ADVOCACY SKILLS TRAINING ANNUAL CONFERENCE

November 2014

DELIVERING YOUR MESSAGE IN PERSON:

THE NUTS AND BOLTS OF MEETING WITH A KEY DECISION MAKER

Strategy Chart

Three Parts to Delivery

1. Arrange and prepare for the meeting 2. Conduct the meeting 3. Follow up

Arranging & Preparing

Determine the appropriate person to meet with.

www.votesmart.org

Keep in Mind

Secondary decision maker as back-up

Arranging & Preparing: Meeting

Scheduled

• Better chance of undivided attention

• Respectful of their time

• More weight

On the Fly

• Might be your only opportunity

• Be flexible

• Make an impression

Arranging & Preparing: Contacting

• State senator • Call or email legislative assistant

• Congress • Contact legislative staffer or scheduler

• Administrator • Call directly

Arranging & Preparing: Tips

• Include information with your meeting request.

• If you don’t hear back, follow-up!

• Be on time.

• Prepare to meet anywhere – be adaptable!

Arranging & Preparing: Who Will Join

• Consumers • Ombudsmen • Family members • Family council • Resident council

Arranging & Preparing

Reviewing Your Message: Tips

• Don’t expect more than 30 minutes.

• Be prepared to shorten to 5 minutes.

• Assign speaking roles – create an agenda.

Leave Behind Kit

• Factsheet/Issue brief • Pertinent data • Folder • Business card

Example Business Card

Part II

Conducting the Meeting: Intro

Conducting the Meeting

Thank your audience and make an opening statement.

• Start with something positive.

• Indicate the issue.

• Make the ask.

Conducting the Meeting

Follow your agenda and

When Caught Off Guard

If you’re asked a question and you don’t know the answer –

Follow up

•If you forget to mention a key point –

Follow up

•If you run out of time –

Follow up

Conducting the Meeting: Tips

•Keep your cool.

•Don’t get overheated.

•Remain focused and calm throughout the meeting.

The Ask

• Don’t forget to make your “ask”.

• Listen for a “yes”.

• Clarify.

The Wrap-up

• Ask how you should follow up.

• Leave materials and contact information.

• Thank them again for their time.

Questions

Group Work

After the Meeting

Write a thank you note

• Key points

• Commitments

• Follow up

Follow Up: Again

Periodically following up keeps you and your issue fresh in your audience’s mind.