Members of Congress meet with hundreds of constituents, lobbyists and others every year. The easiest meetings for Members are the ones in which they are not asked to do anything specific. These kinds of meetings happen regularly and it is not because people do not have a specific question, it is because they do not know how to ask it or they forget once they are there.
The Meeting Request
There are a number of reasons one might wish to ask aa Member of Congress for help -- to support a piece of legislation, to help with a federal benefit like Medicare, or to ask for a letter of commendation for someone in the local community to name a few. Regardless of the topic, the first issue to resolve is how to best request a meeting.
Email, phone, fax and snail mail are all option, but fax is the one with the best chance success. Emails can be lost among the thousands that are received in congressional offices everyday. Phone calls usually result in subsequent requests for emails or faxes. All letters are now irradiated off-site because of the anthrax attacks from a few years ago and could take weeks to arrive at their destination.
So, fax it is. The fax should include who will attend the meeting, what topic will be discussed (be specific) and what days and times the meeting could occur. Offering multiple meeting times will greatly improve the chance of the meeting being scheduled.
Meeting Preparation Is Critical
Prior to the meeting, there are two critical things one needs to have prepared: (1) the entire purpose and background for the meeting on one piece of paper and (2) a clear and actionable request. Most meetings on Capitol Hill last for fifteen minutes or less. If one cannot explain the purpose of one's visit and ask for help in that amount of time, the request may never be made.
Don't Forget to Make the Ask
Assuming one has planned ahead and managed one's time effectively, there is still the critical final step to a successful meeting. Whether one is a seasoned lobbyist or someone who has never been to Washington, DC before, it is easy to become wrapped up inn the excitement of a meeting on Capitol Hill. Remain focused. Ask for the help needed and create a follow-up action that will ensure a next step. For example, if one asks for a Member of Congress to sign a letter, ask for a copy when it is available. And then ask when that might be.
The bottom line, is always know what the ask is.
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