Sometimes the most basic questions remind me just how intimidating participating in advocacy can be.
After a recent meeting with a congressman, one of my volunteers pulled me aside. He had one question: “how do I get the Congressman to visit my business?” The question made me pause in its simplicity. It reminded me that there are willing volunteers who just feel…foreign…to the process. These are folks who could make big strides in being viewed as credible resources with just a little coaching.
The good news is this: there are some pretty straightforward answers to questions like this. And the surprising part may be just how easy it seems once you give it a go.
Tip 1 – Use THEIR System
A huge number of prospective advocates get hung up on a wild idea that they need to know someone with special access to an official if they want to get anywhere with them. Yes, someone “in the know” can be helpful. But you can squander a lot of time trying to find the right contact. Instead, use the public facing system those officials have chosen to manage their communications.
The truth is, most offices at the state and federal level have automated constituent management systems. These systems are a one-stop-shop clearinghouse for all kinds of direct communication with their team.
Have an issue with a state or federal agency? You can typically email them directly through their website that’s tied into this system. Want them to vote a certain way on a bill? You can do that on their official websites too!
The one key to remember is that all these communications should flow through their official team and not a campaign page. Unless you’re looking to support their campaign, make sure the site you’re using to communicate with them is a .gov and you should be good.
The value added to the elected official is pretty important here too. One of the hardest things about responding to constituents is ensuring a record of the interaction exists so they can make sure their team is helping as many folks as possible. By using THEIR system, you’re making it far easier for them to help you – you’re facilitating your own solution.
Tip 2 – Have a Clear Ask, and Make it Early
You really don’t need fluff in an opening communication to an elected official. You don’t have to provide pages and pages of background information – especially if sending something through their website.
What you must have is a clear, tangible ask that relates to their job. If your problem is with a state level agency, you should direct your request to a state level representative or executive, not your member of Congress. The reverse of that is also true. While most elected officials can work diligently to provide mutual support to overlapping constituencies, asking the wrong person for help can add an unnecessary delay to addressing your problem.
The same is true when your ask isn’t clear.
You don’t have to be coy with elected officials. Be up front about what you’re asking. “Congressman, I’d like to invite you to tour my business on such and such date” is MORE than sufficient. State your clear ask early in the communication, and then provide a small dose of background information. A clear ask will get you a call back from an appropriate staffer much more quickly.
Tip 3 – Remember They Have Limited Resources
As easy as modern tech has made it for us to communicate with just about everyone, we often still take it for granted that elected officials have limited resources. You should engage with them like you would a local small business.
Like any small business, they don’t have 24 hour call centers. In times of heated political debate, your message could be one of thousands their team is processing. Be realistic about response times, and don’t be discouraged if you have to send a follow-up email.
I recommend waiting seven days. A full week allows a small team to work through a lot of messages and is more than appropriate for sending a second note.
But don’t let that second note become abusive. Remember, successful advocacy is about long term relationships. Whether you’re seeking help with a personal issue, or advocating for a cause, treating those messages as a professional correspondence will serve you well in the future.
Bonus: A Tweet Sent Is Not a Tweet Received
I’ve harped on this before. Social media is NOT direct communication.
Simply tagging an elected official with a random request on social media will get you absolutely nowhere. Most public officials don’t have the office resources to scan every social media post, tag, reply or DM.
Fight the urge to use social media as your platform for communicating with them. Again, find their official page and use the “contact me” option you’ll see on just about every site. It will be better than a phone call because there’s a record; it will actually get to a live human; and it will help you make sure your message gets to an appropriate decision maker.
The Bottom Line
It IS easier than ever to communicate with decision makers. But too often we build the prospect of it all up far too dramatically in our own eyes. Remember these basics: use their system, be direct, and be professionally polite. They’ll help you get further in bringing your issues to the front of the line.
Part of the Possible 