The Five C’s of an Effective Policymaker Meeting

There is an old saying that “if you are not at the table, you are on the menu.” This is true in life, but very true in politics. I come from a long line of unsung heroes who served as teachers and counselors. They put their heads down and got the work done, never seeking credit. While I always admired their dedication and aspired to be like them, I realized you do not often get noticed by policymakers this way. We need to use our voice. Our clients — those who are homeless, refugees, veterans, or children and animals — often do not have a voice and need us to speak for them. This means we have to work past our humility and speak up to help them get what they need. But how do we do that? Taking a seat at the proverbial table requires a little preparation.

Advocates often spend time quizzing themselves on specific policy positions for their meetings with policymakers (whether elected, appointed or on staff), but knowing policy specifics isn’t enough to influence a policymaker. You must also convey those positions effectively. Whether communicating to a policymaker or a donor, advocates must be strategic about how they influence others to their side. Meetings are not just information exchanges — they are also “relationship-building” sessions. Establishing these relationships enables your advocacy efforts to take root and make a difference for those you serve.

To that end, based on research and best practices, we have developed the Five C’s of an Effective Policymaker Meeting:

1. Compelling — Tell a story. Everyone responds to a story, and research has shown that stories increase message retention. Bringing clients and visual aids can help illustrate your point and make your story memorable. We have great blog posts with easy tools you can use to help you with your storytelling skills.
2. Clarity — Be focused and clear. Often, advocates, especially those who are experts, want to share everything they know in the first meeting. But this is not the time to impress your audience with the breadth of your knowledge. Be restrained in what you share — summarize the high points and strive for a two-way conversation. You want participants to be able to walk away understanding the issue and your ask.
3. Consistency — Do your homework on meeting participants. Policymakers like to be consistent, so connect to their interests, including past decisions or common interests. Plus, you will create a bond with them over your commonalities that will go a long way in working together.
4. Conversation — Allow for dialogue about the pros and cons of a policy issue. Creating an opportunity for a two-way conversation will cause policymakers to trust you more and allow for questions and clarifications, which lead to greater buy-in. This is called the “Ikea Effect” — a cognitive bias that helps explain why people place higher value on things they helped to build or create. You will get greater buy-in the more policymakers are involved in creating the solutions.
5. Close — End the meeting effectively by including a direct request. Never let an opportunity pass to ask for support — for dollars, for a tour or for policy change. And don’t forget to send a follow-up thank you note!

So, as you plan your meetings, remember to start small and build a solid foundation for a long-term, mutually beneficial relationship with policymakers. If you have any additional tips from your policymaker meetings, we would love to hear them!