What Elected Officials Really Want to Hear

By Gail Perry and Cassie Rice

It’s a very tough time for federally funded organizations! Budgets are vanishing, yet community needs keep piling up.

You need your elected officials to understand how these changes are impacting your mission and your people. And, most of all, you need to know how to communicate with them effectively.

At the recent ICON conference, Gail Perry Group President and Founder Gail Perry and Chief Operating Officer Cassie Rice dug into what actually works when talking to elected officials. 

And after decades of working both sides of the political equation, they’ve learned that elected officials respond best when you clearly explain:

• How government policies affect your day-to-day service within their district 
• How many of their constituents you serve (translate: voters)
• How they can be the hero in this story

When you help them see the real human impact of your work—how policies are showing up in their own districts—you will be able to gain their attention.

Here’s the truth:

We all know that government funding is shifting. Fast.

Too many nonprofits are feeling the squeeze. And budgets are being eliminated overnight. Yet – community needs remain sky-high.

You need your elected officials to understand what this means for your mission. And you need to know how to make the most of that 15-minute window when you finally get in the room.

Here’s how to get to – and beyond – that important advocacy conversation. People are all wondering: 

How do I actually get through to my elected officials? Will they listen to me? 

Here are your steps to get appointments and get heard by important decision makers: 

1. Know Your Elected Officials 

Figure out exactly who represents you locally, at the county level, in your state house, and in Washington. 

It’s important to remember that there are many, many sources of funding for nonprofit organizations at the various levels of government. 

Outside of the federal government, we see all types of local, city, county, and state agencies making grants, appropriations, and earmarks to local nonprofits. 

For example, the federal opioid settlement funds are going to state and county governments to support nonprofits that address local addiction issues. 

Takeaway: If your federal funding is cut, there may be resources at other levels of government that can help. 

2. Staff Run the Show

At the congressional level, the staffers control access to your elected officials. The gatekeepers are often hard-working young people. They answer the phone and they schedule the representative.

If you call the office to ask for an appointment, first ask for the scheduler as in: “Who handles the Representative’s schedule?” 

If you are focusing on a certain policy area, you might ask for the staffer who works on that particular issue. Elected officials often simply follow their staff’s recommendations. 

Takeaway: find the staffer who schedules appointments and also the one who focuses on your issues. 

3. Stand Out When You Ask for the Appointment.

When Cassie worked for her local congressman, she literally decided his appointment calendar. She could provide quick access, or make constituents wait till later. 

So, first of all, you want to be wonderfully nice to the scheduler. Stand out so that they will remember you.  Treat them beautifully. 

Cassie recommended that, when you actually have an appointment, consider bringing the staffer a coffee. They will always remember you as the person who brought coffee. 

When you followup, you can say “I’m the weird person who brought you coffee.” 

It’s such a simple way to stand out and be remembered!

Takeaway: Befriend the staffers – they help more than you know. 

4. Ask for the Appointment Like You Mean It

Never meekly request “if” you can meet. We recommend “permission” when working with major donors, but with elected officials you do not want to ask for permission. 

Instead, simply say, “I’m a constituent. When can I get 15 minutes with Representative Johnson while she’s in the district?” 

Takeaway: Your elected official represents you and your stakeholders. They need to know what is happening in their districts. 

5. Bring an Agenda.

By all means, create an agenda for your talk with the elected official. And share it with the staffers ahead of time.

They will all appreciate your organized approach!

Takeaway: Use your agenda for key talking points – it helps to put it in writing. 

6. In the Meeting, Get to the Point Quickly. 

Your Senator or Congressional Representative is very busy. You may only have a fifteen minute window. 

In the meeting, you have perhaps three minutes to get your first point across. Maybe five, if they’re feeling generous.

So skip the mission statement. Skip the 30-page handout.
And for heaven’s sake, don’t start with “Back in 1983 when our nonprofit was founded…”

Get right to it:

• Here’s what’s happening on the ground.
• Here’s how this affects your constituents.
• Here’s how you can help. 

Takeaway: Plan your time carefully. 

7. Tell a story. A real one. 

About a person, kid, family, situation that they can picture. Make the story short, simple and dramatic, so that the official can remember it. 

If they like your story, you may find that they will repeat it in other speeches and talks they make around their district. So be sure to nail your story. 

Remember the rules for stories: 

• One story is more powerful than three.
• Stories are more powerful when they talk about only ONE person, not multitudes. 

So, if you share general numbers such as:

“Senator, if this funding disappears, 2,000 kids in your district will have no place to go after school.”

Follow it up with a specific instance: 

“Last week there was this family with 5 young kids . . . . 

Takeaway: Share a simple but dramatic story that your elected official will remember and repeat. 

It’s just like fundraising

Developing relationships with elected officials is just like cultivating donors. 

That’s the part most people miss.

It’s good old-fashioned relationship-building. Just like you do with your donors.

So don’t miss the chance to follow up. Send the handwritten note. Invite them to your site for a tour. Invite them to your events and acknowledge them. Show them the impact of their own votes!

Be a regular presence in your community. Town halls, coffee chats, ribbon cuttings—show up and be seen. 

Takeaway: It’s easier than you think to become known in your local area as a “community leader.” 

And what if you don’t agree with their politics?

It really doesn’t matter. They still represent you.

We’ve seen elected officials step up for causes they personally didn’t believe in—because they cared about their voters.

And, the staffers all work together, no matter what side they are on. There is more collegiality than you may think in the halls of Congress or your state government. 

Be respectful, above all. If they’ve taken a vote that disappointed you, explain why —graciously.

Try this:

“Congresswoman, I was really discouraged by the vote on the housing bill. Can you help me understand what went into that decision—and where we might find support for these families?”

Takeaway: Open the door to the other side and invite a conversation. Never, ever burn the bridge!

Bottom Line: Your voice matters.

And, your mission matters.

And you have every right to show up and speak up.

This isn’t about politics—it’s about people.

So go ahead and pick up the phone. Book the meeting. Tell the story.

You’ll be surprised by how far it can go.

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If you need help with your public-private partnerships, we can support you. Don’t forget that many capital campaigns receive significant government and private support. 

Reach out to us anytime at capitalcampaigns@gailperry.com. We’re here to help you move your mission forward, one relationship at a time.