28 - 29 March 2006

How to approach the appointment with Parliamentarians

Be prepared to answer the question from the Parliamentarian: "How can I help you?" This may be the FIRST thing they say to you when you walk into their room at Parliament House, so you need to work out how you will begin this conversation.

This is what the Members and Senators expect from the meeting. The following extract is from the letter of invitation to them:

"Two young researchers or professionals would attend, one from the humanities, arts and social sciences; the other from science, technology, engineering and medicine. The conversation would be on their work and its potential to solve problems or create new industries, particularly when the disciplines work together on a joint approach."

They will expect you to describe your work and its implications and value to Australia. They will be interested to hear its actual (or potential) cross-disciplinary applications. They will be particularly interested to hear how it could be applied to their areas of interest, such as their electorate or in areas where they show an interest (eg through their membership of Parliamentary Committees).

You should take into the meeting some simple document describing your work and its implications. MPs have a heavy reading load, so short and colourful documents are good. We will send the MPs your name and contact points in advance, together with a brief (120 word) cv describing your work and its significance.

Is there anything you would like the MP to do on your behalf? Raise an issue in the Party room, write a letter on your behalf, or speak at an event? And what can you do for them? This could be to follow-up the meeting by providing further documentation or additional contacts for the MP, or issuing an invitation to visit your institution.

Be aware that appointments can be cut short or cancelled at short notice by unexpected events eg a division in the Chamber, or the sudden calling of a Party meeting.

Bring a mobile phone if you can. We will provide your number to the office staff of the MP you are scheduled to meet, in case they need to contact you to re-schedule the meeting. (And also give the number to your partner for the meeting.)

Some meetings may be with key advisors rather than the MP. Do not regard this as a slight, but take the opportunity to brief the person who will often draft letters and speeches for an MP. Staffers play a pivotal role in Parliamentary processes.

In preparing for the meeting, bear in mind the advice of one Staffer from a current Minister's staff. She provided this checklist:

1. Who are you meeting?
   • Are they a member of the Government or Opposition, or a minor party?
   • A Senator, or Member of the House of Representatives?
   • What committees do they sit on?
   • Rural, urban or city electorate?
   • How long have they been in Parliament?
2. Who are you?
   • Give context to who you are and the work you do
   • Past projects?
   • Eliminate use of acronyms
   • Bring your subject back to the basics.
3. How are you specifically of relevance to them?
   • Do they have a research or higher education facility in their electorate?
   • Are they on a Committee that has had academic input?
   • Do they have a particular interest in an area of research? eg health and indigenous community, aging population, international relations, water and the environment, IT, the performing and visual arts?
4. What about during the meeting?
   • Stick to your area - leave the policy to the Parliamentarians.
   • Tell them stories - they'll remember stories
   • Make your work exciting - but don't exaggerate.
   • Keep an eye on the time
5. What do you want out of the meeting?
   • Do you want to raise their interest in an area?
   • Engender more support for research and education broadly?
   • Do you want them to write to someone? Ask them to do something concrete!
6. What happens afterwards?
   • Make sure you leave something with them - eg one page dot point briefing note, or a brochure on your centre or project.
   • Following your meeting, write to them, inviting them to visit your workplace
   • If your research is published, send details on to them.
   • Try to maintain the link with the parliamentarian - you never know when you may need their assistance in the future!
7. Be positive!
   • You're doing interesting work - be enthusiastic about it
   • The people you are meeting have chosen to meet with you
   • This Government places great emphasis on science. Let them see the value of collaborations as well. Make the most of it!

(These notes have been amended from a guide written by a senior staffer.)

What influences Parliamentarians?

"The most effective communications tools for convincing government are direct, active engagement and the provision of timely and accurate data. … Failing to understand how government processes work and being too overt in your approach are their two biggest bugbears.

"Understanding the 'game' and being subtle, friendly and armed with solutions will have significantly greater influence." (Australian Political Influence Survey [PDF file. 408 kb]. Parker and Partners. March 2005)

This 12 page booklet explores the difference between what is highly influential to a politician's thinking, and what is merely 'influential'.

The Ten Biggest Mistakes

• Raising problems without solutions.
• Not appreciating the demands made on a Parliamentarian's time.
• Providing too much detail, too soon.
• Being too demanding or too pushy.
• No understanding of what is possible.
• Misstating the facts.
• Misdirected or badly targeted (is the problem really the responsibility of the Commonwealth?)
• Poorly briefed or prepared
• Failure to follow up
• Raising an issue too late in the policy cycle

(This list is based on a survey of federal Parliamentarians by David Kindon, head of the Canberra-based PR firm Client Solutions.)