GRRL - Delivering the Message

Whether you do it in person, by phone or by letter, communication is the key to being an effective advocate. An advocacy campaign will likely use all of the following methods.

Personal visits

Face-to-face discussion is the most effective means of communication. It is essential to establishing a solid working relationship if you and the city manager, mayor, county commissioner or legislator do not already know each other – and it provides a useful reminder of your existence if you are already acquainted. Schedule a meeting when the governing body is not in session – before pressure builds up. Legislators usually have a district office, or even better, invite them to your library! Visits on the local level will often be more convenient or more productive than in Washington or St. Paul. Members of Congress or the State Legislature return to their districts periodically during recesses, on weekends and between sessions. Check with the district offices for a schedule.

Constituents are always welcome, but be sure to make an appointment. Use the district offices to make local or Capitol appointments and get to know the secretaries, administrative assistants and other staff. Call the day ahead to confirm your appointment. Keep your delegation (library board member, librarian, Friend or other supporter) small enough (3 or 4) for an easy exchange of views. Leave your business card and any background materials, and follow up with a written thank-you and any additional information requested. Volunteer to help them with their informational needs. How can you help that elected official?

The most important thing in an initial visit is to begin building a base for an enduring relationship. Set three basic goals:

Make sure they know who you are and what your library does for their community.
Find out which staff members handle library issues and who will be your on-going contact.
Convey your interest in their work, and let them know what you want from them on a specific issue or issues.

Telephone calls

Once you have established a relationship, telephone calls are appropriate and easy. Regular contact with staff is possible and desirable. Keep direct calls to the legislator to a minimum. Gauge how far to push by the reactions you receive. Remember, it is more difficult for a legislator to temporize in a conversation than by letter.

When to call:

To ask support before a hearing or floor vote
To ask for help with legislative colleagues
To convey urgent local concerns

Letters

Letters are the fuel that powers any legislative vehicle. Letters are most effective when used in conjunction with other personal contact. They elicit responses. They represent votes. Each letter writer is deemed to represent several like-minded, if less highly motivated constituents.

Letters may be formal or informal, typewritten or handwritten. They should be composed by you, giving good reasons for your position and giving the legislator reasons to support it. If you are concerned about a particular bill, cite it by number, sponsor, and its title or subject. The address should read The Honorable_____________and the salutation should be Dear Senator or Representative___________________.

Telegrams, mailgrams, electronic mail or fax

These are fast, easy ways to communicate with policy makers when the need for action is critical. Use Western Union’s nationwide toll-free telephone number: 800-325-6000. Low rates are available. Limit your use of faxes to short, urgent messages and late-breaking information—don’t jam the machine.

You can also send messages to Congress or the State Legislature electronically via e-mail. Use e-mail to inform your legislator of special library activities and to voice your views. Unfortunately, not all legislative offices use e-mail regularly; follow up with a letter. If you get a response by e-mail, make a note of it and be sure to use this form of communication more frequently.

The media

Send a message through the media. Legislators monitor their hometown media closely. Letters to the editor and editorials supporting libraries, rallies and other events that get news coverage are likely to be noticed by the legislator and his/her staff. Be your own clipping service and send copies along with a note. When writing or speaking with the media, it is best not to mention a specific legislator in a negative or derogatory manner. Be diplomatic and nonspecific. If a legislator has been helpful, however, please compliment or praise that individual.

Tips for Talking with Legislators

Don’t assume elected officials know everything you know about libraries. Tell them what they need to know. Help them to understand that libraries are an investment, not an expense. Use facts and figures, but don’t overwhelm them with statistics. Tell real stories and real people—especially real people and examples from the legislator’s hometown or district.

Educate and inform. Help them see what libraries mean to their constituents. Invite them to come for a visit to see how libraries have changed and grown –the variety of services, the technology, and the practical advances made by libraries. Point out the indirect benefits of library funding in providing a safe place, community pride and services for special populations, such as people with disabilities and the elderly. Add your legislator to your newspaper mailing list.
Make friends where you find them. Keep an open mind. Never overlook a supporter who seems to be out of power, because tomorrow everything could change. Find out everything you can about newly elected officials and any connections they may have to libraries – a spouse or family member who is or has been a librarian, their involvement with their local library, or assistance they have received from a library. Try the other way around, too—identify a community with a particularly active or innovative library. Pinpoint the library on a map of the legislative district and make sure the legislator who represents that district knows about it. Individuals in Congress or the State Legislature have made the difference many times for libraries in the past and will again in the future.
Get others to help deliver the message. Getting others to deliver your message can be an important strategy. Consider the following list of individuals and groups that legislators might listen to: library trustees, friends and patrons; financial donors and backers; electronic media and the press; colleagues and other office holders; community leaders; family, personal friends; staff; coalitions of organizations; educational and cultural groups; and business groups, chambers of commerce.

The Legislative Visit: Tips for Success

The key to success is preparation. To be effective you must present a clear, focused message, one that addresses the needs or concerns of a particular lawmaker at a particular time. Remember, the most important person to any elected official is one from his/her own district who votes and cares enough to speak out about a particular issue.

What you should know

Know your legislator. Which party does he/she belong to? What are some key characteristics of the district he/she represents? What is his/her voting record?
Know when is the best time to schedule visits. Timing is everything. All legislative bodies have their own legislative cycle. Make a point of knowing when the legislature meets, when key committee hearings are held, when bills are marked up, when debate is scheduled on issues affecting libraries, when the legislator or staff will be most attentive to your message, and when recesses occur. Time your visit accordingly. On the national level, the American Library Association’s Washington Office (800-941-8478) can provide the legislative schedule for Congress. On the state level, contact the Deputy Director for GRRL for the legislative schedule.
Know whom to bring. Recruit a group of advocates representing the legislator’s home district. Be sure to include trustees, Friends, patrons and other supporters such as board of education members and business people. Unlike library staff, they will not be perceived as acting in their own self-interest.
Know how to make your case. Make sure everyone understands and agrees on ground rules before the visit. Choose a spokesperson who will lead the discussion, cover all the main points, and steer runaway conversations back to the point. Not every member of the group needs to speak to make a contribution. Expect to be asked tough questions and prepare answers in advance (see tips for handling tough questions later in this document).
Know why you are there. Have a clear agenda. Tell the legislator what specific legislation you want him or her to support. Legislators can’t keep track of all pending legislation and when it is scheduled. Make it easy for them to help you.
Know what you don’t know. Practice your presentation with at least one person who is unfamiliar with your issues. They may point out inconsistencies or ask questions about things you’ve overlooked. This gives you an opportunity to edit your message and answers before the legislative visit.
Know what to bring. Bring your key statement, fact sheets and other materials that support your position. Keep paper to a minimum—a one-page statement is best.

Talking the talk

Having a clear, focused message is critical to your success. Make sure that everyone in your legislative delegation supports the message.

Be clear. Deliver your key message in 50 words or less – “We’re here today to urge you to vote in favor of House Bill 953. We believe its passage is critical if all children are to learn the technology skills they need.”
Be specific. Have facts and figures handy, especially on libraries in the legislator’s district. Be prepared to give examples of how his/her constituents do/will benefit. This will demonstrate your credibility to the legislator or staff and add to your self-confidence. Keep this information on pages in a tabbed binder for quick reference.
Personalize the presentation. Illustrate your points with examples of local library programs that address specific needs in your community. Share a personal story about how you and your family have benefited from the library. Tell how people in your community are finding jobs and getting health information because of technological innovations. Legislators may be against spending in general, but will respond to particular programs.
Keep your presentation brief. Resist the temptation to tell the legislator everything you know. Be prepared to answer questions. Have back up points ready in case there is more time.
Know your priorities. Choose four or five points that are most important. Begin with the highest priority, in case the meeting is interrupted.
Put it in writing. Bring an outline of your presentation and leave it with the legislator/staff. Attach your card and write the date and purpose of your visit on the back.
Put it in context. Connect your message to other important issues—literacy training, crime prevention, a technologically skilled work force. Use this opportunity to position libraries as a broad-based community resource.

Rules for successful visits

Be on time. Legislator’s schedules are hectic. Appointments are scheduled at frequent intervals—as often as every quarter of an hour. If you miss your window, you will not only lose the chance to talk, but send the wrong message.
Be a constituent. Introduce yourself and identify your hometown. If you bring a group, wear nametags. Bring a representative or carry a personal message about the library in the legislator’s hometown or community.
Look the part. It may be a long day of visits and you need to be alert and look fresh for each one. Dress comfortably and professionally.
Be positive. Choose representatives who genuinely value the political process. Most legislators and staff are hardworking, whether or not they agree with you on the issues. Don’t convey negative attitudes about politics or politicians.
Stay focused. It is easy to chat about mutual acquaintances, your trip to Washington or St. Paul, or the weather, and find your time has suddenly disappeared. Don’t allow yourself to be distracted. On the other hand, if a legislator shows a real interest in a articular issue, don’t cut him/her off just to make it through your list.
Remain calm-- no matter what. Don’t let yourself be put on the defensive. If a legislator asks difficult questions about an issue such as freedom of information in libraries, try saying, “This is an important issue—could I quickly run through the rest of these points and then come back to this so that we can discuss it more fully? We’d like to get your point of view.” Most legislators will accept this approach. If he or she insists on proceeding repeat your message, and encourage the legislator or staff to read the written materials you brought. Be positive, diplomatic and understanding of his or her point of view.
Don’t get discouraged. If the legislator is called away and a staff member takes over he meeting, use the opportunity to become better acquainted. Staff members often have considerable influence. They often write public statements and participate in formulating the legislator’s policy positions. A staff member can be your ambassador, too.
Know when to stop. Keep your presentation to the point. Be polite and persistent, but don’t overstay your welcome.
Be appreciative. Express your thanks for past support, as well as asking for help with current issues.

Feedback and follow up

Say thank you. Write a thank you letter as soon as you return home. Include a personal memory about the meeting and enclose additional information to drive homeour point.
Share information. Report on the visit to GRRL and other library advocates to share information and learn from each other. Remember to send MLA a note of your visit and any valuable information that you learn.
Remain informed. Check out the MLA web site. The association posts and regularly updates information of interest to the library community—such as bill number, sponsor, description, status, and MLA’s position.
Stay in touch. Look for ways to keep in touch with individual legislators. Keep writing letters. Inform them about developments at your local library.

Tips for handling tough questions

It is important to remain calm and in control at all times if you are to be a credible spokesperson with legislators, other public officials, reporters or public audiences. In general it is best to keep your answers simple, positive and to the point. More tips:

Practice. You can anticipate most questions. Role-play your answers to “tough” questions with a colleague. Don’t try to memorize answers but focus on developing a technique that will allow you to be comfortable and confident, no matter what the question.
Listen. Make sure you hear the question that is being asked. Respect the questioner.
Pause. Think about your answer. This isn’t being hesitant. It shows that you are taking the question seriously.
Don’t be defensive. Stay upbeat, positive—“Libraries are vital to democracy. We are very proud of the service our library provides.” If someone makes a false statement, respectfully but firmly respond: “That is absolutely incorrect. The truth is the vast majority of parents find the library an extremely friendly, safe place for their children. We receive many more compliments from parents than we do complaints.
Be direct. Respond to the question that is asked, but focus your answer on the message that you want to deliver.
Remember, a long answer is not necessarily a better answer. Try to answer in three sentences. If a legislator asks, “Well, what should I cut to fund libraries?” don’t make a recommendation. Simple say, “That’s your decision, not mine. And I appreciate how difficult that is.”
Do not repeat negative words. Keep your answers positive and to the point.
Respond honestly. If you don’t know the answer, don’t be afraid to say so. Say you will get more information and get back to the legislator or his/her staff.
Remember, libraries are family oriented public institutions charged with making a broad selection of materials available to everyone, including teenagers and children. Most public libraries have special areas for children and teens with materials that appeal to various ages and interests. Libraries also offer summer reading programs and other special programs for young people. Programs such as these help kids learn to enjoy libraries and use them for their information and entertainment needs.

Sample Questions and Answers

You may not be asked these exact questions, but they cover the types of topics and concerns you can expect. The answers are only examples of how you might respond. Your own answers should reflect your own experiences and draw on local examples. Practicing these techniques and examples will help you stick to your message and feel comfortable when presenting it to legislators.

Keep it simple and avoid jargon.
Question:
Are people really using the Internet at the library? What are they using it for?

Answer:
Our library is connected to the state job information network and dozens of people use it everyday to match their skills with job openings.

We offer training classes on how to use the Internet and we always have more people sign up than we can handle. High school students use the Internet at the library to find out about colleges and how to apply for financial aid. In rural areas, the Internet is a particularly rich resource. It provides access to the world and enables even the smallest library to be part of that rich resource. These are just a few examples of how our library is helping people prepare for the future.

Question:
How can children be protected from inappropriate material on the Internet?

Answer:
The best way is for parents to guide their children’s use of the library and other resources. We encourage parents to come to the library and explore cyber-space with their children. The Internet offers many fascinating opportunities for fun and learning that parents and children can enjoy together. It’s important for parents to guide their children’s Internet use the same way they supervise their children’s reading and television viewing.

Question:
Why do we need libraries when everyone can get all the information they need from computers in their offices and homes?

Answer:
Electronic information represents only a fraction of what is available in print. The Web can be a wonderful and immediate source of information. But its immediacy inherently makes it a less stable and less constant resource than printed materials. It is also very costly. Due to this high cost, libraries are even more essential as shared resources, delivering information in both print and electronic formats. Also, there are many Americans who do not have access to a computer, either because they can’t afford one or don’t know how to use one. Without libraries, we will increasingly become a nation of the information-rich and the information-poor. Libraries not only offer access to computer equipment to all individuals, but also provide the services of expert information navigators—librarians. Having a world of information at your fingertips is only beneficial when the appropriate information can be located swiftly and efficiently. Librarians are trained professionals who can help you locate information quickly and easily.

Question:
Tax dollars support the library. Why shouldn’t we be able to control what our kids are exposed to?

Answer:
You can control what your children are exposed to simply by going with them to visit the library or supervising what they bring home. The library has the responsibility to serve all taxpayers, including those you may not agree with—or those who may not agree with you. We believe parents know what’s best for their children, and it is each parent’s responsibility to supervise his or her child.

Question:
What can parents do to protect their children from materials they consider dangerous?

Answer:
Visit the library with your children. If that’s not possible, ask to see material that your children bring home. Set aside a special shelf for library materials. If there are materials on it you don’t approve of, talk with your children about why you would prefer they not read or view them. Most libraries provide suggested reading lists for various ages.

And librarians are always glad to advise children and parents on selecting materials we think they would enjoy and find helpful.

Winning Library Champions

Don’t stop once you’ve established contact with a legislator or other local official. This is a marathon, not a sprint. Turning legislators and public officials into library champions takes more than a single visit. Take time to develop a relationship—one based on trust, respect and positive feelings. Most legislators welcome opportunities to meet and get to know the people they represent. They also like to look good in the eyes of their constituents. Anything you do to help will be appreciated—and remembered.

What you can do

Recognize officials for their contributions by presenting them with a special award from the library board or Friends of the Library. Send a photo to the local newspaper. Also post it on the library bulletin board or Web page.
Provide them with photo opportunities. Invite them to read stories to children at your library. Publish the photos in your newsletter and alert the local news media about the event.
Invite legislators to hold meetings or a “constituent hour” in the local library.
Stage a demonstration of new information technology at the library so officials can see how their constituents are benefiting—or, what they are missing.
Invite legislators to speak at a library dedication or anniversary, National Library Week open house, and other special events.
Meet with state and federal legislators in their district offices, as well as at the Capitol. Take every opportunity to let them know about library issues.
Get to know legislative staff members, especially those with responsibilities for committees that focus on library issues and funding.

Stop by to say hello or leave a message when are in the area, even if you don’t have an official appointment.