WISCONSIN ARTS BOARD

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Steps Towards Effective
Communication with Legislative Offices

A basic principle of advocacy is that the best communication with your elected policy makers requires an ongoing process. It is not just something you dust off and put into operation to handle a crisis. Below are four steps that can be used to build a stronger information program.

1. Get to know your representative and senator and their key aides. It is easier to approach your legislators or their aides if you have already established a relationship with them.
2. Make use of your legislator’s local office. Staff members are there to listen and ascertain the needs and opinions of the legislator’s constituents. You will want to be sure that they are aware of the positive, important role that the arts fulfill in their own district. It is helpful to use specific examples.
3. Invite your legislator and his/her staff to attend a local event. In this way, you can educate them about the value of the arts in their district, as well as cultivate understanding of the needs of their local community.
4. Familiarize yourself with the legislative process. Your representative or senator can send you a publication which will help to answer questions you may have about the legislative process.

Arts advocates from around the state are encouraged to schedule personal meetings with legislators to talk about the importance of supporting the arts in Wisconsin and to thank them for their past support. The following three sections provide tips to prepare you for those meetings. Some ideas may seem obvious, but others you may not have thought of.

Tips for Phone Calls

1. Ask to speak to the aide handling the arts if the legislator is not available. They have the representative/senator’s ear and are often more knowledgeable about the details of the issue you are calling about.
2. Know what you want to say. It is a good idea to have notes or other information in front of you, as this will help you to be brief and to the point.

Visiting Your Legislator’s Office

Perhaps the most effective way of getting your views across to your legislator is through a personal visit. Legislators are usually glad to meet with constituents, but you should call ahead for an appointment. You could visit with him/her either in Madison or in their own district.

1. Be on time. Most legislators have tight schedules, so if you are late you will most likely be off to a bad start. You may even forfeit your appointment.
2. Be brief. Outline your request and the rationale that supports the position you wish your legislator to take. Don’t prolong the visit or overstay your welcome unless your legislator makes that initiative.
3. Follow up with a letter. Thank him/her for taking the time to meet with you and listening to your arguments on your position.
4. If your legislator is not available, meet with an aide. Aides play an important role in the legislative process and by getting them to understand your position you will stand a better chance with the legislator.

For those of you who are unable to visit in person and/or wish to communicate by other means, we suggest writing to your legislators.

Writing to Your Legislator

A key factor for a legislator’s decision on an issue often relates to the importance that his or her constituents place on the issue. Every member, especially those on the Joint Committee on Finance, must be aware of specific examples of how funding of the arts has affected their home district. Make sure your legislators witness your successes first-hand.

1. Use the correct address. You can write to your representative and senator at the following addresses:

   For representatives:
   The Honorable (Name)
   State Capitol
   PO Box 8952 (Representatives with last names beginning A - L)
   PO Box 8953 (Representatives from Mc - Z)
   Madison, WI 53708

   For senators:
   The Honorable (Name)
   State Capitol
   PO Box 7882
   Madison, WI 53707

2. Be legible. Type your letter, or write clearly. Be sure to include your return address on the letter (envelopes can get tossed away).
3. Use your own words and your own stationery. Legislators feel that personal letters, rather than form letters, show a greater personal commitment on the part of the writer and consequently carry greater weight.
4. Clearly identify the bill or issue by the bill number, common title, etc.
5. Focus – don’t write about a laundry list of issues. If your request is to receive the individual attention you think it deserves, then focus on it in your letter. Otherwise it may get lost in the crowd of other issues.
6. Be brief. A letter that is concise and to the point is more likely to be read and remembered than one that rambles.
7. Be specific. Your letter should be long enough to explain why you are writing. Share your knowledge of the program/issues with him/her. Since legislators can’t be experts on all issues, they welcome such information, especially as it relates to their districts.
8. Know your facts: it is important to be accurate and honest in your letter. You can seriously hurt your credibility by inaccurate or misleading information.
9. Don’t threaten! You will only alienate your legislator and cause bad feelings that may hurt your cause.
10. Ask your legislator to state his or her position on the issue; as a constituent you have a right to know.
11. Contact your legislator while there is still time for him/her to consider and act on your request. Since timing can be crucial, it is critical that you act as soon as possible. Be aware that the legislature may move incredibly quickly and with little notice.
12. Be persistent. Don’t be satisfied with letters that give a status report on the bill, promise to “keep your views in mind,” or otherwise skirt the issue. Without being rude, write back and ask for a more specific response.
13. Finally, remember to say thank you. This is an important part of effective communication and one that we all too often forget. Like everyone else, legislators appreciate a pat on the back. If your legislator did not support your position, however, explain to him/her why you think they should have decided differently—it might make a difference next time.

To find out which legislator represents your district, his or her committee assignments or other such details, check out the Wisconsin Legislature website.

 

Updated: February 20, 2009