Meeting Elected Officials

Canadians live in a society governed by people we elect to serve our interests, as well as those of the broader community. We expect our elected officials to be publicly accessible and accountable as they go about the business of government — enacting laws, creating public policy, and spending our tax dollars.

Successful politicians make a point of staying in close contact with the people who elect them and the issues voters think are important. One way of doing so is by regularly meeting with community representatives to discuss topics of interest. Politicians also keep careful track of the issues people call or write them about.

Who Should I Meet?

The politician we most need to influence is your Member of Provincial Parliament (MPP), since the provincial education funding formula is at the root of the space problem for most community groups. Your local mayor and other municipal politicians are likely allies. We’d also like to keep them informed and enlist their support for our efforts, where possible.

If you don’t know who your MPP is, you can call 416-326-1234 or visit: http://www.ontla.on.ca/ then click on ‘members’ to search by address or map. You can also consult the blue pages of your phone directory.

Setting Up a Meeting

The best way to set up a meeting with a politician is to phone their office and make a request for a meeting. Ask to speak to the person who schedules meetings. They will likely ask what you’d like to discuss, and who will be attending. Most provincial MPPs set aside each Friday to be home in their ridings to meet with members of the public. Other times can also be arranged. But, politicians tend to be busy people, so finding a mutually agreeable time can be a challenge, particularly if you are attempting to meet with a cabinet minister.

The Ontario Legislature recessed after Christmas, 2002 until March 17, 2003. After March 17 it may get busier and more difficult to get a date to meet. If a provincial election is called in the spring it may also be more difficult to get a meeting.

Once you have an appointment, it is a good idea to follow up with a brief letter or e-mail thanking the politician for taking the time to meet and confirming the date. This also provides an opportunity to include any materials relevant to the issue you’re going to meet about — recent newspaper clippings, correspondence, etc.

Preparing for the Meeting

Once you know how long the meeting will last, you can start planning your presentation. If more than one person is attending, ensure that each participant has a role. Assign someone the responsibility of keeping track of time and ensuring that everyone sticks to the planned agenda. Review the section ‘Presentation Tips – Dale Carnegie Training’ of this handbook for assistance with your preparation.

Do a little research about the person you are going to meet — what party do they belong to, what did they do before entering politics, what is their role (most MPPs or MPs will specialize in particular issues or have certain responsibilities). The government’s web site includes short biographies. Visit: http://www.ontla.on.ca/Members/biographies/index.htm

Bring along a document outlining your issue or other print materials that support your case that can be left for the politician at the end of the meeting.

If you have not previously met with a politician or are nervous, try rehearsing your presentation, or role-playing by having someone act the part of the politician while you run through your presentation.

The Meeting

Arrive a little early, so you aren’t rushed. But be prepared for possible delays in the meeting start time – political schedules are ever changing. After a round of introductions be prepared to make your presentation. Some politicians will sit and listen others will want to interrupt and ask questions. Be prepared to ‘roll with the punches’ and accommodate various styles of interaction. But always be alert to opportunities to bring the discussion back to your main issue or the next point on your agenda.

Keep your goal(s) in mind throughout the meeting — develop awareness about the issue and build a working relationship with the politician. You’re striving to win over a new ally or supporter. Recognize that achieving results you want may take time and may require a number of contacts.

As the meeting starts wrapping up, make sure someone takes advantage of the remaining time to quickly and concisely summarize or reiterate your most important point(s). End on a positive note, if possible, and thank the politician again for meeting.

Post-Meeting

Post-meeting follow up is another opportunity to reinforce your key message(s). Write a brief thank you note, part of which summarizes your issue. Such a letter can also serve as a way to provide the latest news about the issue, cover any points missed during the meeting, or to answer any question that required further research on your part. If the politician had agreed to do something for you, your correspondence can also serve as a gentle reminder.

Follow up by phone two to three weeks later and ask about the action taken as a result of the meeting.

If two or more of you went in to meet with the politician, hold a ‘debriefing’ session among yourselves immediately afterwards to share observations and to sharpen your case for the next encounter.

Tips and Pitfalls

¨            Be clear who you are and who you represent (politicians give more credence to constituents than to ‘agencies’ or funded groups even if they work in the area). If you represent an agency/volunteer group, spell out who you serve and represent from the community.

¨            Be clear what you want from the MPP and what you are recommending. Feel free to use SPACE key messages/recommendations if these work for you.

¨            Dress appropriately — it is a formal meeting.

¨            Start by introducing yourself and any other participant.

¨            If you requested the meeting, be prepared to drive the meeting.

¨            Be polite, focused, and business-like.

¨            If they like you, they’re more likely to support your cause.

¨            Stick to the issue and avoid being partisan — don’t mention who you voted for or your political affiliation.

¨            Try not to get upset or use threats like, “I’ll never vote for you”.

¨            If you’re asked a question and don’t know the answer, say so, but never guess at answers.

¨            The most important people in a politician’s office are often the staff. Take every opportunity to build a positive working relationship with them.

¨            Politicians love an audience, particularly of voters. Invite them to your group’s public events.

¨            Always follow up after the meeting, ongoing contact helps build your relationship and credibility.

¨            Politicians belong to political parties, and rarely step out of line or publicly oppose their own party. Recognize such limits.