Save America's Communities Coalition

Most national trade and membership associations have a grassroots advocacy program, where they stir up folks from back home to contact lawmakers and their staffs. They try to flood offices with phone calls, letters, faxes and emails - often without knowing their true impact.

The following tip sheet is intended to help NADO members build a stronger relationship with members of Congress and their staff. Ultimately, the goal is to join the elite category of "grasstops advocates." These are key people who have the ear of lawmakers and their top staff. Someone who can get phone calls returned, meetings set up, and follow-up performed on requested actions.

A. Focus on Establishing and Maintaining Credibility. It can take months or years to establish credibility with your members of Congress. Even more frustrating is the constant turnover of congressional staff. Some powerful tools for building the confidence and trust of your lawmakers and their staff include:

• Take the member and their Washington staff on a tour of successful federally-funded projects...members of the local media can be invited to tag along, if appropriate, or just schedule a low key tour that includes key business leaders and local elected officials. Remember to take pictures and highlight the visit in future newsletters and publications. The follow up work to the visit is just as important as the actual event.

• Invite the member and their Washington staff to visit your office or attend a board meeting. During the visit, ask each program director or division leader to give a brief overview of the benefits and impact of their program. If appropriate, invite local customers / clients / beneficiaries to participate in the presentation.

• Provide timely, factual and concise information. Make their job easier by providing useful information about potential projects, grant opportunities or local developments. If you are working on a complex issue that requires a six-page brief be sure to attach a one-page executive summary. Keep information concise and double check for accuracy.

• Ask "independent" constituents to tell your story. If you helped start up or retain a local business, ask them to send a supportive letter, attend meetings, or offer a testimonial. To be most effective, target local business leaders, state and local elected officials and other local stakeholders.

• Learn about the member's committee assignments and background so that you can better gauge their position and influence on issues important to your organization. Lawmakers tend to have more knowledge and control over issues related to their committee assignments.

B. Think about the impact of different communication tools. There are countless methods for communicating with members of Congress. Some are direct, such as personal meetings and phone calls. Many are indirect, like press coverage or opinion pieces in the local newspaper. All can be potent when properly implemented and timed.

Whatever the medium, it is essential to follow three simple rules: keep it local, keep it personal and keep it concise. Another golden rule is to deliver the message at the appropriate time in the legislative process.

With the advances in technology, most grassroots advocates think they can send off a simple email messages and still make a dramatic impact on their senators and representatives. In reality, the most effective ways to influence federal lawmakers remain:

• A spontaneous letter from a respected constituent. While NADO may provide a sample letter on an issue, be sure to always adapt the letter to local circumstances and to incorporate examples into the letter that demonstrate the value or impact of the federal action.

• Telephone calls from an informed constituent. Be sure to ask for the staff member who handles the specific issue. Have the bill number and/or amendment name and number. Ask for a written response to your request. Write out a one-sentence explanation of the issue and request before picking up the phone. Always leave a detailed message.

• Articles and editorials in major daily and weekly newspapers. Members of Congress recognize that constituents who read the opinion sections of newspapers also tend to vote. They are also aware that newspaper articles and editorials play a major role in shaping public opinion.

• Visits from constituents. Face-to-face meetings offer the best opportunity to explain issues in detail and receive feedback or advice. By its very nature, it is a proven tactic for ensuring that the lawmaker hears personally about the issue. When using techniques such as letters and emails there is less certainty that the lawmaker ever knows about your request.

Special Note on Email Communications: Since the Anthrax incident, Congress and federal agencies have implemented new safety precautions with the delivery of mail. It can now take up to two weeks for a letter to arrive in a congressional office. However, before you make the switch to email remember several points.

The average Senate office receives about 50,000 emails per month, according to the Washington Post. The average House office receives about 8,000 per month. If you can generate thousands of legitimate messages from local constituents on an issue, email may be an appropriate approach. Otherwise, consider sending a fax, picking up the phone and calling directly, or set up a personal visit. By only sending an email, you'll most likely be lost in cyberspace!

C. Know the Different Roles of Congressional Staff. Staff members serve as the gatekeepers, whether it is the chief of staff, scheduler or receptionist. They are also the "eyes and ears" for their boss. Some golden rules to remember are:

• The staff who serve as caseworkers and legislative correspondents today are tomorrow's legislative directors or chiefs of staff.

• If the member is not available for a meeting, always meet with staff.

• Always send a thank you note after a meeting or phone call. Staff remember those who take time to express their appreciation. It also gives you another opportunity to restate your case.

Following are brief descriptions of the different congressional staff:

Chief of Staff or Administrative Assistant - Person reports directly to the member of Congress, is typically more political and in charge of office operations and assignments. The title of Administrative Assistant is often misleading. On Capitol Hill, these are the power players.

Legislative Director / Legislative Assistant - Monitors the legislative schedule, coordinates activities of legislative staff and works on specific issues.

District Staff - Eyes and ears back home. Help with casework and constituent services, including projects.

Committee Staff - Professional staff who are experts on specific issues. Traditionally report and work for the chairman or ranking minority member. Very influential in the crafting of legislation, development of hearings and oversight of federal programs.

D. Recognition, Recognition, Recognition. The most common mistake of professional lobbyists and grassroots advocates alike is they forget to say thank you. When a member of Congress cosponsors an important bill, send a thank you note. If a lawmaker signs a dear colleague letter, write a brief note of appreciation. If a member votes your way in committee or on the floor, thank them. Another tip is to recognize staff members who have been helpful!

Besides writing a letter, recognize supportive lawmakers at banquets, board meetings, public forums and newsletters. Don't just give them a plaque. Instead make it something special that relates to the issue and is personal, such as a framed picture, sculpture or figurine.

In conclusion, it is important to remember that the work of a grassroots advocate or grasstops leader is never complete! There is constant turnover in congressional membership and staff, ever changing shifts in political power, and frequent advances in communication technologies. The policymaking process is slow, deliberate and, often times, frustrating with many highs and lows. If you stay active, committed and organized, you'll come out on top in the end.

For more details, download All Politics Is Local: NADO Guide to Grassroots Action..