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Do… Use proactive strategy to reduce volume Assess the priority of mail in the office PowerPoint PPT Presentation


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Do… Use proactive strategy to reduce volume Assess the priority of mail in the office Answer e-mail with e-mail Don’t… Ignore differences between e-mailers and postal mailers Fail to establish clear mail policies Allow the Member to slow the mail approval process. The Priority of Mail

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Do… Use proactive strategy to reduce volume Assess the priority of mail in the office

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Do use proactive strategy to reduce volume assess the priority of mail in the office

  • Do…

  • Use proactive strategy to reduce volume

  • Assess the priority of mail in the office

  • Answer e-mail with e-mail

  • Don’t…

  • Ignore differences between e-mailers and postal mailers

  • Fail to establish clear mail policies

  • Allow the Member to slow the mail approval process


Do use proactive strategy to reduce volume assess the priority of mail in the office

  • The Priority of Mail

  • Based on…

  • View of representative government

  • Definition of your job

  • Electoral situation

  • Establishing Mail Policies

  • Desired turnaround

  • Quality of replies

  • Only certain types of mail?

  • Member involvement

  • Format standards

  • Signature


Do use proactive strategy to reduce volume assess the priority of mail in the office

The CMF System


Do use proactive strategy to reduce volume assess the priority of mail in the office

  • Outreach Mail

  • Unfair incumbency advantage?

  • Levels increase dramatically in election years

  • Only way to reach constituents if media only cover “bad news”

  • Written outreach mail plan

  • Identify staff responsibilities and deadlines

  • Know the law and rules

  • 90 day blackout


Do use proactive strategy to reduce volume assess the priority of mail in the office

  • Impact of E-Mail

  • The House received…

  • 30 million e-mails in 1999

  • 85 million e-mails in 2001

  • 92 million e-mails in 2003

  • E-mailers are different from postal mailers

  • Written on impulse

  • Response should be “fast and short, not long and loquacious”

  • Younger and more affluent

  • Being proactive

  • Informative website can help reduce volume

  • Satisfy inquiries at the point of contact on the phone

  • Mail system

  • Options

  • WYR form on website

  • Can help filter and have other advantages

  • But, some constituents might not like it

  • Public e-mail address

  • Presents filtration problems

  • Fewer constituent complaints

  • Respond to e-mail with e-mail


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