Oklahoma Department of Corrections Training & Staff Development

Oklahoma Department of CorrectionsTraining & Staff Development

Legislator 101

For DOC Employees

Course Authors: Original presentation created by Correctional Leadership Development III & IV Class in 2005: Tommy Sharp, MACC; Alton Livingston, TCDCC; John Lipsey, NEDCC; Kenny Erfurdt, NEDCC; Alton Smith, CDCC; & Joe Owens, WSKCC.Course format and additional content: Lynne Presley, Training & Staff DevelopmentCourse Issued: July 2, 2007Course Updated: August, 2010 - GJCourse Credit: 30 minutesOracle course code: SUP1070015

Course Information

After completing this course, employees will:

know how to contact legislators

know how to observe the proper etiquette when contacting legislators

receive guidance by way of helpful hints learned through information shared by legislators

Course Objectives

The information in this course has been compiled in an effort to encourage employees to become more involved in the legislative process, especially that legislation which directly affects our agency and its employees.

Why?

Because our agency has over 4,500 employees who can have a loud voice at the Capitol. Your legislators want to know your views and this course will provide basic tools in which to share your views.

Introduction

Communication Tools

E-mail

Letter

Telephone

Meeting

There are several methods of communicating with your legislator.

Our Correctional Leadership Development committee surveyed senators and representatives about their preferred method of communication with their constituents. What do you think they said?

How to Contact Legislators

All of the surveyed legislators said they preferred to communicate by e-mail.

Methods of Communication

1. Clearly summarize the contents of your message in the subject line of your e-mail or first paragraph of your letter.

Properly titled messages help people to organize and prioritize their E-mail.

Written Communication EtiquetteSix Points to Remember:

Clear subject line

Poor subject line

"Your Support for House Bill 2529 is Requested"

"Why didn't you vote for such a cool bill???"

2. Keep your messages short and focused.

Few people enjoy reading text on their computer or lengthy letters. Recipients tend to ignore long messages.

Focused message

Unfocused message

"House Bill 2529 is worthy legislation and I ask your support. At your convenience, I would discuss the benefits with you."

"I am so disappointed with your voting record. You must be out of your mind. And while we're at it, why don't you get a better haircut? And by the way, I have been a life-long Democrat and blah blah blah."


3. Avoid using all capital letters.

Typing in all caps makes it look like you're shouting. It is also more difficult to read.

Correct Case

Incorrect case


"House Bill 2529 is worthy legislation and I ask your support. At your convenience, I would discuss the benefits with you."

"HOUSE BILL 2529 IS WORTHY LEGISLATION AND I ASK YOUR SUPPORT. AT YOUR CONVENIENCE, I WOULD DISCUSS THE BENEFITS WITH YOU."

If your message is work-related, you are representing the entire agency. Your message can be forwarded to anyone, even accidentally. This could leave you in an embarrassing position if you divulge something you shouldn't or misrepresent yourself in some way.


4. Don't write anything you wouldn't say in public.

5. Check your spelling and grammar.

Use your spell-checker to make sure your message or letter isn't compromised by misspelled words.

Most e-mail and word processing programs also check for common grammar errors. Misspelled words and incorrect grammar can make a poor impression.


6. Do not use acronyms, abbreviations or slang.

Remember that your representative may not know what common DOC abbreviations mean.

What did you think of my letter asking about your stand on

GPS & EBP systems?

What is she talking about ???


Methods of Communication

1. Be polite.

Remember that being courteous while speaking on the telephone is just as important as being courteous when speaking face-to-face.

Personal Communication EtiquetteSix Points to Remember:

2. Time Considerations

Use courtesy by scheduling your call.

Don't call before 7:00 am or after 9:30 pm, nor at meal times.

Don't ask for meetings at unusual times.


3. Identify yourself

When your call is answered, give your name before asking to speak to your legislator.

Courteous opening

Impolite opening

"Good morning. This is Correctional Officer Jones from the Oklahoma Dept. of Corrections. May I speak with Representative Smith, please?"

"I want to talk to Smith!"


4. Speak so that you are understood.

The person who answers your call can't see your facial expression or hand gestures. Therefore, the impression they receive is based on what they hear. Don't shout, but do speak clearly and distinctly.


5. Be brief.

We all know how busy life is.

Your representative is every bit as busy as you. Therefore, keep your conversations with him/her brief and businesslike. If your representative has to terminate the call or meeting, ask for a convenient time to call or return.


6. If you call during business hours, don't wait until the office is scheduled to close.

We have all had to deal with offenders and other job-related issues at the end of a work shift.

Generally, tolerance and understanding diminish as your departure is delayed. The same attitude applies to those you call.


When you contact or meet with your representative or any other citizen, remember that you represent the Oklahoma Dept of Corrections. Act and dress professionally.

A Friendly Reminder

Professional etiquette builds leadership, businesses and careers. Without etiquette, you limit your potential, risk your image, and jeopardize success.

The authors of this material received responses from legislators indicating the best way to get their attention:

Include your name, address and telephone numbers in your e-mails and letters.

If discussing a bill, tell them the impact the bill will have on you as a constituent. Be sure you include the number of the bill.

Helpful Hints

Offer specific information regarding the problems an issue will cause and how you would like it to be corrected.

Using form letters and call banks is considered a waste of time by legislators. If you feel strongly about an issue or bill, take the time to contact your legislator personally instead of using a form letter or letting someone else make your call for you. Personal contacts make the best impression.

Helpful Hints

The following links will connect you to the Oklahoma House and Senate web sites.

Information & Contacts

http://www.okhouse.gov/

http://www.oksenate.gov/

http://www.okhouse.gov/




We hope the information in this course will help you to become more involved in the legislative process, especially the legislation which directly affects our agency.

Conclusion

Remember – our agency has over 4,500 employees who can have a loud voice. Your legislator wants to hear your views, so do your best to become involved.

Who can cause change?

Everyone . . .

Documents

Oklahoma Department of Corrections Training & Staff Development