One Day Constituent Mail Workshop

Problem

Every congressional office struggles with the continuing rise of incoming constituent communications, especially the surge in email, which is causing huge headaches for staff. As a result, responses are sometimes delayed for months by unnecessarily complicated, slow, and informal “on the fly” processes.

Solution

CMF will facilitate an intense, one day workshop that combines over 20 years of CMF research on constituent mail, Hill best practices, and input from the participating mail staff to develop an improved process that meets the office’s goals and objectives. The decisions made in the workshop will enable the office to:
    • Make decisions about how to prioritize mail and answer it strategically;
    • Enhance your ability to handle high volumes of constituent communications;
    • Make greater use of your Correspondence Management System;
    • Speed the turnaround of replies to a few days or weeks;
    • Develop more accurate information on your office's output and ways to monitor and reward staff performance;
    • Clarify staff duties and the timeframes for each phase of the mail management and writing process;
    • Strategically identify and code key constituent interest groups to effectively engage in proactive and targeted outreach efforts; and
    • Develop a mail manual that formalizes the office policies and procedures.

One-Day Workshop

First, CMF will meet with the Chief of Staff and/or Legislative Director to clarify the goals of the workshop, learn the Member’s and staff expectations for the mail, and review the workshop agenda. Then, CMF will conduct a personalized workshop to help staff focus on the particular challenges and obstacles faced by your office (i.e. staff resources, software capability, email policies, editing process, priority of mail). At the end of our session, your office will have the information and tools it needs to develop a mail manual that defines the strategic importance of mail in your office, staff roles and responsibilities, and target turnaround.

Staff Testimonials

“It gave us ways to get on track and stay on track!”

“Having all the staff that deal with mail together helped give us the big picture.”

“...very beneficial. Thank you very much!”

“It is possible to get quality mail out.”

Cost

$2,500 for House offices. Senate offices should contact CMF directly to discuss scope and costs.

Questions?

If you would like further information about this service, or would like to discuss other CMF services, please contact us. All contacts with CMF are strictly confidential.

CMF Credentials

Several characteristics distinguish CMF from other management groups. These include:
  • We have been researching, writing and providing advice on the subject of congressional management since 1977.
  • We have successfully worked with over one hundred House and Senate offices and provide management services that are tailored to the unique needs of congressional offices, including dozens of mail system assessments.
  • As a non-profit organization, we are able to set our fees at a level that is within reach of congressional office budgets.