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A face-to-face meeting of individuals or a small group of individuals
with an elected representative, or a key member of their staff,
is the best way to teach them about your concerns and, ideally,
influence their decisions. Don't feel you are imposing: after all,
legislators meet with constituents daily. If you feel intimidated
at first, remember that legislators depend on you for support just
as you depend on them. What follows are a few steps to help ensure
a successful meeting.
Step 1: Arranging the Visit
- Don’t just drop in. Visits can be scheduled, preferably
2 to 3 weeks in advance, through the appointment/calendar secretary
either at the local district office or the capitol office. Unless
you have an unusual problem, don't ask to meet for more than half
an hour. You will probably get 10 to 15 minutes.
- Explain the reason for the visit: Get Acquainted? Express Views?
Seek Action? Identify who will be attending. You'll increase your
chances of meeting face-to-face with the member by having a group
meeting of constituents who represent different experiences and
backgrounds. This broadens your base and influence.
- Depending on legislative developments, it may be necessary to
meet with staff rather than the legislator. Since legislators
rely heavily on their professional staff's opinion, this is also
a very important meeting. Staff members are vital gatekeepers;
they must be cultivated. They can provide you with access and,
if they are sympathetic with your position, can become a trusted
voice in the ear of the legislator. If your legislator decides
to adopt one of your causes, it is the staff who will do much
of the work.
- Confirm the visit by letter soon after arranging the appointment,
and then again by phone the previous day.
Step 2: Preparing for the Visit
- If you're going as a group, agree on your goal and message before
hand. Show a united front. Divisiveness is both irritating and
confusing. Agree on one spokesperson in advance.
- DO YOUR HOMEWORK. Have well-reasoned facts and figures on your
issue(s) ready, but do not be overwhelming. Be ready to answer
questions and (when necessary) respond to counter-arguments made
by your opponents. Don't be afraid to say you don't know, but
will get back to the legislator with needed information.
- Be sure that all participants in the meeting know the extent
of the legislator's district, his/her committee assignments, number
of terms served, voting record, and/or position, on the issue(s).
Know the lawmaking process and what legislative actions are required.
Be pleasant even if you disagree. Alienating your legislator won't
help.
- Prepare a "leave-behind" information packet for the
legislator. Include information on where to contact you, fact
sheets and stories about your issues,constituent letters, and
any briefing materials deemed appropriate. If needed, a request
for specific action and the reasons for it should also be included.
- If possible, have high profile supporters send strong letters
expressing their point of view before your meeting takes place.
"Dear Colleague" letters, written by elected officials
and directed to their fellow legislators, are also effective and
should be sent prior to your meeting or at least be included in
your information packet.
Step 3: During the Visit (Arrive on time, even
a little early).
- When visiting your legislator, assemble a delegation which represents
a broad base of her/his constituency. It's always good to have
an "odd-couple" -- a person representing a group that
is not usually affiliated with another organization represented
e.g. parents from LDA and the Arc.
- Be on time, positive, friendly. Know your agenda and stick to
your message. Don't assume the legislator is familiar with the
details of the issue/bill. Take notes during the visit which will
provide a written summary. Be alert to staff members assigned
to work in this area.
- Make your presentation simple and straightforward. You may have
only 5 or 10 minutes left by the time you get through with introductions
and pleasantries. When visiting your legislator, prepare two sets
of remarks: One that is 15 minutes, the other that is 90 seconds
long. That way you will be prepared if she/he is called out of
the office in the middle of your visit.
- Because it was you who arranged the visit, legislators will
expect that you start the discussion. One format for discussion
follows a simple outline:
- Create an Open Climate.
- Begin the visit by introducing yourselves and thanking the
legislator for meeting with you as well as for some favorable
position they have already taken (if there is one).
- Present your Message.
- OPEN the discussion by framing the issue on your terms;
- EXPLORE the issue by taking a position and identifying any
relevant legislation;
- SUPPORT your position by explaining why such a measure is
good public policy;
- APPLY the policy to real lives by making clear how the legislation
affects people in the legislator’s district. Anecdotal
evidence of how you will be personally affected can also be
very moving. A few, memorable statistics can further emphasize
your point. When possible show that the issue affects the
legislator's committee assignments. Also, be sure to cite
any significant support within the district.
- Make a Specific Request for Legislative Action.
- A specific request for legislative action will allow you
to control the meeting. You have now set the agenda. If attempts
are made to divert discussion, simply, and politely, return
to your issue. Finally, if the legislator seems supportive,
seek a commitment. If the legislator remains opposed, ask
her or him to keep an open mind and remain neutral.
- Be responsive to your legislators questions. If you don't know
the answer to a question, don't fake it or bluff. Say "I
don't know, but I'll get back to you on it." Then DO IT.
- Don't overstay your welcome. Conclude the visit by again extending
the appropriate thank you. Reaffirm your intention to forward
any information or materials which was requested by the legislator.
Step 4: Following the Visit (Always debrief as
a group immediately afterwards).
Personal visits always increase a legislator's awareness of an
issue. However, the effectiveness of such a visit increases markedly
when accompanied by follow-up actions.
Send a thank-you note or letter which reinforces your message and
the local impact, restates an understanding of the legislator's
position, highlights the main points of the visit, and concludes
with a personal story which surfaced during the conversation. It
should also provide the member with any additional materials or
information s/he may have requested.
Send a copy to other members of the group and those who are directly
lobbying on your behalf. If the visit was held with a staff member,
still address the letter to the legislator with a copy (cc) to the
staff member.
Adapted from the Department of Education
United States Conference of Catholic Bishops
3211 4th Street, N.E., Washington, DC 20017-1194 (202) 541-3000
July 02, 2001 |
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