How to Communicate Effectively with Elected Officials Joel Staley - Spokesperson Trainer
How to Meet with Legislators
Meet the right people Set meetings before arrival Try to see hometown legislators, those who will hear bills in committee, or leadership It’s okay to meet with legislative staff
Stay informed Understand what the bill/issue does, why you support/oppose it, etc. What is the legislative leadership position on issue? Know the bill number, committees of reference, previous committee votes, etc.
Know your audience Does the audience have a medical background? Has audience heard the issue before in committee? What is the audience’s known or likely position on the issue? What is the audience’s political party?
Follow up Lettes as a thank you for meeting and to provide additional information
How to Meet with Legislators, Cont. Florida House of Representatives - www.flhouse.gov What you’ll find: Representative contact information Committee information Legislative Bill information
The Florida Senate - www.flsenate.gov What you’ll find: Senator contact information Committee information Legislative Bill information
How to Meet with Legislators, Cont. Contact your Legislator - Draft Message Subject: Request for Meeting - APA Florida Good morning Representative [Last Name], My name is [Your Full Name], and I am a certified planner residing in your districtas well as a member of the Florida Chapter of the American Planning Association. I would appreciate the opportunity to meet with you at your earliest convenience to introduce myself, share more about the work of APA Florida, and discuss the impacts of [Bill Name, Ex. SB 180] from last session in our community. Please let me know if you would be available for a brief meeting in the district. Thank you for your time and consideration. [Your Full Name]
DO’s + DONT’S: Committee Speaking Edition
DO
DON’T
Fill out official committee appearance card before speaking Be prepared Thank the Committee Chair at the beginning Acknowledge and thank the bill sponsor Briefly introduce yourself and where you’re from
Talk over the Committee Chair Interrupt committee members Be confrontational or adversarial
DO’s + DONT’S: Committee Speaking Edition, Cont.
DO Speak in friendly and conversational manner Share personal stories and experiences Have a clear message Be concise and brief Be respectful of allied health care professionals Make eye contact and speak to all committee members
DON’T Overemphasize your education or training Act like the smartest one in the room Discuss too many different points
DO’s + DONT’S: Committee Speaking Edition, Cont.
DO
DON’T
Restate your testimony of support or opposition to the bill at the end If legisltors have questions, speak through Committee Chair Respecfully answer each question Be flexible and prepare to adjust remarks based on allotted time Be respectful of allied health care professionals
Talk only in acronyms or medical jargon Belittle other health care professionals Repeat testimony that has already been given
DO’s + DONT’S: Committee Speaking Edition, Cont.
DO Make eye contact and speak to all committee members Restate your testimony of support or opposition to the bill at the end If legisltors have questions, speak through Committee Chair Respecfully answer each question Be flexible and prepare to adjust remarks based on allotted time
DON’T Give incorrect information Answer questions with guesses Talk over your allocated amount of time
Outline for Legislative Testimony Good morning/afternoon Chair _ and members of the committee. Introduction Who are you Who you represent + where from Share if in support or opposition of the bill Statement of the Issue Does something need to be changed? Who will be effected + how will they be effected? What will be the cost of change vs. cost of status quo? Share personal experience Present Solution What do you recommend? If opposed, what is your solution to the issue? Conclusion Restate the issue Restate your preferred solution Ask for their support or opposition
Tips: Stakeholder Conversation - Before the Conversation Work with your communications team to understand: Stakeholder conversation style + views previously expressed on topic Current scenario + likely questions Other sources the stakeholder has talked to Interview setting - trade conference, council meeting, evening event/diner
Know your story: Tailor 3 key messages to resonate with target audience Gather supporting proof points, facts, examples, data Prepare bridges + flags to help avoid pitfalls + deliver your story Practice via Q+A role playing
Video calls - Test camera + microphone Use the video call app’s video + audio testing feature to do a test call Center the camera just above eye level Lighting - light source centered + just above eye level, avoid shadows Audio - turn up speaker volume, but mute phone and desktop alerts
Video calls - Create a pleasing visual background Choose a quiet space with lockable door + ask not to be interrupted Remove anything distracting or highly reflective Decorate background to be aligned with your brand, but avoid clutter Avoid digital backgrounds that are distracting or feature moving elements
More Video Call Tips 5 Ways to Look Your Best on Your Next Zoom Meeting
6 Tips for Looking Great in a Zoom Meeting
How to Look Better on Zoom
Tips: Stakeholder Conversation - During Interview Stay in control Reply to each question with key messages, succinctly, repeat again and again Don’t depend on the stakeholder to ask “good” questions
Avoid Pitfalls Don’t take challenging questions personally or defensively Don’t accept built-in assumptions - reframe the question, then answer Don’t repeat negative phrases or language in your answers Don’t let inacurrate or misleading statements go uncorrected Never say, “No comment.” Explain your lack of answer then bridge to a key message Never lie, misrepresent, or speculate. Say, “I don’t know, but what I can tell you is...”
Bridge from tough Q’s to positive A’s Reply with a short answer then bridge to your key messages/story - Q-A-M! Flag or call attention to your most important messages/quotes Sprinkle in proof points, data, statistics to support key messages
Remember You are always on the record, stay on message Project positive energy and enthusiasm - smile! Tell your story with confidence and no apologies Repeat your key message and quotes again and again Be yourself, be authentic
More Video Call Tips, Pt. 2 Join early - join the video call 5-10 minutes early Dress appropriately - avoid distracting clothing or flashy, noisy jewelry Microphone - avoid tapping, clicking pens, press mute if you cough Facial gestures - SMILE but avoid negative expressions like eye rolls Energy level - Appearing on screen flattens you - increase energy level in volume, vary tone, and use appropriate facial and hand gestures to compensate
THANK YOU Stay in touch!
407-242-9994 joel@jcs-communications.com