Greatest Hits Vol IIIThe

Communications Process

The Communications Process

Ever wondered why your legislators voted the wrong way on an important bill? •This is where you, the constituent, can make a difference! Legislators listen to the folks they represent back home. •By nurturing relationships with legislators, staying in close contact and educating them, you as hospital leaders can be sure they make an informed vote.

The Communications Process

Use these steps as a guideline to make communicating with your legislators successful:

•Personal Visit •Phone Call •Write a Letter •Conduct a Hospital Tour

The Communications Process

Personal VisitThis is one of the most important and influential methods of communicating with public officials. Going to their office gives a sense of added weight and commitment to your issue.

The Communications Process

Personal Visit• Schedule an appointment, if possible, rather than just

dropping by.• When making the appointment, let the scheduler know

you are a constituent.• Clearly state why you are there and stick to the issue.• Leave behind written materials that support your

position.• If the official is unavailable you can rely on staff as a

“second resort”; they are heavily relied upon to provide information.

The Communications Process

Communicate by Telephone

This is a very important and influential method of communicating with public officials.

*Telephone calls are especially effective when time is of the essence and urgent contact is needed.

The Communications Process

Communicate by Telephone• Clearly identify yourself, give your name and

telephone number and tell them you are a constituent.

• Concisely state the issue and appropriate bill number if applicable that you wish to discuss.

• It is okay to leave a message with staff if a legislator is not available.

The Communications Process

Send a Letter that Gets NoticedWhether these are done as the sole method of contact or simply as follow-up, letters are of critical importance. Letters from constituents that are well-written and briefly explain the issue along with the probable impact have added value of being kept in the official’s files for future reference. * Due to the anthrax situation in 2003, all mail going to the U.S. Capitol should be faxed directly to members of the Congressional delegation.

The Communications Process

Send a Letter than gets noticed• Be certain the name and address are correct and

always be sure to include your contact information, including a telephone number.

• Avoid the appearance of form letters. Express yourself in your own words.

• If supporting data/details are helpful, present them as a “fact sheet” separate from the body of your letter. The fact sheet should be one sheet with bullet points.

The Communication Process

Demonstration Personal Visit Phone Letter Email TV ad Newspaper ad Editorial Website