Assignment 5 Example | Topics and Well Written Essays - 500 words - 1

5 - Assignment Example In the initial phase, there is a need for segregating all junk mails which arrive from different recipients. It is worth mentioning that the mail process would only reply to the issue letters. Thus, after segregating junk mails, it will be decided that whether the letters possess any issue or not. Issue letters are considered as those letters which advocate a position and most of them arrive from arranged campaigns. After identifying the issue letters, they would be scanned and processed for recognizing the issues which require strict attention from senator. Most of the issues which are described in those letters are from several agencies or on behalf of certain citizens. Thus, it is vital for the Senator’s office to scan and process them accordingly to recognize how the issues can be dealt with. A decision would be made regarding whether to respond to the identified issues or not in the letters. In some cases, letters do not contain any kind of return addresses, to which they can be mailed back to the respondents. Besides, at times, these issues also requests for special visits and favors. Thus, in such circumstances, a few of the issue letters would not be responded. In such letters, a position would be created in the computer database of Senator’s office. For the letters that would be decided to respond, they would be printed and then mailed to the respondents. Apart from flow chart, there are several other tools which can be used for improving the process of issue mail processing such as check sheet and cause and effect diagram. Check sheet is considered as an organized method of collecting and structuring information. The objective of check sheet is to collect the information in the most effective way and check them accordingly against prearranged groups of measurements (Soković, Jovanović, Krivokapić & Vujović 1-9). Cause and effect