How To Lead
A Lobby Team Training

Presentation Slides: http://cclusa.org/lobbylead

Welcome everyone to Citizens’ Climate University, a weekly webinar program of Citizens’ Climate Lobby that provides CCL supporters with access to in-depth training opportunities on topics relating to climate change and effective climate advocacy.

I’m your host, Brett Cease, CCL’s Volunteer Education & Engagement Coordinator

Thank you for being here tonight for lobby lead training. In this lesson, we’ll go into detail about the special role of a lobby meeting leader. The lead makes sure that our teams go into the meeting with a plan and with everyone knowing how to work together to ensure a successful meeting. You may be listening to this call because you know you will be leading a lobby team on June 13th or because you realize you might be needed in this role, or simply because you want to keep deepening your understanding of how to lobby. We are glad to have all of you with us on this call.


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Format: Presentation and then time for Q&A

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About Our Speaker

Don Addu

CCL Southeast
Regional Director

don@citizensclimate.org

Southeast Regional Director

Donald Addu is a native of North Carolina and graduate of Appalachian State University with a degree in Ecology and Environmental Biology. He has spent the last decade advocating for renewable energy and action on climate change, founded the first Citizens Climate Lobby group in North Carolina in 2011, and is currently the Southeast Director managing over 40 active groups spanning the Carolinas, Virginia, West Virginia, Tennessee, Kentucky, Georgia, Florida and Alabama. Donald’s primary focus is grassroots organizing along with direct Congressional lobbying on the federal level.

Donald is an avid backpacker, hiker and rock climber. He lives in Durham NC with his wife, Katie Rose, and their two adopted beagles.

Preparing For Lobby Day Training

http://cclusa.org/preparing-for-lobby-day

Lobby Training:

  • Practice Effective Lobbying
    • Oct 22nd @ 8 pm ET
  • June Meeting Analysis
    • Oct 24th @ 8 pm ET
  • The Legislative Process
    • Oct 29th @ 8 pm ET
  • Conference Logistics Q&A
    • Nov 7th @ 8 pm ET

Brett demonstrates where the trainings are located on Community,

Our Agenda

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The Importance of Leads

Advance Planning

Meeting Suggestions

Transition Examples

Final Considerations

The Importance of Leadership

Don begins

Your Leadership Is Essential

Thanks Brett, The first thing we want to say is a big thank you. Leadership is so essential--we cannot function well without it. Yet, as you all know, it can be time-consuming, and sometimes we have to step out of our comfort zone to be a leader.

I can’t thank you enough for being willing to do just that - put yourselves on the line to help things to go well in our lobby meetings. I am so grateful to all of you for your hard work. You truly are essential. We can’t do it without you.

Our Advantage

  • We are citizens!
  • We are ordinary people.
  • We accept and learn from mistakes.
  • We are building relationships.

Leaders Are Mentors

As a lobby lead, how do you help others grow and feel empowered to express their own personal and political power?

By mentoring and nurturing your lobby team in a way that builds their capacity for this work.

Advance Planning

Advance Planning

Question: What is advance planning?

Answer: Planning in advance of your lobby meeting.

Important note for leads:

Verify the building and office number ASAP.

If you haven’t received your schedule by 5 pm (ET) on Thurs. Nov. 7th, email: schedules@citizensclimatelobby.org.

Advance Planning

  • Set up a text group by copy/pasting all of your meeting attendees’ cell numbers into a new group on your phone.
  • Or call your team beginning that evening or by the next day, Nov. 7th to start coordinating.
  • This will enable you to set up a time for a conference call before people head to DC.
  • If your plans change and you cannot attend the meeting, please immediately contact your Regional and State Coordinators so they can find a substitute meeting lead.
  • Check your email and texts at least a few times a day before and during the conference in case there are changes in your meeting.

Advance Planning

Coordinating your plans

  • It’s up to you! You could consider:
    • Contact folks Thursday evening
    • Sunday room availability:

Embassy, Chairmans,
Calvert, Presidential

    • Designated conference breaks
    • Maybe even Tuesday on the Hill
  • Have a plan and be ready
    to change that plan
  • “Done” is better than “Perfect”


  • Lobby Meeting preparation space (8:00 am - 9:00 pm)
    Embassy, Chairmans,
    Calvert, Presidential
  • Early Registration (Ambassador) opens at 5:00 PM and again on Monday at 8:00 AM (West Registration)
  • Sunday evening film screening at 7:00 pm in Ambassador downstairs (stairs to event highlighted)

Sunday Schedule

Brett:

Let’s give you a quick preview of the Omni lay-out for Sunday. We’ll be reviewing the full conference on the Nov. 7th Logistics webinar, but we’ll give you a little sneak peak:

Here’s a map of the Lobby Level of the Omni Shoreham. At the bottom in the middle is the main entrance. This is where you’d enter and exit the hotel during breaks for lunch and dinner. But when you arrive for the conference, enter the lobby, turn right and continue until you see our signs to point you in the right direction!

Designated Suggested Meeting Times

Lobby Meeting Start Time Suggested Planning Time

8:00 - 9:59 a.m. meetings Monday Breakfast (8:00 - 9:00 am)

10:00 - 11:59 a.m. meetings Monday Lunch First Half (12:00 - 12:45 pm)

12:00 - 1:59 p.m. meetings Monday Lunch Second Half (12:45 - 1:30 pm)

2:00 - 2:59 p.m. meetings Monday Dinner First Half (5:00 - 6:00 pm)

3:00 - 4:59 p.m. meetings Monday Dinner Second Half (6:00 - 7:00 pm)

Brett:

As CCL has grown, coordinating times during the conference’s breaks for full lobby teams to meet and practice has become a more impressive feat. This year, for the first time, CCL is recommending attendees reserve specific breaks to meet with their lobby team(s) depending on what time your lobby meeting starts with that team on Tuesday.

To see what conference break times are reserved for you and your lobby team(s):

Tuesday Lobby Meeting Start Time

Suggested Planning Time (arrange with team lead)

8:00 - 9:59 a.m. meetings

Monday Breakfast (8:00 - 9:00 am)

10:00 - 11:59 a.m. meetings

Monday Lunch First Half (12:00 - 12:45 pm)

12:00 - 1:59 p.m. meetings

Monday Lunch Second Half (12:45 - 1:30 pm)

2:00 - 2:59 p.m. meetings

Monday Dinner First Half (5:00 - 6:00 pm)

3:00 - 4:59 p.m. meetings

Monday Dinner Second Half (6:00 - 7:00 pm)

For example, if you have a 10:30 am lobby meeting on Tuesday, then coordinate with your team to meet together somewhere during Monday first hour of lunch

We hope these designations make everyone’s meeting planning experiences smoother and easier to coordinate. If you have any questions about this system, ask any CCL staff member or your team leader to help clarify.

Advance Planning

  • Introduce yourself
  • Get to know them
  • Present meeting options
  • Preferred roles
  • Receipt of schedule & bios
  • Review materials

Coordinating your plans

Planning Meeting Suggestions

What to do in a planning session

  • Review the previous meeting notes and plan with everyone.
  • Supporting ask - review the options and choose the best two or three supporting asks for the team.
  • Transitions - verbal cues or body language.
  • Assign roles - explain and check for understanding.
  • Use meeting outline to walkthrough, consider emailing office

Meeting Roles

Be flexible, there are more roles but these are key:

  • Lead - encourage everyone to participate
  • Appreciator - Begins with genuine appreciation about the member
  • Asker – communicator & listener
  • Note taker – experienced lobbyist
  • Time monitor– keeps time, cues team
  • Leaver – 1 pager w/ ask only
  • Follow up – ideally this is the liaison

As the meeting lead, you should encourage everyone to participate in the discussion and be flexible enough that if the staffer or MOC is clearly paying attention to one person in particular, have that person speak more than others. After all, we are betting the ranch on relationships!

Even though everyone is encouraged to speak when they have something to say, it is also important to have at least these six roles assigned so that we do not forget the basics.

Planning Your Lobby Meeting training is where we discussed each of the roles within a meeting to great depth. Here is a quick refresher on the roles in each meeting:

Remember, your role as lead will be to assess your team’s interests and skills and work together to assign coverage for each of these.

Time For Questions

Click the Microphone Icon Or *6 If On The Phone

Let’s stop for questions and understanding

Let’s now discuss the pre-meeting huddle.

Before The Meeting

Pre-meeting huddle

  • Meet outside, wait for team
  • Review roles and/or reassign
  • Remind team of the goals
  • Review primary and supporting ask
  • Watch the lead for cues
  • Give a heads up to constituent call-in
  • Relax, be present, and have fun

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  • Manages the meeting
  • Empowers everyone to participate
  • May handle transitions
  • Keeps meeting on track and closes
  • Supports constituents
  • Is present to the flow

The Leader

Like a good conductor

To begin the closing:

“Congresswoman, I see that we are nearing the end of our time with you today, so I wanted to recap and clarify our understanding of the obstacles preventing you from supporting this proposal.”

Transition Example

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Before Brett and I demonstrate a couple of examples, there’s something important to understand: each meeting is different, so proceed in a way that’s comfortable and appropriate for your situation. Being present and being a good listener are essential in determining which parts of the plans need to be scraped.

I’ll start off by demonstrating how you might transition from the discussion to the end of the meeting close.

“Congresswoman, I see that we are nearing the end of our time with you today, so I wanted to recap and clarify our understanding of the obstacles preventing you from supporting this proposal.”

From appreciation to our purpose:

“Congressman/Congresswoman, I want to thank you for your recent efforts to protect citizens from identity theft. That’s a really important issue to me, but today we’ve come to discuss how we can partner with your office to create the political will for a livable world.”

Transition Example

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Here’s an example of how you might transition from showing appreciation to stating our purpose.

“Congressman, I want to thank you for your recent efforts to protect citizens from identity theft. That’s a really important issue to me, but today we’ve come to discuss how we can partner with your office to create the political will for a livable world.”

From appreciation to our ask:

“Congressman/Congresswoman, I want to thank you for your recent vote acknowledging climate change. We’re here today to talk about solutions and to ask you to introduce a bill that puts a steadily rising fee on carbon and returns the net revenue back to American households.  Are you ready to support such a proposal?”

Transition Example

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Maybe it’s our fourth meeting with this member of Congress or staffer. In that case, you might choose to skip the purpose and move from appreciation into the primary ask.

Here’s how that might sound if this is a Republican MOC we’ve established good relationships with:

“Congressman, I want to thank you for your recent vote acknowledging climate change. We’re here today to talk about solutions and to ask you cosponsor HR 763, which would place a steadily rising fee on carbon and returns the net revenue back to American households.  Are you ready to support such a proposal?”

To another teammate:

“Congressman, I want to thank you for your recent efforts to protect citizens from identity theft. That’s a really important issue to me, but we are here to talk about a different topic.  So Brett is going to let you know more about why we are here today and what we’re seeking.”

Transition Example

“Congresswoman, I want to thank you for your recent efforts to protect citizens from identity theft. That’s a really important issue to me, but we are here to talk about a different topic.  So Iona is going to let you know more about why we are here today and what we’re seeking.”

“We don't take a position on nuclear. We take a position on one thing: having the burning of fossil fuels pay their true costs to society, and letting the market determine what's viable or not. Would you like to see what the energy mix looks under our policy in 10 or 20 years?”

Getting Back On Track

Dealing with tangents:

Getting Back On Track

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Brett as Congressman: “Nuclear has to be a part of the conversation. It must be on the table.”

Don as CCL volunteer: “As an organization we don't take a position on nuclear. We take a position on only one thing: reducing carbon emissions by placing a fee on greenhouse gas emissions and letting the market determine what's viable or not. The economists tell us that when we pass HR 763, then the percentage of nuclear in our energy mix stays about the same as it is now. Would you like to hear more about carbon fee and dividend as a viable economic solution to transitioning out of fossil fuels?”

Situational awareness defined:

  • Don’t go on auto-pilot.
  • Focus on what’s said.
  • Diverge if necessary

The ability to perceive and understand what is happening in the moment and being able to react to challenges as they happen.

Situational Awareness

Who isn’t being heard?

  • Take note if there is a power dynamic going on in your meeting with one individual (or group of individuals) who have been dominating the meeting.

  • “Jerilyn, I’d just like to pause for a moment and see if there’s anything you’d like to add at this point?”

  • Lobbying is a team sport and it’s our role as leads to make sure that all voices present have the chance to be part of the meeting.

Empowering Others

“Brett, I’d just like to pause for a moment and see if there’s anything you’d like to add at this point?”

“If I may, let me add to what Brett was saying.”

  • “If I may, let me add to what Ricky was saying.”

When someone stumbles

The angry volunteer

  • “Congresswoman, obviously we're very passionate people. And we're working very hard to try to get something done on time. You were just saying that…

Empowering Others

“Brett, I’d just like to pause for a moment and see if there’s anything you’d like to add at this point?”

“If I may, let me add to what Brett was saying.”

Team size will vary

  • If the late arriver is the only constituent, join the meeting

Late arrivers

  • Small vs. large teams
  • Value everyone in attendance

Unscheduled volunteers

  • Use your discretion

Other Considerations

  • Review the notes together
  • (but not directly outside of the office)
  • What went well?
  • Confirm responsibility for follow-up
  • Everyone signs the Thank You card
  • 1-2 days after conference: Make sure the initial follow-up has been done

To be done immediately after the meeting

The Meeting Debrief

The note taker:

  • Assigned by meeting leader
  • Writes legibly
  • Debriefs immediately after the meeting

Danny in Senate Cafe in morning, Rayburn (House) in afternoon, Omni in evening.

Meeting Minutes Form

Let’s take a look at the Meeting Minutes Form. The form itself is self-explanatory, but there are two things worth mentioning:

How do you get your meeting number from your lobby schedule? It is a 5-digit number in a black box in the top right corner of the schedule for each meeting.

MAIN POINT: You need to submit an electronic copy of your notes within 48 hours to: www.citizensclimatelobby.org/Minutes

As team leader/lobby leads, please make a separate saved note of the Note Taker’s full name in case we need to locate unsubmitted minutes.

These Meeting Minutes are important documents that let us build momentum. Your attention to detail and your follow-through in submitting them will help future lobby teams be successful. Thank you!

  • Energy Innovation Act Position:
  • A: Not vote for it.
  • B: May or may not vote for it.
  • C: Would vote for it.
  • D: Wants to cosponsor it.
  • E: Already cosponsored
    Climate Position:
  • A: Denies climate is changing
  • B: Climate is changing but no human contribution
  • C: Climate is changing and humans contribute
  • D: Climate is changing, humans contribute, and Congress should do something about it.
  • Unknown: Did not ask or it was not clear.

Positions on Climate & The Act

As meeting leads, let’s quickly talk about one last position statement. During the debrief you’re going to want to make sure to capture as accurate a window as possible into a member’s position on both the Energy Innovation Act as well as their individual beliefs on climate change.

To track this over time, CCL has developed a four letter scale, from A to E, with grades further down the alphabet actually indicating more favorable positions for us (i.e. it’s better to get a “D” than an “A”). In order to make your best, most accurate estimate, we hope that during the meeting you’re able to get clarity on both of these positions during your primary ask about the Energy Innovation Act and making climate change a bridge not a wedge issue as well as throughout the overall conversation regarding their climate position.

TBD Meetings

Delivery Only Meetings

Delivery Only - In your schedule, under “Time” also check to see if you have “Delivery Only” instructions– if this is the case it means we did not get a meeting with this office. There should be 2 people listed to make this delivery. We never expect to get drop in appointments, the office staff really do not like that, but last November, Cathy Sally and Clifford made delivery to Puerto Rico’s office and Commissioner Jenniffer Gonzalez-Colon was just walking and said give those folks an appointment now! And guess who joined the climate solutions caucus this year? Commissioner Jenniffer Gonzalez-Colon ! So if you show up with a smile as big as Cathy Orlando’s anything can happen.

Constituent Call-ins

  • You may have a meeting with a constituent call-in.
  • Call constituent to confirm availability, decide on roles, when to call
  • Make sure to clarify meeting time is in the Eastern Time Zone.
  • On Tuesday, confirm with office it’s OK for constituent to join by phone.
  • Call your cell phone and place the call on speaker.
  • Involve the constituent as appropriate; pause or cue them--know it’s
    hard to jump in by phone.
  • Cell service on Capitol Hill is spotty,
    don’t get flustered if you can’t connect...roll on!
  • One quick note on the constituent call-in day.

Constituents Calling In

Brett:

Time For Questions

Click the Microphone Icon Or *6 If On The Phone

Q&A Time and Discussion

Mic Icon

*6

Type Questions in Chat

https://community.citizensclimate.org/topics

Share online, with social media, and with your family and friends!

Thank You!

Questions? Ask on CCL Community’s Forums: https://community.citizensclimate.org/forums

Brett Cease email: brett@citizensclimate.org

Don Addu email don@citizensclimate.org

www.citizensclimatelobby.org

Brett Cease email: brett@citizensclimate.org

Questions? Ask on CCL Community’s Forums: https://community.citizensclimate.org/forums

While climate change is here and it demands immediate action, I'd like to submit a statement for the record from the Citizens' Climate Lobby, which lays out the economic case for taking bold action immediately and offers a solution to aggressively address this crisis. This proposal offers a solution. In fact, it's a solution I support: HR 763 [the Energy Innovation and Carbon Dividend Act] which proposes...a carbon fee where the dividends are returned to every American household. Certainly I support such market-based solutions that can help us address this crisis.

  • Rep. Judy Chu, original cosponsor of H.R. 763

Don:

Inspiring Quote:

To close tonight, here’s what Rep. Judy Chu, an original cosponsor of H.R. 763, recently submitted on behalf of CCL in a recent Ways & Means Committee hearing in the House:

While climate change is here and it demands immediate action, I'd like to submit a statement for the record from the Citizens' Climate Lobby, which lays out the economic case for taking bold action immediately and offers a solution to aggressively address this crisis. This proposal offers a solution. In fact, it's a solution I support: HR 763 [the Energy Innovation and Carbon Dividend Act] which proposes...a carbon fee where the dividends are returned to every American household. Certainly I support such market-based solutions that can help us address this crisis.ely and offers a solution to aggressively address this crisis. This proposal offers a solution. In fact, it's a solution I support: HR 763 [the Energy Innovation and Carbon Divident Act] which proposes...a carbon fee where the dividends are returned to every American household. Certainly I support such market-based solutions that can help us address this crisis.

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