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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

  • 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

  • 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