Some class members may remember the following 1987 lyrics sung by Reba McEntire. 

Well back in 1876 an ol' boy named Bell
Invented a contraption that we know so well
By the 1950's they're in everybodys home
It's a crazy little thing they call a telephone
Now there's one in every corner,in the back of every bar
You can get one in your briefcase,on a plane or in your car

Chorus: Why haven’t I heard from you…..

Well there's no problem gettin to me baby you can dial direct
I got call forward and call waitin' you can even call collect
the service man he told me that my phone was workin' fine
And I have come to the conclusion trouble isn't with my line
I'm sure the operator will be glad to put you through
So dial zero for assistance if this all confuses you

 Click here to see and hear Reba belt out this tune.  

Technology has come a long way in the past 20 years and now Reba would have to add several new lines to her song just to cover all the potential means of contact: FAX, text, email, Twitter, Facebook, et al.  I just wish I could still dial zero for assistance because it does all confuse me. 

While the verses of the song are clever and fun, I find the chorus line rings especially true when visiting elected officials or their staff members for the first time during what I perceive as a crisis situation.  Currently, I am advocating for several clients on budgetary issues. I recently took an esteemed scientist to visit a high level staff member in the PA Senate.  At the end of the discussion, the gentleman closed the thick budget book, removed his small round wire-rimmed glasses, folded his arms, looked me in the eye and said, “Why haven’t you folks in agriculture told your story before now?”.  Certainly, this marked a defining moment in my public affairs career.

This lesson will assist you in effectively communicating with policy makers.

Use proper “advocacy etiquette” referenced from the text’s 30 Laws of Lobbying when communicating with policy makers. 

Maintain a policy makers’ contact list.

Identify key individuals of influence and determine how you can best assist them before you even consider asking for help with any advocacy efforts. 

Develop a policy maker communication plan.

Take the pretest for this lesson to see what you know about communicating with your policy maker.

  Read chapter 8 in the text.  Pay particular attention to the 30 Laws of Lobbying and the "CHATS" method.

Interviews found at this link support the course in general as much as one particular lesson.  Each segment lasts 15 – 20 minutes.

           a.  This week, please listen first to the fifteen minute interview with my executive assistant Debbie Chappell.  Then view the attachment she developed to help our Winery clients connect with their elected officials. 

           b.  Versant Strategies partners with a larger firm Triad Strategies.  Triad’s communication division is headed by Tony May.  Tony brings a wealth of experience to public affairs.  Click on Tony’s interview to get a broad-based perspective on the importance of marrying communications and government relations.

           c.  Ever find yourself or your workplace in a bind and need a communications plan stat?  The next interview could help.  No one controls a crisis like my colleague Rick Kelly. I have witnessed Rick preparing an agricultural client for a talk radio show and he was superb.  I hope you never need to communicate to your policy maker or anyone else from a crisis perspective.  But just in case, consider Rick’s comments.

Short concise one pagers can help carry your message quickly when speaking with staff members.  See the attachment for a one pager the PA Winery Associations used this year to request funding for marketing.

Our firm participated in a press event to communicate with policy makers the importance of not levying additional tobacco taxes.  Our role was to assist with the producers.  See a newspaper article and news clip that resulted.  Note:  Chuck Ardo, the Governor’s Press Secretary, is a close friend.  Chuck and I had to agree to disagree, although I did offer to have some of our farmers stand behind him during his comments.  How did the farmers fare?

Maybe you might be interested in a federal political appointment.  Check out the Plum Book for potential posts or contact information for administration policy makers.

Do an Internet search using the phase “Communicating with Policy Makers”.   Read at least three of the surfaced links.  Hint:  I even located an Extension publication addressing the issue.

Summary

Communicating with policy makers takes continual planning and ultimate execution of those plans.  Versant Strategies attempts to look for a variety of means to positively and proactively communicate client concerns.  That said, the first step is always establishing good relationships with policy makers.  Versant hopes to be known for rapid response in correspondence, a “How can I help?” approach, and timely follow-up expressing our appreciation.  As you complete the assignments, you will be formulating an annual communication plan to use with policy makers.  Perhaps you might want to invite elected officials to host a press event marking National Ag Day at your school, office or farm.  Maybe you could offer your facility for a town hall meeting?  Certainly you would want to schedule visits in the district offices to express thanks and lend your expertise.  Much of the lesson may seem to offer common sense suggestions, but many times we forget these practical approaches and how effective they can be.  Hopefully, your policy maker will never ask, “Why haven’t I heard from you?’.

• What is a prothonotary?

  Is a prothonotary a bird or an elected office?  In Pennsylvania, it is both.  Click on the links below to learn more about the word’s root meaning, the office’s responsibilities, and the bird! 
  http://en.wikipedia.org/wiki/Prothonotary
  

  http://en.wikipedia.org/wiki/Prothonotary_Warbler
  

  http://www.york-county.org/departments/courts/proth.htm

There are two comprehensive assignments for this week.  The work may be time consuming, but builds on previous lessons.  They are meant to be useful.

Construct a comprehensive contact list of your local, state, and federal elected policy makers (Think of every office on your ballot including such slots as tax collector.).  Use the district offices for the state and federal officials as these may be the best place to establish a relationship.)  Note key staff and those charged with agricultural or education concerns.  Also list the term of each position and when re-election may occur.  Now add individuals in governmental agencies such as conservation districts, departments of agriculture and education to the list in like form. 

Develop a timeline of activities to communicate with policy makers.  Use your judgment to whom, how, and how often you communicate.  Remember to begin with establishing a relationship and offering assistance.   

Send to me at mbaker@versantstrategies.net by July 3, 2009.