Checklist for companions

Attending a meeting as a companion involves three steps – before, during and after the meeting.

Before the meeting

Before the meeting, it’s a good idea to:

• Hold a preliminary meeting and prepare
• Find out what the agenda is (if there is one)
• Determine what the member wants
• Get an understand of all the facts
• Clarify roles. Remember your role is primarily to listen and ask clarifying questions.
• Clarify your role with the member!

During the meeting

• Remember to walk into the meeting together and walk out together, sit on the correct side of the table, etc. – explain undramatically that you are there as a companion for the member
• The meeting is the member's forum; you are watching from the sideline

Your focus during the meeting:

• To ensure an impartial/objective basis
• To ensure that the agenda is followed
• To ensure that the member's rights are respected (but keep in mind that you are not a defence lawyer!)
• To safeguard the member's interests
• Is it time for a break?
• To stop the meeting if it gets sidetracked
• Listen and take notes during the meeting, the member may find it difficult to remember everything afterwards
• If a draft agreement or similar is handed out: take it and listen to what the employer has to say and agree on a date on when you will get back on it
• If the employer presents new unknown information during the meeting: consider taking a break from the meeting or postponing the item
• Always acknowledge receipt if the employer so requests
• Before the meeting ends: make sure there is a common understanding of any conclusions
• To follow up – when/how?

After the meeting

After the meeting has taken place, it is important to follow up with both the member and the employer:

• Have a brief conversation with the member – what was said? How did you experience the meeting?
• Make sure the member is clear about what will happen next
• Make a realistic assessment of the situation – in the short term and in the long term
• Refer the member to IDA or contact IDA, if necessary
• If the employer has taken minutes: do they match your experience? Do you recognise your comments?
• Assess any agreements, written material and similar – is the member aware of rights and obligations?