TOOLS FOR SHAPING HEALTH POLICY

INFLUENCING THE CHANGE PROCESS

Understanding the depth and breadth of an organization’s political capital is key to successfully using that capital. Consider the following scenario.

Every morning George Barnes spends five minutes admiring his rose gardens while talking to his neighbor, who is also admiring his roses before heading off to work. In addition to being a dedicated horticulturist, George is a cancer survivor. George and his wife volunteer for events with the local American Cancer Society. He also talks regularly about the need to find a cure for cancer with his neighbor, Congressman Bob Kaufman. George uses the information he receives from the state health department and American Cancer Society when he talks about finding a cure for cancer, but he has never specifically provided his neighbor and congressman with a plan on how increasing cancer funding will affect him and his cause.

George Barnes is in a unique situation on two fronts. First, he is a cancer survivor and knows first-hand the benefit of funding cancer research. Second, he has a personal relationship with a friend and neighbor who is in a political position to influence funding for cancer programs. George and many people like him are interested in supporting causes based on their personal experiences. However, other than talking in general terms about the issue, they are unsure what to say specifically. Partners play an important role in training and educating their staff and volunteers to communicate an effective message to legislators, whether during an official office visit or during a personal visit. The first step is learning more about the people working with you.

Tips for Effective Meetings with Lawmakers

Constituent meetings with legislators are a fundamental underpinning of a representative democracy. Members of Congress want to hear from their constituents and local officials. Such meetings provide an opportunity to influence your legislator’s decisions on policy or to provide general educational material about an issue that is important to the state. Constituents who want to talk about national issues or topics in their local community can become powerful activists if they are organized and prepared. Individuals and groups who are forthright and concise in their statements and beliefs can have a positive effect upon their lawmaker.

Before you schedule a meeting, you need to be focused and to understand your objective. Be clear about precisely what you want. The following tips can help you prepare for a clear and precise meeting.

• Do your homework. Be sure you understand the issue you are presenting to your legislator and staff, including the history of the issue, who will be affected, and whether there is a financial cost to the government or local community.
• Determine who will lead and attend the meeting. Congressional office space is often limited.  Remember that your member of Congress will also be joined by staff members. Keep the group size to a number that can easily participate in a conversation. Designate a spokesperson to introduce fellow members in the group and to lead the presentation.
• Prepare your presentation. The information presented during the meeting should be accurate and concise. Remember that members of Congress and their staff have busy schedules. The overall meeting should be considered a timed presentation. Your presentation should be planned to last fifteen minutes—you may have the opportunity to take more time or you may be allotted less time. The key points of your discussion should be covered early on—the more specific, the better. Make your most important points clearly and succinctly. Use a conversational tone in your presentation, and don’t be defensive or argumentative.
• Prepare a fact sheet. A brief fact sheet should complement and supplement the material presented during the conversation. It should be factual and clearly state the objective sought by the group.
• Know your audience. Know to whom you are talking, what they do, and what you want from them.
• Be concise. Be prepared to state the reason for your visit. If you want action taken, explain what action is needed, when, for whom, and why. 

Scheduling meetings with Lawmakers

Before discussing your issue with a member of Congress, you first have to schedule your meeting through the staff. If you are unsure who your member of Congress is, you can look in the White Pages under U.S. government or check the Internet at U.S. House of Representatives (www.house.gov) or the U.S. Senate (www.senate.gov).

Remember that you do not have to travel to Washington, D.C., to meet a member of Congress. Legislators are often in their districts on Friday, Saturday, Sunday, and Monday, as well as during most congressional recesses that take place around holidays or during summer and winter breaks. Most members of Congress have several district or state offices. In addition, they may hold frequent town hall meetings—an ideal opportunity to express your opinions on issues that face the community and the nation. If you are unable to schedule time with your member of Congress, you may be asked to meet with the legislative assistant, chief of staff, or other staff person. Never discount the importance of staff. Remember, staff members do the behind-the-scenes work that makes your member of Congress a distinguished leader.

When you call the Washington, D.C., office of a legislator, ask to speak with the “scheduler,” who will ask why you want to meet with your legislator. Be polite but persistent in trying to set up a meeting. Be prepared to name the people who will be attending the meeting. You may be asked to fax a written request. In addition to the member of Congress’ daily responsibilities, the scheduler receives many constituent meeting requests. It is vital to prioritize and limit the meeting requests you make.

You may telephone your senators or representatives through the U.S. Capitol Switchboard, at (202) 224-3121. Keep in mind that due to increased security, mail through the U.S Postal Service to legislators in Washington could be delayed as long as three months. E-mails directly to staff members and faxes are currently the preferred methods of communication.

If you are scheduling multiple meetings during the day, be sure to plan sufficient time for each visit. Members of Congress and their staff are often very busy, and their schedules are frequently interrupted by urgent, unscheduled events. Be patient. Expect down time between meetings, and allow time to travel from office building to office building. Allow plenty of time to walk or take a cab from the “House side” to the “Senate side” and vice versa, which can take twenty minutes.

If you are meeting in a federal building, be prepared to be screened by security similar to that at an airport. To move through security quickly, do not carry unnecessary electronic equipment or metal items. It is not unusual to wait fifteen minutes in security lines at the door of Congressional office buildings.

Meetings on Capitol Hill can take place anywhere—in a member of Congress’ office, in a committee hearing room, in the reception area, in the hall, or in the cafeteria. Space is limited on the Hill, so be prepared to make your presentation in any environment.  Expect interruptions, tardiness, cancellations, and rescheduled visits. Members and their staff are juggling many responsibilities during the day. Anticipate changes in personnel whom you may meet.