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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.