Senator Frerichs Office Week 11

This morning I arrived into the office at mid-morning. I awoke not feeling well. After resting for a while the symptoms subsided and I headed into work. The office is quiet, yet hectic at the same time. Upon arriving at the office this morning I decided to finish organizing the materials (completed applications) of the individuals who applied for the General Assembly Scholarship. The General Assembly Scholarship in Senator Frerich's Office is judged by a panel of constituents. Our office makes a concerted effort to make sure that the viewing of applications is presented in an unbiased manner. Our Chief of Staff decided it was best to present the applications to our panel in alphabetical order.

It is ironic, whether or not directions are specifically printed on an application individuals choose not to follow. Numerous individuals who submitted applications too submitted more than the maximum three letters of recommendation. Therefore, in an effort to remain unbiased Laurie decided it would be best to allow the letters attached to the application be decided by date written (earlier attached). Other individuals simply decide to fill out another representatives or senators application and submit it to our office. Make sense?

After sorting through these applications and making sure these were in proper order I decided to work with one of our interns Ayesha to diminish the pile of News-Gazettes which were on the back counter. Although individuals in our office have good intent on cutting clippings on a daily basis for the Senator's Saw You in the News mailings it is just near impossible. The process from start to finish is rather lengthy. I just wish there was a manner to streamline the process. Cut the picture, laminate, cut, search address, stuff, stamp, mail. By days end, Ayesha and I with the help of Caitlin (intern) were able to complete and put all Saw You in the News mailings in the mail box.

I too took the opportunity today to have Ayesha complete some minor office tasks such as filing etc. to make sure the office is in proper order which will assist in its overall function.

Tuesday, two staffers in the Danville office, Dixie and Janice, arrived in our Champaign office to undergo a training regimen. Dixie and Janice are two older women who have kind hearts yet are behind the technological curve due to age. Due to their limited technological capacity it is often the case that Dixie or Janice will call our office when research into a certain topic need to be completed. It is our hopes that after this training that Dixie and Janice will be able to accomplish many of these tasks on their own.

We taught Dixie and Janice how to utilize basic tools (Internet, Gmail, ILGA, etc.) Now, with proper training in Gmail, Dixie and Janice will be able to access a wide-variety of responses of Mike's and will be able to offer a response whether via e-mail or snail mail to the Danville area constituents. Too, we worked with Dixie and Janice and taught them how to research bills utilizing ilga.gov. It is often the case due to the mass of bills before the legislature that Mike not know the contents of a bill by number. Dixie and Janice need be aware of this and attempt to familiarize themselves with these bills through ILGA in order to assist the Senator with any constituent inquiry. Too, using ILGA, Dixie and Janice can access voting records and see how a bill was voted upon which may assist in the formulation of a response etc.

All motivation within me was deflated as Dixie and Janice brought a stack of mail into the office on Tuesday and stated these are all the General Assembly Scholarships which were sent to the Danville Office. The countless hours which I had spent hovering over the copier had begun to haunt me.

Wednesday we continued training in a variety of areas with Dixie and Janice. The most exciting part of the training today was Microsoft Word mail merge. I taught Dixie and Janice how to construct a mail merge on Microsoft Word rather than printing letters individually. Imagine how much time has been lost by printing letters on an individual basis. Today, we utilized a spreadsheet and composed a letter with a focus on Pre-K funding which had 176 names. To see 176 letters individually addressed etc. in a matter of seconds had these two in awe. The simple things in life can bring utmost joy. Further, I showed these two how to utilize mail merge to print corresponding envelopes.

Our office is in great shape after having Dixie and Janice assist for the past two days. The back counter is clear of newspapers, filing is complete, emails have been addressed and are at a low count, and much of the constituent correspondence has been cleared out of the box.

The office was quiet after Dixie and Janice returned to Danville. The inbox is at a low count (30) and not many constituent letters remain to be responded too. Also, all the newspaper clippings are complete.

Friday- Good Friday Office Closed