511.23:

Postal Employees Postal employees:

a. Request leave by completing PS Form 3971, Request for or Notification of Absence.

b. Obtain approval of PS Form 3971 before taking leave — except in cases of emergencies.

c. Avoid unnecessary forfeiture of annual leave.

Management is compelled to provide a reason if they are to deny you in accordance with the ELM Section512.422:

Approval or Disapproval The supervisor is responsible for approving or disapproving the request for annual leave by signing PS Form 3971, a copy of which is given to the employee. If a supervisor does not approve a request for leave, the Disapproved block on PS Form 3971 is checked and the reasons given in writing in the space provided.

Empower your Union to best protect your rights. Ask nicely, be polite and professional, get it in writing! If all else fails; talk to the ones who have your best interest at heart.

YOUR UNION!!!

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