BUILDING RELATIONSHIPS

Transcription

1 BUILDING RELATIONSHIPS WITH YOUR LEGISLATORS E veryone realizes that the effectiveness of your work often depends on the quality of your relationships, like the bond you form with your myeloma care providers. It is similar with elected officials, as you must develop relationships with legislators and their staffs long before you turn to them for assistance on an important issue you care about. Strong interpersonal relationships are the best means of influencing legislative decision making. Personal visits, letters, phone calls, faxes, filling out website forms, and e- mails also are important, especially when they come from constituents who are well-known, highly regarded, and have gone out of their way to be helpful in a variety of ways in the past. Building these relationships takes time and effort, but it s the most effective way to shape the thinking of those who shape public policy. So how do you go about building these strong relationships with legislators? In much the same ways as you cultivate friendships: by being personable and helpful. Being helpful to a legislator cannot be over-emphasized. Become a useful and trustworthy source of sound information on issues affecting myeloma patients. Utilize your unique insight as a cancer survivor, family member or caregiver to provide elected officials with contributions of your time to help them with their own professional and political needs and interests. Party affiliation (Democrat, Independent, or Republican) should not restrict you or your efforts as elected officeholders represent an entire state, legislative district, or local government and all the voters in those jurisdictions. You don t have to be a member of the legislator s political party to work together and even to become friends. Be sure to do some homework about the key issues your elected officials are interested in and working on currently. Try to tie in personal connections or interests when speaking with elected officials whose opinion you are trying to influence with your facts and personal story. Additionally, treat their staff with the same importance as the elected official as staff members can hold valuable sway with their boss and influence your relationship and success on issues. Become a fountain of facts. Know the specifics needed to accomplish the goal of curing myeloma and related issues. Also, be aware of the advocacy platform and important issues identified by the IMF, as a coordinated effort is needed to accomplish the goal of curing myeloma. Phases for relationship-building for effective legislative advocacy include: 1. Write and/or call legislators on current issues. 2. Make personal visits either in Washington, D.C., your state capitol, or in the home district offices on current issues or broad problems. 3. Organize group visits on issues of mutual importance. 4. Invite legislators to attend a support group meeting to learn more about the latest research and issues facing myeloma patients today. These events might result in legislators becoming a cancer advocate. 5. Get personally involved politically in legislators campaigns and the activities of your political party. IMF is seeking your help in advocating for the prevention of and a cure for myeloma. Specifically, here are some ways you can work with 3

2 IMF staff to build relationships at the federal level: 1. Develop relationships with your elected officials so they can use you as a reliable and authoritative source on myeloma issues. 2. Participate with IMF in advocacy activities and with other coalitions who are on similar missions to cure cancer and improve health status. 3. Where appropriate, provide financial support for legislators campaigns by making individual contributions. These steps will progressively build your credibility with the officeholder. Establishing a reputation as an objective data source, for example, builds credibility for subsequent communications expressing opinions on issues. Political activity establishes you as a friend whose views are likely to receive more weight than those of someone who writes from time to time. PERSONAL VISITS Personal meetings with legislators and their key staff members are the most effective way to make your case on an issue. Such visits also are a good way to introduce you as a constituent. A personal meeting can be difficult to accomplish with the elected officials themselves, but remember that you are offering an important contact. You can arrange the meeting with the legislator directly or through staff aides. The following suggestions will help make the best use of your time and the legislator s: 1. Always make an appointment. Arranging the first meeting may require patience on your part, but be persistent. Later, as you become known as a resource, gaining appointments will be less difficult. This situation will occur especially if you also become known as a campaign contributor, political activist, or myeloma leader who can muster support on the issues from a variety of groups through your coalition activities. 2. Be prepared to meet with key legislative personnel or committee staff members if the legislator is unavailable at the last moment. Briefing these people before your visit also may be useful so that they can prepare the legislator. Staff aides are often more knowledgeable about details of a specific issue than lawmakers themselves. 3. If several individuals join you in the visit, decide in advance who will be the principal spokesperson. That individual, of course, should encourage others to participate in the discussion to share particular expertise or experiences. 4. If you want to discuss a specific issue, make sure you are thoroughly familiar with all aspects of it before going into the meeting. 5. When talking to legislators, try to be concise, well organized, and mindful of the other person s time. State your view firmly, but be attentive to the elected official s position also. 6. Open the discussion by reminding the legislators who you are and why IMF and you are seeking assistance related to curing myeloma. If your visit is about a specific piece of legislation, know the issue and the bill number. Clearly state your concern about the issue, how it will affect you personally and others in your similar situation, their families, caregivers, etc. Avoid harsh accusations. Be polite and respectful. Often, we forget how we sound when we are particularly passionate about an issue. 4

3 7. Always be truthful and never mislead. Your personal credibility and that of IMF is at stake. If you don t have the answer to a question, do not improvise. Promise to get back to them with the necessary information, and be sure to do so promptly. 8. Come prepared with a brief (one-page) position paper that summarizes your points with facts, and leave it behind with the legislators or staff aides. If a lengthier document or answers to questions are relevant, send them later with a thank-you letter for taking the time to meet with you. 9. To gain a favorable vote, follow up with letter(s) and calls to legislators and their key staff advisors at appropriate points as the issue progresses. 10. Maintain the relationship. Get your name on legislative lists. Find occasions to see the legislators again in appropriate circumstances, and write to them on the issues from time to time. If you obtain reports or data that will be useful to legislators and their aides and that you can share with them, send those documents with a brief personal cover note. Eventually, you may even find the legislator coming to you for information, help, or your point of view on new issues. 2/6/2011 5

4 VISITING YOUR LEGISLATORS Important Points to Remember As you visit your state or federal legislators, you will want to be mindful of various characteristics of the legislative process. These qualities influence how policy is made, including the effect of your interaction with congressional staff. Remember the following points about the legislative process, knowing that policymaking is not a straightforward process: 1. The legislative process is deliberately complex, ensuring that proposed new laws and policies receive the fullest possible consideration. Most bills introduced never receive any action at all, and few of those considered become law. Also, a legislative proposal may be introduced year after year before it gains consideration. Hang in there; evaluate how you might approach your goal when you try again. 2. Every legislative body has informal customs and practices. These customs and practices can be as important as the body's formal rules. For example, key policy decisions are made by the leadership in some legislatures, by a policy committee in others, and by the majority party members in yet others. Who is making the decisions? 3. All of the government including the legislature is political. Candidates for most legislative seats are nominated through partisan political processes and chosen in partisan elections. The political party that wins a majority of seats in each legislative body also wins the right to pick the leaders of that body, and often the staff. Consider how party politics might shape your approach to your goal. 4. Legislative proposals may be weighed subjectively. They are often considered not only on their merits but also on these basic political questions: < How will the bill affect the legislator's reelection prospects? < What are constituents (citizen voters) saying about the issue? < What are the views of the news media, community and business leaders, and local interest groups? < What will be the impact on the economy and jobs? < Are any significant local campaign supporters taking a public position on the issue? < What is the advice from the legislator's staff members and advisers? < Is this issue consistent with the legislator's previous votes on related matters, and with his or her political and economic philosophies? < Do these political factors need to be addressed explicitly during your congressional visit, or implicitly as you shape and practice the message you are attempting to deliver? 5. The legislative process is customarily very open. Every interested citizen usually has the opportunity to offer input and express opinions at various stages of the process. Public comments are welcome. Although the process is complex, with many hidden and open factors influencing it, the government is of and by the people. Do not be shy about expressing yourself; just approach your meetings in full awareness of the context in which you are working. When you participate actively in the political process, you are joining a lively discussion on public policy. Legislators lobby (attempt to influence) each other and are influenced, in turn, by the executive branch of government, other public and private interests, and self-styled activists. 8

5 CONGRESSIONAL VISITS HYMEL'S* TEN RULES FOR DEALING WITH STAFF 1. Keep it short both your message and your visit. 2. Know the arguments on the other side. 3. Document your position. Prepare a summary and supporting papers. Leave them with the staffer. 4. Promise (and keep your promise) to supply answers and documents requested as follow-up actions from your visit. 5. Never threaten. 6. If you see a member alone, make sure you follow up with a staffer. 7. Tell them why the legislators might be interested in your position, from a local or issue-related point of view. 8. If you have allies, tell them who they are. 9. If they agree with your position, leave soon. 10. As former Representative Lindy Boggs said, "Always say please and always say thank you." The basic rules of courtesy apply. * Gary Hymel served as Chief of Staff to House Majority Leader Hale Boggs (D- Louisiana) and Speaker of the House Thomas P. "Tip" O'Neill (D- Massachusetts) and is well known as one of the most effective Washington, DC insiders. 2/6/2011 9

6 THE DO S & DON TS IN GOVERNMENT RELATIONS I t's easy to find reasons not to get involved: I don't have time to make a phone call." "No one will listen to me. They don't care what I have to say." "I don't have any experience." "What if they ask me a question I can't answer?" The rationale is endless. Deep down, many people may simply be afraid of embarrassing themselves. The following list of do's and don'ts provides useful tips to help ensure that your government relations experiences are positive and successful. DO S Do remember that you have knowledge of myeloma that ordinary citizens do not and that makes you a trusted and respected source. Legislators and their staff seek specialized knowledge that they don't have. Trust that they will listen to you and respect you because you are an expert. Do consult your IMF Advocacy Toolkit for specific tips on letter writing, personal visits, , and phone calls. Detailed information is available for your reference, so use your resources. Do try to personalize the issue by giving examples of how you, your family, and your community are affected by myeloma. You would be amazed at how much more weight is given to a constituent's concerns than to those of a lobbyist; but the message must be meaningful. Legislators and their staff know that organizations try to mobilize their members to send s or letters on certain issues. If the letter reads like a form letter, it will not have the same impact as a personal letter that includes examples and personal experiences. Do get a commitment. At the close of a personal visit or meeting, you should attempt to secure a commitment from the official that he/she will support your position. For example, you might say in closing, "So we can count on your support on Wednesday?" or We hope you will recognize this amendment is important for the quality care of our patients, and we hope you will agree to cosponsor it. Even verbal commitments are tough to break. Do realize that talking to the staff is like talking to the elected official. Treat staff the same way you would treat the elected official. Officials often rely on staff to advise them on how to vote or craft legislation, and they also develop interpersonal relationships with trusted staffers. If you alienate the staff you are asking for trouble. Do be early for meetings. An elected official's schedule can be filled down to the minute. They don't have time to wait for you, even though you may have to wait for them. Do avoid jargon. Although you are an expert, try to frame your comments as small bullet points of information that can be easily understood by a layperson. While your knowledge may be impressive, if you lose your audience your message will be lost. Do leave something behind. At the minimum, leave your business card or contact information so the staff or elected official can contact you with questions. Optimally, you should provide a useful leave-behind that summarizes your position on an issue in digestible tidbits. Statistics and their reference are always a plus, as staff will often use information from leave-behinds in speeches or as talking points on the issue. Do be realistic. Thousands of bills are introduced during each legislative session, but few- 10

7 er than 10% are enacted. Don't be discouraged if your bill does not pass. You have established relationships, educated staff and elected officials, and built support for your position. If you have accomplished these things, you have laid the groundwork and increased your chances that a bill will pass the next time. Do come prepared to defend your position. You always have to know what your opposition is up to. If you anticipate questions and are prepared in advance to defend your position, you will cut your opposition off. Do dress appropriately in business attire. Remember the purpose of your visit is to talk about professional issues. To be most effective, you should appear organized and professional. Do be loyal to your friends. Like-minded individuals who work on issues similar to yours can be powerful advocates in public policy. They might call you with inside information or invite you to participate in an outreach activity. If you undermine your friends, they will not be around the next time you need help. Do recognize the value of compromise. You may not get everything you want. However, isn't it better, for instance, to get some money for cancer research than a full amount specifically for myeloma? Think about areas in which you are prepared to compromise and identify those that are not negotiable. In some cases, you may even want to anticipate compromise by asking for more than you actually want. But be careful and don't concede anything until the timing is right. Do keep your phone call or visit brief and to the point. While staff or the elected official will usually be polite, it is incumbent on you to recognize that they are very busy. Keep your meeting pleasant and brief, and start looking for clues that it's time to wrap things up after fifteen minutes. Meetings should rarely last more than twenty minutes, but take your cue from the person with whom you are meeting. Do make friends before you need them. Whenever possible, develop relationships before you have to ask for something. Try to become familiar with legislators who work on issues of interest to you, even if nothing is developing on that topic or in his/her committee at the time. One obvious place to start is by getting to know the members of the health care committees at your federal, state, or local levels. Do disagree respectfully. If a legislator has an opposing position on an issue and you are unable to change his/her mind, remain respectful of the time he/she gave you to state your position. If possible, compliment the legislator on his/her work on another issue. - The legislator will appreciate your understanding and be impressed by your knowledge of his/her record. Do say thank you. Whether you are following up after a personal visit or thanking a member for fighting in committee for one small provision that was important to you, it is always nice to recognize another's efforts. Legislators and their staff work hard, and most have great intentions, so your sincere thanks are always appreciated. Do provide helpful information whenever possible. Providing information is always appreciated. If you send a copy of a current report or an article you think the staff or elected official would find interesting, you present yourself as a considerate, alert person who wants to help. When you provide useful information and are not asking for any specific action in return, in effect, you are reminding the recipient of who you are and are providing them with a nonthreatening communication that will be appreciated. Do ask IMF for help. We are committed to helping you. If you need help, contact the members of IMF s advocacy team. 11

8 DON TS Don t participate in political activities in the name of the IMF unless you are advocating an issue on which the IMF has taken a position. Don t pretend to know something that you don t. If you make up information or skirt around an issue, you'll come off as disingenuous and lose your credibility. Most people can spot a phony. Don t be afraid to say, I don t know. Legislators aren't expected to be experts on everything, and neither are you. Admitting you don't know the answer to something can be a good thing, because it gives you the opportunity to say, I don't know, but I can research that and get back to you." Then, when you have an answer, you have another opportunity to make contact with the staff or elected official. Don t name-drop unless it is directly relevant. It is okay to mention in passing, for example, that you worked with someone from Senator John Doe s office on a related issue last year or that you testified before a committee on the issue. But it is probably not appropriate to mention that you played tennis with Senator Doe last Thursday. Don t make threats. Any threats, veiled or overt, are usually recognized for what they are. Nothing is more offensive and inappropriate than threatening someone to get them to do what you want and it will backfire one hundred times out of one hundred. Don t become cynical. Keep the faith! Remember that most people who serve in public office do so because they want to make a difference. Try to give them the benefit of the doubt. Don t disparage other elected officials. This will make your contacts wonder if you're saying the same thing about them to a staff member from a different office. It will always make you look bad. Don t promise something you can t deliver. You must be as good as your word or you will lose your credibility. 2/6/

9 TIPS FOR SUCCESSFUL HILL VISITS THE MUNDANE AND THE MAUDLIN Making Your Appointments < Call the Appointment Secretary/Scheduler of each office that you intend to visit. Explain your purpose and whom you represent. Arranging a meeting is easier for congressional staff if they know what you want to discuss. (SEE TEMPLATE LETTER.) < If your Senator or Representative cannot meet with you, ask to meet with the Legislative Director or Health LA (Legislative Assistant). Do not be disappointed if you cannot actually meet with your Member of Congress. Remember that the staff IS the power behind the scenes. < Most often, the Scheduler will ask for a letter of request to be faxed or ed. Feel free to use the template provided in this mailing. < You will find all the contact information you will need to make your appointments on IMF s Advocacy Action Center. Go to Timing Your Appointments < Leave a 15 minute gap between appointments to get from one House office building to another House office building. This is true on the Senate side also. You can allow less time if you are just going to another office in the same building. < Leave minutes to go from a House building to a Senate building and vice-versa. Promptness and Patience < When it is time to meet with a member, be punctual and be patient. It is common for a Member of Congress to be late, or to have a meeting interrupted, due to the member's crowded schedule. If interruptions do occur, be flexible. When the opportunity presents itself, continue your meeting with a member's staff. < If you are going to be late to an appointment, call the office and let them know. In each office s reception area, there is a phone that you can use for this purpose. Preparation < Leave behind packets will be provided for each of your visits. If there is additional material that is relevant to your state or congressional district, please have enough copies with you to insert them in the packets. Make sure that any insert is short (try to keep it to one page) and succinct. Page 1 of 2

10 < Have a plentiful supply of your business cards with you. The Washington protocol is to exchange cards at the beginning of your meeting. < Meeting with your Members of Congress always makes for a great photo opportunity so feel free to bring a camera. Don t forget to send a copy of the photo to Arin Assero at aassero@myeloma.org so that we can possibly include it in an IMF publication. Dress of the Day < How you present yourself can be almost as important as how you present your ideas. If you go with business attire, you won t go wrong on Capitol Hill. Having said that, make sure you wear VERY comfortable shoes. You re going to be doing a lot of walking. < In each building you will go through a metal detector. Keep that in mind when you dress for the day. < Don t forget to bring your picture ID in case you are asked to present it. Responsiveness < Follow up the meeting with a thank you letter outlining the different points covered during the meeting, and send along any additional information and materials requested. Enjoy Yourself and Make an Impact! 2/7/2011 Page 2 of 2

11 ADVOCACY TIPS FOR CONGRESSIONAL TOWN HALL MEETINGS One of the most effective and underutilized ways to communicate directly with Members of Congress is to attend their town hall meetings. Almost every Member holds these events during District Work Periods (the time when they are at-home) to elicit input and learn the priorities and concerns of their constituents. Because Members pay particular attention to attendees at these meetings, participating allows you to bring forward concerns of cancer patients in a public forum and amplify your voice with Members of Congress. Members of Congress take to heart what they hear directly from constituents who make the effort to show up at a town hall meeting. Attendance shows both commitment and organizational ability. From the other side of the podium, Members see attendees first and foremost as concerned voters. In addition, members of the media often attend these meetings providing another opportunity to spread the message. Many of the tips for attending a town hall meeting are similar to tips for successful meetings with your Congressional Members. While many of the protocols are similar, the format is quite different. Some town hall meetings might be focused on a specific issue (e.g. Social Security, Medicare prescription drugs, etc.); however, most meetings tend to be more free-form and offer an opportunity for general comments/questions at the end. Town hall meetings are a terrific forum to call upon elected officials to take action on the issues we care most about. The more often you attend and ask a question or praise a Member for doing something you support, the stronger and more meaningful your relationship will be with the Member and their staff. While some of the steps outlined below may seem quite obvious, when combined, they will guarantee your attendance at a congressional town hall meeting will have long-term benefits and be fun and effective! 1. Sign-up for the alert list for your Members meetings. Most Members will announce their schedules via mailings or e- mails to the district and often through the media. However, offices will directly contact constituents who have expressed an interest in knowing the information. In fact, many offices only will provide the actual information on meeting times and locations directly to constituents. 2. Learn the Established Procedures. Upon arriving at the town hall meeting, check to see whether there is an established procedure for the meeting. For example, most offices will provide a place for constituents to sign in. Often there is a separate sign up sheet for individuals who would like to ask questions. 3. Be prepared in advance with your specific question. Bring supporting materials that you can provide to the staffer, who will be traveling with/accompanying the Member. Also, be sure to avoid long, drawn out questions, and do not use jargon or acronyms that people may not know you do not want to annoy or alienate the Member, staff, audience, or media.

12 4. Clearly identify yourself and how myeloma has impacted your family. Let them know whom you are representing. Unlike meetings on Capitol Hill where the Member and staff know with whom they are meeting, anyone can show up at a town hall meeting. Consider your introduction to be an integral part of your question. 5. Be polite and professional. It goes without saying, but be polite and professional. Keep in mind that the media is probably attending, as well as other potential allies in your efforts. Even if the Member does not agree with you or evades your question and it is frustrating, you are most effective by being polite, calm, and persistent. 6. Ask for a response to your question. If she/he cannot give you a response, let the Member know you will be arranging another opportunity for further discussion and that you look forward to a response at that time. The point is not to embarrass the Member, but to engage him/her and seem reasonable. You can always follow-up from your question at the town hall meeting with a formal letter. You should reference your attendance at the meeting, giving the date and location, and ask for follow-up from your inquiry. 7. Use your judgment. The dynamics of town hall meetings can be shaped by factors beyond your control. If the audience is riled up over an issue unrelated to the concerns of myeloma patients, and you get the feeling that participating would be counter-productive, it might be best to stay silent or take a pass when given the opportunity to ask a question. 8. Introduce Yourself to the Member. Depending on the setting and the number of people attending, make an effort to say hello and introduce yourself to the Member and the staffer before or after the meeting. Be sure to give them any materials you brought along with your personal/home contact information and ask for the staffer s name and request a business card, so you know with whom you should follow-up. 9. Report back to IMF on the results of the meeting. Identify any outstanding issues and information that the Member needs. Your report-back allows IMF to echo/follow-up on the message you delivered at-home to your Member in Washington and capitalize on your good work at the town hall meeting. 10. Follow-up. Send (by fax or , whichever is the office/staffer s preferred mode of communication) a letter to the Member and staff person. Remind them that you were at the town hall meeting, giving the date and location, and reiterate the issue you discussed. Even if you did not get to ask a specific question publicly, send a follow-up letter about your presence at the meeting. If there was anything that the Member or staff requested, be sure to provide that in your follow-up correspondence.