ADVOCATES FOR YOUTH

Transitions
Volume 12, No. 3, March 2001

This Transitions is also available in [PDF] format.

Advocacy—The Art of Persuasion

By Susan K. Flinn, former Director of Legislative Affairs, Advocates for Youth
and Marcela Howell, Director of Public Affairs, Advocates for Youth

People use the voting booth to let their elected officials know how well they're doing. But other opportunities and many different methods exist for communicating with policy makers, such as presenting testimony or visiting, calling, sending e-mail, or writing legislators, school board members, or city council members. When you support or recommend a cause or course of action, you are engaging in advocacy—which is both a right and a responsibility of a representative form of government.

Advocacy can occur at any time. Particularly in local policy bodies (such as a school board or city council), many opportunities occur for sharing opinions with elected officials. You can advocate when you encounter a legislator in the hallway or at the post office. You can sign up to speak at a public hearing; you can write to legislators about your viewpoint. At specific points in the legislative process, advocacy may have more impact on pending bills than it would have at other times. The state legislative research office, League of Women Voters, or office of the Secretary of State can provide information on the legislative process in your state. Use this information when deciding upon the most effective strategy for making your views known to policy makers.

You will also find it useful to understand parliamentary procedure—the complicated but important system under which legislatures operate. Legislators may use little known rules and procedures to defeat or weaken proposals, avoid public notice, and deny other legislators opportunity for negotiation. Skilled legislators sometimes use rules and procedures to advance legislation without debate. For example, proponents added a $250 million allocation for "abstinence-only-until-marriage" education to the 1996 Welfare Reform Act in Conference Committee as a "technical revision," thus eliminating all debate on the issue.

Familiarity with the parliamentary procedures used by the targeted political body in your community or state will increase your ability to successfully strategize and advocate for important legislation. Although the following tips are written in regard to legislators, they apply equally to other elected policy makers at the community, county, state, and federal levels of government.

General Tips for Advocacy

Always be specific in what you ask. Whether your request is by letter, telephone, e-mail, or in person, know what you want the legislator to do—vote a particular way, provide information, answer a question, sign a petition. Whatever you want, make sure you ask directly and specifically, and get an answer.

Target your efforts. Survey the policy makers who will be involved in approving, funding, and/or implementing your issue or program, and decide whom you will approach and in what order. Start with firm supporters and move on to those who are progressive, moderate, or undecided in their views. You may want to begin with legislators on the committee that will first hear the bill and members of a friendly caucus, such as the Women's Caucus. Be certain your own legislator knows your position on the bill.

Do your homework. As part of your preparation, research the legislator's position on your issue. You can find this through voting records, speeches, newspaper articles, debates, and other organizations that work on this issue area. Advocacy organizations, particularly those with Political Action Committees, often track legislators' votes and can provide voting guides. Explore the legislator's personal connections with the issue. For example, does she/he have teenagers or children who will be affected by the issue? Frame your presentation for maximum effectiveness based on your knowledge about the legislator's constituency, views, background, and interests. Different arguments are compelling for different individuals; use the most persuasive argument for this person. It might help to role-play what you want to say at the meeting and practice your responses to possible comments.

Make a personal connection. No matter how insignificant you may feel the connection to be, if you have friends, relatives, and/or colleagues in common, let the legislator know! In particular, let the legislator know if you are a constituent. The legislative process can be highly informal. Although a personal connection will make no difference in your presentation, it may make all the difference in your effectiveness.

Be gracious. Always begin by thanking the legislator for providing the opportunity to hear your ideas, opinions, etc. Legislators who support adolescent reproductive and sexual health, in particular, receive a lot of negative attention from the opposition. They will greatly appreciate a sincere "thank you."

Be professional. Be professional in both dress and manner. Don't say negative things about other legislators or public figures.

Be focused. Stick with one issue per call or letter. Information about more than one topic will only confuse the message and dilute your point.

Consider yourself an information source. Legislators have limited time, staff, and interest in any one issue. They can't be as informed as they'd like on all the issues—or even on the ones that concern you. You can fill the information gap. Encourage the policymaker to ask questions about your program or issue, then or later.

Tell the truth. There is no faster way to lose your credibility with a legislator and his/her staff than to give false or misleading information.

Know who else is on your side. It is helpful for a legislator to know what other groups, individuals, state agencies, and/or legislators are working with you on an issue. Providing this information also illustrates that your group represents many voters. Bring coalition members and young people with you, and keep in touch with your allies to coordinate advocacy efforts and share relevant information.

Know the opposition. Anticipate who will be the opposition, both organizations and individuals. Tell the legislator about likely opposition arguments and provide clarification and rebuttal. The ability to anticipate criticism and defend your position will make a difference!

Don't be afraid to admit you don't know something. If a legislator wants information you don't have, or asks something you don't know, say so. Then, offer to get the information, and DO IT!

Follow up. Follow-up is very important to find out if the legislator did what she/he promised. Send a thank you letter after your conversation, restating your position. Send another letter or call to thank the legislator for a supportive vote or to ask for an explanation of an unsupportive vote.

Stay informed. Legislation changes status quickly and often. Amendments or other committee actions that receive little publicity can radically affect a bill. The sponsor or legislature's research office can help identify where the bill is in the process and its current language.

Don't burn bridges. It is easy to get emotional over issues about which you feel strongly. That's fine, but be sure that you keep your relationship with the legislator on good terms so that you can return on that or another issue. Don't get into a heated argument with a legislator, and never threaten her/him. Your strongest opponent on one issue may be a great proponent on another!

Remember that you're the boss. Your tax dollars pay legislators' salaries and for the paper and the phones they use. YOU are the employer and they are the employees. Be courteous, but don't be intimidated. They are responsible to you and, nine times out of 10, legislators are grateful for your input.

Communicating with Legislators By E-mail or Letter

Identify your target legislators. You can send a letter, electronically or by post, to your own representatives, to all members of a committee dealing with your issue, or to the entire legislative body.

Mention a specific issue and/or bill. Your letter will be more effective if it concentrates on a specific issue or a particular bill. When referring to a bill, cite the sponsor, bill title, and number. If possible, include the bill's status: to what Committee it has been referred and/or when the public hearing was held.

Dear Representative Jones: I am writing to urge your support of L.D. 2214, An Act to Ensure Safety for Workers, which was presented for public hearing before the Legislature's Labor Committee last Tuesday, February 10th.

Be brief and to the point. A one-page letter has more impact than a ten-page letter. Outline your main point in the first paragraph and try to cover only one issue per letter. Make clear how you want the legislator to vote. For background, you could include a newspaper clipping or fact sheet that discusses the issue in greater depth.

Make it personal. Policy makers and their staff are more likely to pay attention and remember letters that include real life experiences. Explain why the issue is important to you and how the legislation will affect you and others in your area. Describe a personal experience that illustrates your point. Organized campaigns do not impress legislators as powerfully as heart-felt constituent communication. Avoid the appearance of being part of an organized advocacy effort.

Identify your relationship with the legislator. If you are a constituent or have another connection with the legislator, say so at the beginning. Include your name and address. This enables the legislator to respond to your letter. Your address also indicates your voting district and gives the legislator an extra incentive to pay attention to you.

Ensure that legislators received the letter. When the legislature is in session, send your letter to the state house. When the legislature is not in session, use the legislator's district (or home) address.

Follow up. Make a quick call to confirm receipt of the letter. You can simply say to the receptionist: "I'm calling Representative X to make sure she received my letter about L.D. 2214, the Act to Ensure Safety for Workers." Leave your name and phone number. Call or write until you get an acknowledgement of your letter.

Send a final reminder about the bill. Find out when the bill will be voted on and, just before the vote, send a postcard or e-mail or leave a phone message about your position. Include the bill number and title. This lets the legislator know that you are following this issue and that the vote is still important to you.

Thank the legislator if he or she voted with your position.

Face to Face Visits

Schedule a meeting. Call the legislator's office and schedule a meeting far enough in advance that you will have time to prepare. Confirm the meeting and invite other people working on this issue. Keep a record of those that attended the meeting, what information was shared, and any actions promised by anyone at the meeting. Follow up on these promises.

Be flexible. Expect interruptions and changes in schedule or staff availability. If you can't meet with a legislator, try to meet with an appropriate staff member or reschedule for another time. Remember that staff people are extremely important and may have great influence on a legislator's views.

Be prompt. Don't be late—it sets a bad tone before the meeting has even started. If you are running late, call ahead and let the legislator's office know. Accept that the legislator may need to reschedule the meeting.

Be prepared. Make the most of your visit: plan your presentation in advance and divide up roles for group members to take, including a note taker. Plan a five-minute presentation (10 minutes at the most) and expect to spend no more than 15 minutes with the legislator. Make your important points in a clear, succinct manner. Note personal relationships and constituents.

Take advantage of opportunities. A meeting with a legislator can occur anywhere—in the state house hallways, the district office, or the local grocery store. Take advantage of unexpected opportunities to speak with legislators.

Leave something behind. Develop a slender handout packet to leave with the legislator, including a short (one- to two-page) summary of the issue, your group, and your request for action. Also include background information about the issue, such as press clippings and editorials supporting your position.

By Telephone

Identify yourself. Use your name and address. If you are a constituent, say so.

Identify the issue. When referring to a bill, use its number and its title.

State both your position and how you would like the legislator to vote.

Ask for the legislator's position on the bill or issue. If she/he is supportive of your position, ask for a commitment to vote your way. If she/he is opposing or undecided, thank the legislator for the information. Don't argue. Ask what information might help the legislator become a proponent.

If the legislator is unavailable, leave a detailed message with a staff member. The staff member may be able to describe the legislator's position.

Follow up by sending a note thanking the legislator for his/her time. Include any information that the legislator can use to solidify a position or which may move the legislator to support your position.

What Should You Do If the Legislator …

Strongly agrees with your position?

1. Thank the legislator.
2. Ask the legislator to take a leadership role in the legislature, the media, and/or the community. You can appropriately ask her/him to do any/all of the following:

• Write an article for a newsletter
• Sign onto a petition or letter of support;
• Permit public use of legislator's name
• Sponsor a bill
• Offer amendments to legislation
• Make speeches at public forums
• Agree to vote for or against a resolution.

3. Ask the legislator's advice regarding those with whom to talk, what arguments best make the case for the bill, or what media strategy will be most effective in gathering support.
4. Ask what information or constituencies would be helpful in swaying additional legislators to your position. Then work to produce these materials or constituencies.
5. Ask the legislator to "lobby" undecided legislators. Provide a list of these legislators.
6. Thank the legislator again.

Agrees with your position?

1. Thank the legislator.
2. Assure the legislator of your continued interest in the issue and your continued support for his/her position.
3. Ask if she/he would be willing to help in any way beyond the vote. If yes, refer to the tips above.
4. Thank her/him again.

Is undecided or noncommittal?

1. Inform the legislator of your interest in the issue or legislation.
2. Present the case as clearly and concisely as possible and ask constituents and/or teens to make the presentation.
3. Ask about the legislator's viewpoint to learn whether the position results from personal or political factors, lack of information, misinformation, or a combination. Adjust your strategy accordingly.
4. Ask about specific groups or individuals from whom the legislator would like to hear.
5. Offer to provide information that will help inform the legislator about the issue.
6. Follow up by providing the information the legislator requested or that addresses his/her reservations.
7. Once he/she has indicated a position, express thanks for his/her support or send a letter stating your disappointment in the position taken.
8. Keep in touch to nurture the relationship.

Is opposed to your position?

1. Thank the legislator for the opportunity to discuss your views.
2. Determine the strength of the legislator's opposition and upon what it is based. If the opposition is not vehement, it may be worth trying to change the legislator's position.
3. If the legislator appears movable, present information that addresses his/her concerns. Make sure that the legislator hears from constituents who support your position. Strategize and present the case most likely to resonate with this particular legislator.
4. Stay in touch to nurture the relationship with the legislator.
5. If the legislator appears immovable, ask him/her not to lobby colleagues on the issue. With a close vote, where you cannot win unless the legislator cooperates, ask him/her to "walk" (be absent) when the vote occurs.
6. If the legislator's opposition is strong, write and express your disappointment in the position and/or vote. Don't waste your time and energy trying to move this legislator.

Transitions (ISSN 1097-1254) © 2001, is a quarterly publication of Advocates for Youth—Helping young people make safe and responsible decisions about sex. For permission to reprint, contact Transitions' editor at 202.419.3420.

Editor: Sue Alford

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