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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. 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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  1. 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

  2. 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

  3. The CMF System

  4. 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

  5. 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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