Tips for Effective Advocacy

Like anything else, the more you know about how to be an advocate, the better you will be. But, again, if you can make a phone call, write a letter or e-mail you can be an advocate.

All you need are two things:

1. A few basic facts

   The single-most important thing an advocate needs to know is the subject. What is the substance of the legislation you are supporting or opposing? Why is it so important? What will happen if it passes? What will happen if it does not pass? How much will it cost?

   We will provide you with what you need to be informed about a cause. Whenever you have questions about legislation and how it will affect UofL, just contact a member of the UofL Advocates team. We're here to help!

2. Organization

   To be a great advocate, follow these simple rules: Be brief, clear, accurate, persuasive, timely, persistent and grateful. Thank your legislator for any votes on your issue and congratulate him for professional and personal achievements. These common-sense principles apply whether you are advocating by telephone, letter, in person or by e-mail.

   The only one that is sometimes difficult for the beginner is timing. Rely on the UofL Advocates staff to help you work this out. We can show you how the system works, such as what steps a municipal ordinance, state law or federal appropriation bill goes through from introduction to enactment and which committees will consider the legislation.

   Of course, never make threats or promises. Be persuasive, not argumentative or demanding.

Opposing viewpoints

Be aware that legislators will not always share your point of view. In fact, they may completely oppose your position and that of UofL. How you handle this situation may determine the legislators' willingness to meet with you or other UofL representatives in the future.

The following tips can help you work through opposing views:

• Thank the legislator. Express your gratitude to the legislator or staff member for listening to you and expressing her opinion.
• Agree to disagree. Respectfully refute your legislator's arguments and make a few strong points about your position.
• Be thought-provoking. Ask a few questions that will encourage the legislator to think about your position and help you better understand his.
• Do not insult the opposition. They probably believe in their position as sincerely as you believe in yours.

Know your legislator—Build a relationship

One of the most important tasks of advocacy is building personal relationships. Communication and effective follow-up is key to enhancing relationships with legislators and their staff.

You can keep the lines of communication open with your legislators by learning about their interests, backgrounds and record of support. Also, what positions do they hold in the legislature? Who is the chair of the committee that will consider your proposal? Who is the opposition's chief spokesperson?

Keep your name and that of the university in front of your legislators and staff by sending articles, clips and other information about issues of interest.

Invite your legislator to our alumni club meetings and other UofL events. Become active and visible in your community through volunteer work on community issues.

Effectively communicating with legislators and staff

Personal Visits

Face-to-face contact is the most effective means of communicating with legislators. Don't worry if you're a little nervous—that's only natural.

Start by making an appointment through the legislator's staff. Let them know what you want to discuss. Advocates staff will provide you with materials if necessary to assist the legislator in understanding your position. Always arrive a few minutes early.

You may bring a friend or colleague with you but just be sure he or she also understands the topic you are addressing. And, while two may be better than one, three or more is not better than two.

Again, be brief, state your case and leave after expressing your appreciation for his or her time. Plan to cover your topic in five minutes if possible, 10 minutes at the most. Do not linger unless your legislator chooses to prolong the meeting.

View the meeting as an exchange of thoughts and information. Present your case well and then listen carefully while your legislator states his point of view.

If presented with questions you cannot answer, admit it and say you will provide the answers later—and then do so! Do not bluff—it always shows. When you leave, hand your host any written summary of your position. Again, state exactly what you want your legislator to do and then thank her for her time.

Putting Pen to Paper

When communicating by letter, use personalized stationery and include the bill number (if appropriate), title and subject matter. Be concise—only one page is recommended—and use your own words. If necessary, obtain any information needed to support your case from the Advocates staff. When possible, use a personal touch by mentioning something unique to the legislator and your district, such as a recent event he or she participated in.

Don't use form letters. They are not as effective as a personal letter. However, if you are writing from a sample letter, you can change the wording or use your own words. Explain why you're writing in the first sentence, i.e. "Please support House Bill..." Ask the legislator to reply to your letter by confirming his support and stating his position on the issue. Forward a copy of your letter to the university's Advocates staff.

Be absolutely sure to spell your legislator's name correctly and double check the address. Mistakes make you less credible. Also, be sure to include your contact information in the letter.

Legislative assistants can carry your message

Do not be offended if you do not get to see a legislator. Even if you had a firm appointment, you may be referred to an assistant or intern. The demands on a legislator's time are unbelievable and often he or she cannot avoid last-minute schedule changes.

Never underestimate the importance of an aide. Treat him or her just as you would your legislator, not only as a matter of courtesy but because the aide is in a position to advance your cause.

Always say "Thank you"

After meeting in person or talking on the phone, send your legislator a thank you letter. Politely restate your position and thank her for her consideration. Always send a thank you note to your legislator when she has voted in favor of or supported an issue you for which you advocated.

The vast majority of all mail a legislator gets is either asking for favors, complaining about something the government has or has not done or blasting the legislator. A thank you letter really makes a lasting impression and further confirms your dedication to the cause.

Keep us informed

Report back to a UofL Advocates staff member. Whom did you see or talk with? What did you discuss? What was his or her position? Your report and those of other volunteers are indispensable to our future strategy.