Embracing Project Management Tools: A Union Manager's Guide to Success

Are you a trade union manager feeling swamped by endless tasks, looming deadlines, and communication challenges? You're not alone. Many in union leadership roles face these hurdles daily. But what if I told you there's a simple way to make your work life easier and staff feeling more effective? Let's not drop any balls for your public relations or member events, shall we?

The Power of Project Management Tools

Project management tools are like having a super-smart assistant by your side. They help you keep track of tasks, deadlines, and team communications all in one place. And the best part? They're easier to use than you might think!

Meet Mike

Let's talk about Mike. He's been a trade union business manager for about 18 months. Mike loves his job and cares deeply about his members. But even 18 months later, after the wild first year in his position, he's still feeling overwhelmed. Sound familiar?

Mike knew there had to be a better way to manage his work. He can't keep all of the tasks in his head, and the white board on his wall just isn't cutting it. He's heard about project management tools but wasn't sure if they were right for him. "I'm not very tech-savvy," he thought. "Will it be too hard to learn, and will everyone in the office want to use it?"

A Real-World Success Story

Mike's not alone in his concerns. But here's some good news: unions just like yours are already using these tools with great success.

Take one of the International Union of Elevator Constructors (IUEC) local offices. They started using a tool called Asana just four weeks ago. Here's what they did:

1. They put all their internal projects into Asana.
2. They began using Asana in all their team meetings.
3. The business manager uses it to stay on top of all projects.
4. It's helping to keep the whole team in the loop.

The result? Better organization, clearer communication, and more time to focus on what really matters - serving their members.

Why Asana? Simple, Affordable, Effective

We recommended a tool for them called Asana. Now, this may not be right for you. Check with us for a few more tool ideas and comparisons. But, you might be wondering, "Why Asana?" Well, it's got some great features that make it perfect for union managers:

1. It's easy to use: You don't need to be a tech wizard to figure it out.
2. It's affordable: The cost per user is low, making it budget-friendly for unions.
3. It keeps everything in one place: No more digging through emails or paper files!
4. It improves teamwork: Everyone can see what's happening and who's doing what.
5. It saves time: Less time spent on organizing means more time for your members, getting to public facing events and getting on job sites.

How Asana Can Make Your Union Work Easier

Let's break down how Asana can help with your day-to-day tasks:

1. Organizing Member Requests

Instead of sticky notes or endless email chains, you can create a task in Asana for each member request. You can add details, set due dates, and assign it to the right person. No more requests falling through the cracks!

2. Planning Union Events

Planning a union meeting, public relations event or member event? Create a project in Asana. List all the tasks that need to be done, assign them to team members, and set deadlines. You can even attach important documents right to the tasks.

3. Tracking Grievances

For each grievance, create a task with all the important info. You can update its status as it moves through the process, attach relevant documents, and set reminders for follow-ups.

4. Managing Contract Negotiations

Create a project for each contract negotiation. Break it down into stages, set milestones, and assign tasks to your negotiating team. Everyone stays on the same page, and nothing gets overlooked.

5. Communicating with Your Team

Instead of long email threads, use Asana's comment feature to discuss tasks. It keeps all communications in one place, making it easy to review decisions later.

But What About the Personal Touch?

Now, you might be thinking, "This all sounds great, but our union is about personal connections. Won't using a tool like this make things too impersonal?"

That's a great question, and it's something Mike worried about too. But here's the thing: tools like Asana don't replace the personal touch - they enhance it. By helping you manage tasks more efficiently, you'll actually have more time for face-to-face interactions with your members and your office team.

Think about it: less time spent shuffling papers means more time for meaningful conversations with the people you serve.

Getting Started: It's Easier Than You Think

Ready to give it a try? Here's a simple way to get started with Asana:

1. Sign up: Go to Asana.com and create an account. They offer a free version to get you started.
2. Create your first project: Click on the "+" button and select "Project." Name it something simple like "Member Requests."
3. Add some tasks: In your new project, click "Add task" and type in a few member requests you're currently handling.
4. Set due dates: Click on a task and find the "Due date" field. Set a deadline for each task.
5. Assign tasks: If you're working with a team, you can assign tasks to different people. Just click on the task and look for the "Assignee" field.
6. Try it out in a meeting: In your next team meeting, pull up your Asana project and walk through the tasks together.

That's it! You've taken your first steps into a more organized, efficient way of managing your union work. And, if this feels like something you want help on, send me a message and we'll do it for you.

The Impact: More Than Just Organization

When unions like IUEC start using tools like Asana, they see some big changes:

• Time saved: Less time spent on tracking admin tasks means more time for members.
• Fewer missed deadlines: With clear due dates and reminders, things get done on time. Projects get prioritized and don't drag.
• Better teamwork: When everyone can see what's happening, collaboration improves.
• Happier members: Quicker responses and better organization lead to more satisfied members.

Your Turn: Take the First Step

Start small with just one project. Within a week, you will probably wonder how you managed without it. Your team will feel more organized. You'll feel less stressed, will be able to respond to member and staff needs faster than ever.

Start small - maybe with member requests or planning your next union event. Give it a try and see how it can make your work easier and your members happier.

Remember, you don't have to be a tech expert to use these tools. And who knows? You might just find that this simple change makes a big difference in how you serve your members and lead your union.

Ready to get started? Your more organized, less stressful union management journey begins now. Give us a shout if you want a hand getting this set up effectively.

Manja Horner is Founder of Boost, an HR and Training Company supporting the growth of Skilled Trades companies and Unions. She's been writing to support business owners and managers for years. Contact Manja via DM for further discussions and to work with Boost LD