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To emphasize the importance of federal investment in public transportation and support for a surface transportation authorization bill, APTA is holding its first “Capitol Hill Summit” during the 2011 Legislative Conference in Washington. The  summit’s purpose? To ensure that conference participants make every minute count during their visits to members of Congress and their staffs.
So what are the most efficient and effective ways to present their case?
Here are some tips and techniques to help with the campaign, culled from people who have significant longtime experience “in the trenches.”
Before Your Visit
* Do your homework. Before going to Capitol Hill, become familiar with the issues. You’ll reach maximum effectiveness if you are fluent not only with your agency’s situation, but also with what Congress can do to help find a solution. In other words, the more you know, the better off you’ll be. If the legislator asks a question to which you don’t know the answer, say “I will get back to you”—and do so, promptly. Study the legislator’s past record; identify any prior transit support.
* Concentrate on members of Congress from your home state. Legislative advocacy is most effective when done by constituents. Start with these representatives—regardless of their committee assignments—then, if you have time, meet with other decision-making members who do not depend on your vote.
* Anticipate questions—and prepare answers. Before you set foot in a Congressional office, take the time back home to prepare for the visit by thinking through your questions and answers, even rehearsing your approach with a colleague. Develop your message (talking points). Research the legislator’s past votes or statements on the issue, the position of the legislator’s party, and his or her committee assignments.
* Understand the legislator’s position. A member of Congress must deal with many competing interests and requests for funding and assistance. Even the best legislator has to balance these requests and determine which ones take precedence. Recognize these political realities when making a request.
* Politics is consumer-driven. A legislator needs to know the importance of your position to the real people who live in his or her district—and there’s no better way to bring the issue home than by sharing real-life examples of how public transit benefits people in your community and state. For example, describe how service improvements will allow a faster commute for constituents, or how additional station accessibility will make transit more available to more residents. Business members can stress the number of jobs this project will create in the district and state.
* Make sure you talk to the right person. Identify the staff member responsible for transportation issues before the visit—and make your appointment in advance. This way, you won’t waste your time, hoping the staffer sees you. Also, it is to your advantage to speak with the person most likely to have a background in your specific issue or project. In addition, always identify yourself at every contact and remind the person of your issue.
During the Visit
* Keep the visit brief and focused. Your visit to a Congressional office will be most effective if you speak simply yet specifically, saying: “This is who I am, this is what my organization needs, and these are the facts.” Most veteran advocates recommend staying no more than five minutes. At the start of the meeting, thank the legislator (or staffer) for his or her previous support. Bring concise, to-the-point materials to distribute in the office before you leave—nothing voluminous or hard to read. Think user-friendly, with limited text, charts, and graphs.
* Be specific. Simply expressing an opinion—such as: “Our transit agency needs more money”—won’t change anything. Instead, provide details of specific projects. Describe what you need, then listen to what they say they can provide.
* Be professional. Arrive promptly for your appointment, adding in enough time to clear security. Once you meet the member of Congress or staffer, be scrupulously honest and trustworthy and stay calm. Avoid criticizing others when making the case for your issue.
* Be aware of counter-arguments; be ready for what you don’t know. If you don’t know an answer, just admit that, and promise to find out the answer and provide it quickly.
* Remember that the process is a dialogue. Don’t do all the talking. Ask directly and politely for the policymaker’s views and position on the issue and what he or she plans to do. Do not let the policymaker or staffer distract you with other topics; gently steer the conversation back to your issue. Avoid responding to subjects that veer from your key points.
* Take nothing for granted. Never assume that a legislator supports or opposes a position strictly because of party affiliation. Look for common values and work to build a communications bridge. At the same time, members of Congress and his or her staff will treat you with courtesy and respect—even if they disagree with your position. Make sure you know the legislator’s views on the issue.
* Stay focused. Remain on point when making your presentation. Have a message and stick to it—and be as polite as possible. Remember, this is your field of expertise. Before leaving the office, always thank the legislator or staffer for his or her time.
* Be patient. Realize that building a relationship takes time. The goal is achieving consensus, which may take many more steps.
After the Visit
* Follow up. Be sure to send a thank-you note after your visit and offer to provide further assistance. Don’t be in touch only when you want something from your representatives, and remember to thank them additionally when they take a position you agree with.
* Keep the lines of communication open. Even if the representative does not agree with your cause, offer that individual the opportunity to communicate with you and hear your perspective. Make your contact with the legislator or staffer go beyond the actual visit: call, write letters, and e-mail.
Remember that each individual Hill visit you make is part of a comprehensive strategy. By working together, public transportation professionals can ensure that members of Congress know the necessity of federal transit funding for the nation’s continued economic and environmental success. |
