The Spookiest Season of All

Written By Danielle Stewart

POPVOX Foundation’s “Future-Proofing Congress” is a newsletter created for the busy Congressional staffer to keep you updated (and inspired!) about operational improvements and new resources on and off the Hill. Learn more and subscribe here.

Tips and tricks to stay ahead during the government shutdown

I think we can all agree that on Capitol Hill, the spookiest season is often the end of the fiscal year. As we wrap up week four of the government shutdown, I can imagine your office is antsy, your constituents are weary and ready for answers, and your boss’ calendar is changing daily. There is no amount of pumpkin spice that could spice up these long weeks on the Hill.

If you are reading this, chances are you have been deemed an excepted employee, and for the past four weeks have continued the daily grind of answering constituent correspondence, communicating with local businesses and advocacy groups, talking to the press, and answering hundreds, if not thousands, of phone calls about government funding. I hope you know that your work is appreciated. You are showing up and doing your job, even when you do not know what tomorrow’s challenges will bring, on a hugely public stage. Even if you get to be “in the room where it happens,” with so much uncertainty still on the horizon, I know this probably feels exhausting!

This newsletter edition is full of tips and tricks to stay ahead of the uncertainty, and lots of ways to use your time wisely when you find yourself with some downtime at your desk. When you do catch a break, it is a good time to stock up on candy, catch up on some reading, and take advantage of a few local shutdown deals. If you are looking to expand your network during these quieter weeks, check out some ideas from the Capitol Spotlight podcast. Hosted by CNCT founder David Tennant, it features current and former staffers, and Members of Congress, sharing their experience, perspectives, and advice on Hill life. Give it a listen here.

In this month’s newsletter, we’ll talk about:

  • Continuing casework during the government shutdown

  • How to avoid rookie mistakes when using AI

  • A Case Compass bright spot

  • A sweet trivia question

Have a great week, and Happy Halloween!

Danielle Stewart
Advisor for Congressional Initiatives
POPVOX Foundation

Continuing Casework During a Government Shutdown

Even when the government shuts down, the value of your work and your ability to support your constituents is undeniable, especially in the realm of casework. POPVOX Foundation Managing Director Anne Meeker shared Case Note tips for keeping your office responsive — from knowing which agencies are open to updating your “what is closed” guidance for constituents. It also highlights lessons from past shutdowns and how to keep your team steady during the uncertainty. Remember that for many who reach out to you, just getting a response is reassuring during these challenging times, so keep your head up and know that what you are doing matters.

Avoiding Rookie Mistakes When Using AI

Have you used any extra office time these last few weeks to experiment with your chamber’s approved Generative AI (GenAI) tools? If you are in the office and have a few minutes for some experimentation, Large Language Model (LLM) tools like OpenAI’s ChatGPT, Anthropic’s Claude, and Google’s Gemini have the potential to become invaluable resources. If you feel like you’re treading water while juggling constituent services, policy research, communications, and legislative brainstorming, think of these tools as an extension of your already-amazing work! But like any tool, their effectiveness is greatly dependent upon the user’s knowledge and skill of how to use them. My colleague, POPVOX Foundation Director of Global Initiatives Aubrey Wilson, shared the five most common user mistakes we see when providing AI training to legislative staff — and how you can avoid them.

When the Pay Stops But the Work Continues

If you work in the House, I know from personal experience that only being paid once a month is really tough. It is especially tough if that pay date is missed due to a lapse in government funding, potentially leaving you more than a month between paychecks. That would be a deal-breaker for most Americans! Congressional staffers like you are used to going with the flow, even if that flow means canceling plans and hunkering down for late night votes. But it is hard to prepare for missed pay days, especially when your rent is due.

For senior staff and managers, providing resources with compassion, especially to your junior staff, during these times of uncertainty goes a long way in building a strong and trusting team. This could include sharing information from the Congressional Federal Credit Union about shutdown assistance loans, or a letter signed by your Member of Congress to use for creditors or insurance companies, similar to those seen here from federal agencies like the Department of Labor and the Department of Homeland Security.

For junior staff, do not hesitate to talk to your manager about this stressor. Chances are they have been in your shoes and know how important it is for paydays to stay on schedule. Do not be embarrassed to ask for suggestions or resources! There is a good chance that asking these questions could help others in your office, too.

A Huge Step Forward for Constituent Casework

Since 2024, House Digital Services (HDS) has been working on Case Compass, a dashboard to track anonymized, aggregate casework data to help caseworkers and constituent services staff catch trends and help offices understand their work as it relates to casework and needs nationwide. This was a recommendation from the Select Committee on the Modernization of Congress in 2022 and has been years in the making in the House! Last month, HDS released that data framework at the Congressional Hackathon, and Government Executive talked to POPVOX Foundation Managing Director Anne Meeker to learn more about this incredible tool. By understanding emerging trends from federal agencies and catching problems before they start, Members of Congress and their staff will be better equipped to provide the best service possible for their communities.

When Legislators Abroad Meet AI

POPVOX Foundation Fellow Beatriz Rey recently attended the Athens Democracy Forum alongside Members of Parliament from places such as Colombia, South Korea, and Portugal. Under the theme, “Artificial Intelligence, Trust, and Leadership: Parliamentary Gathering for Democratic Resilience,” the attendees examined how technology can strengthen democracies. Many of the questions we are asking ourselves about AI here in the US are also being debated and asked around the globe! Inspired by the way the participants worked together to imagine new use cases and how to incorporate emerging technologies into their work, she shared a recap for ModParl.

For more news from international legislatures, subscribe to our Modern Parliament (“ModParl”) newsletter.

Cookie Madness

Need a staff morale boost during the shutdown (or any time)? Credit to the constituent service directors for Sen. Hassan [D, NH] and Sen. Van Hollen [D, MD] for this brilliant idea: hosting a staff March Madness-style bracket ranking of different Oreo flavors! Staff are tasked with finding the widest variety of Oreo-style cookie flavors possible, and then flavors are randomly paired in head-to-head matchups (or insert your favorite tournament/bingo rules here). We can all use a little more cookie-related joy in our lives. Thanks to Elise and Cat for sharing!

Give Your Brain a Break (Halloween Edition)!

I know a few minutes of uninterrupted free time as a Hill staffer can be mostly non-existent, even during a government shutdown! Between a lack of quiet public spaces (we have a solution for that!) and networking coffees, it can be hard to take a break from screens and the demands of the day. When you do have a few minutes, I hope this makes you smile and gives you a much-needed boost:

  • Which Halloween candy is the most popular nationwide? Check out the rankings and nationwide sweet trends here.

  • Spooky season is not limited to just TV shows, movies, and pumpkin spice - there’s a playlist for that, too! Check it out from Apple Music or Spotify.

  • Love trivia? Here are 101 Halloween-related trivia questions and answers!

  • Need a candy break? Check out Food Network’s Top 50 Halloween recipes.

Sweet Trivia

Speaking of candy, who was the first US Senator to start the tradition of the candy desk, and what state were they from? Email me (Danielle@popvox.org) your guesses! The winner gets to choose the next trivia question and will receive a shout out in the next newsletter.

Shout Outs & Events

The Future is Now

Chatting your way to better mental health

A new student-facing AI chatbot at Dartmouth College, called Evergreen, will provide tailored insights and suggestions for students looking to improve their health on campus.

A new AI blueprint in the UK

Announced this week by Technology Secretary Liz Kendall, the UK Government is encouraging the use of AI sandbox testing - which allows for developers and testers to try new things in a controlled environment - in critical sectors like healthcare and transportation.

The Top 50 List

Curious about all the AI companies that are out there, their valuation, and their country of origin? The Forbes top 50 AI list is a fun resource to dig into to explore how the AI marketplace is shaping up.

Browsing with ChatGPT

In case you missed it, OpenAI just launched Atlas, a browser with ChatGPT built-in to all search queries. In the browser, when a user clicks on a search result, a companion sidebar with ChatGPT summarization and memory will be available to view. Atlas is available on macOS, with Windows, iOS, and Android access coming soon.

About POPVOX Foundation

POPVOX Foundation is a nonpartisan nonprofit that helps democratic institutions keep pace with a rapidly changing world. Through publications, events, prototypes and technical assistance, the organization helps public servants and elected officials better serve their constituents and make better policy.

Danielle Stewart
Next

When the Pay Stops but the Work Continues: Supporting Hill Staff in a Shutdown