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End-of-Congress Checklist
By Robert E. McLean, CAE
Government Relations, November 2004
Within the next month, barring a lame duck session, we’ll see the end of the 108th Congress. It’s the perfect time to archive essential documents and information and prepare for the group of new members and staffers who will head for Capitol Hill in January.
Documenting the session
Once the 108th session is officially over, there are three important types of documents you should consider preparing as soon as possible: a legislative summary, a legislative diary, and fact sheet updates.
1. Legislative summary. The single most important document to prepare when Congress adjourns sine die is the most concise summary of important events that you can write. If you’re in an organized legislative department, you’ve already completed a summary of the first session of this Congress, leaving just the second session to prepare.
Divide the issues into two logical groups: 1) bills that passed (and the corresponding public law numbers) and 2) bills that died.
When writing the summary, consider both the external and internal audiences who will read it. The most important audience is the external one—the staffers and members who know nothing about your issues today but will work on your issues in the next Congress. Other newcomers who may find the document useful include new employees and officers, people who know little or nothing about your association, and people who only have need of a very brief overview of significant actions.
As for other internal audiences, there are several that would welcome a summary report customized to serve their needs. For example, your board members would benefit from a document to use when preparing for a meeting or speech. Senior staff in the association who answer the occasional legislative question will also welcome a short summary.
The most important internal audience is your grassroots network. Members of the network will expect to receive the summary at your annual lobby day in Washington or regional training seminars. For the policy wonks and the newcomers, be sure to indicate where they can obtain additional background information on the issue and its legislative history.
Whether writing for an internal or external audience, the most important information to include when preparing an end-of-Congress summary is an indication of whether a bill that died in the 108th Congress is likely to be reintroduced in the 109th Congress, and whether the issue requires reauthorization on a statutorily mandated timetable.
2. Legislative diary. Some organizations require the legislative department to develop a comprehensive list of every bill introduced. Although I believe Web sites like Thomas make such documents unnecessary, your manager may disagree. If you must prepare a comprehensive legislative diary, make it a separate document (linked, of course, to the legislative summary).
3. Fact sheet updates. Now is the best time to review all of your backgrounders and fact sheets—which may include documents prepared by both the legislative and public relations departments. If they refer to “recent” legislative action or annual appropriations, check now to ensure that they reflect actions taken during the 108th Congress. Did a new issue come up in the past year? Consider creating a new fact sheet—especially if it’s an issue that a staffer new to Capitol Hill would find helpful in learning about your industry or service sector.
Remembering regulations
Not all action is tied to Congress. If your association closely monitors regulatory issues, now is the appropriate time to review both regulatory actions taken this year and those anticipated in the next year.
Filing paper documents
Although online archives make it easier to find many documents on the Internet, having paper copies of the most important legislation is a fundamental requirement for every association. Be sure to file away letters, memos, fact sheets, and materials developed by coalitions in which you participated.
Performing a political wrap-up
Everybody likes talking about politics, so let your members know how the November elections will affect your issues and your oversight and appropriations committees.
First, tell them what happened. Will the leadership in the House or Senate change? How about the White House? Did a committee chair or ranking member of an important committee retire, run for office, or lose a re-election race?
Next, explain what all of the changes mean. How will the election results influence oversight of your issues? Will more or less attention be paid to the issues related to your organization? Will the champion of your issues return, or will you need to find a new one? How about your biggest enemy? Explain the bottom line—whether you will face new opportunities or new obstacles in the 109th Congress.
Reviewing what worked
When things get quiet in December, one of the most important tasks for any GR department is conducting an honest self-assessment of the past two years. What worked, and what didn’t? What do they think of you on the Hill, and is the collective opinion better or worse than it was two years ago? An internal review is a good first step, but the most important group to ask is the audience that matters the most—the staffers who received your letters and read your fact sheets.
Spend a few bucks and invite small groups of staffers to a series of informal lunches. Ask their opinion on the information you sent them during the past year—what was helpful, and what was confusing? Most importantly, ask them what others are doing to communicate on Capitol Hill that is better, more timely, or clearer than the materials you produced.
Choose carefully the individuals you invite to such events. Flattery is nice, but you won’t improve your government relations program by listening to people who are unable or unwilling to speak candidly.
Putting it online
Whatever materials you develop at the end of a Congress, post them on your GR Web site before the end of the calendar year. As mentioned in a previous article for this newsletter, more and more staffers on the Hill rely increasingly (some exclusively) on the Web, and the same goes for the members of your grassroots network. Use the recess period to get ready for next year. Give your Web site a thorough critique and, if necessary, a substantive and graphic overhaul.
The recess between each Congress always goes by too quickly, so get going now on your 108th wrap-up. It’s the first step in building a successful legislative program in the 109th.
Robert E. McLean, CAE, (bmclean@remservices.biz) is a 27-year veteran of the communications industry and president of REM Association Services, an association management company. The firm manages two associations and consults with associations, corporations, and unions.
