Tools for the modern legislator: current technology can make the work of the lawmaker much easier.

• Author: Holt, Doug
• Position: TOOLS OF THE TRADE

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Most legislators can't remember the number of times they were teased with comments such as "your first session is like taking a drink out of a fire hose." The remark is in jest, but highlights a serious challenge: How do you deal with the tremendous volume of contacts, constituent calls, legislation and other concerns that rapidly pile up? Thankfully, new smartphones and computer software offer solutions to a modern legislator's "fire hose" problem.

1 KEEP IN TOUCH, ORGANIZE YOUR TIME

Smartphones, like the well-known BlackBerry[R], combine the capabilities of cell phones with hand-held computing horsepower. They allow you to make phone calls (backed up by voicemail), trade text messages or email, and surf the Web. You can use these connections to screen incoming contacts and focus on calls or messages that need immediate attention. Other contacts can be saved for later. Most of these devices have address books, calendars, "to do" lists, and other useful software. This combination lets you mesh your digital correspondence with time and work management. Some of these tools may come with the smartphone, and others are available as third party software.

2 STAY ON TOP OF CONSTITUENT CALLS

Contact management, consumer affairs, customer service and help desk software packages are available and can be adapted to a legislator's needs. There are even some simple ones that run on a smartphone. Few packages are on the market specific to our needs, so you need to be careful when choosing software. If you know a programmer, you may consider going the route of "home-grown" software. Software selection also depends on how much you want to record. We all handle many calls by citing well-known facts or by referring them to local, state or federal officials and agencies. If you want to record "one shot" calls, your software choices must offer quick and easy data entry.

Be certain that what you choose collects and stores certain essential information.

* Constituent contact information (name, address, phone, email, etc.).

* A description of the problem.

* Some means of recording progress toward resolution.

* An overall status indicator that allows you to "close" a call. Some "extras" from a home-grown package to consider are:

* Case attention lists ranking calls by length of time open, and by a priority you assign.

* Case lookup based on a variety of criteria.

* Ability to store more than one contact person per case (allows you to record...