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Tips for Advocating on Behalf of Others

The following list of Tips is based on work done by Christine Scott and is reproduced with her permission. Christine was formerly on the Committee of Management of the Association for Children with a Disability. She currently works for the Victorian Advocacy League for Individuals with a Disability (VALID) and can be contacted on 9416 4003.

Before a meeting/phone contact etc:

• Get to know the person you are advocating for.
• Be clear on what that person wants.
• Discuss what issues are the most important to them ie. priorities.
• Be honest with the person you are advocating for; eg chances of getting what they want
• or your feeling on situation.
• Even if you disagree with the person, you must respect their wishes, ie. it's their decisions. Always encourage the person, ie. build their confidence, self esteem and independence.
• Reaffirm that the person's opinion, needs and feelings are just as important as everyone else's. Gather any relevant facts, figures or documents and take to meeting.
• Don't assume you have the whole or even correct picture, or in the right perspective, you may have a one-side and distorted view - so diplomatically research. Understand the issues involved properly first.
• Point out to the person you are advocating for the other side of the coin, eg. the constraints on a service due to funding.
• Know the rules (eg policy, guidelines) of 'the game'. If you are unsure of 'the rules', check them out first. Know what rights each person involved have eg. parent, child, service.
• Know what options are available to resolve the situation.
• Be prepared to refer the situation on to someone else in part or whole.
• Be conscious of protocols and don't go over someone's head without informing them, unless necessary (only creates ill-feeling).Only set meetings with the people who have the power to influence the situation.
• With discretion, speak to other parties involved before any face to face meetings, in order to pave the way for smooth negotiations'. Jointly decide with the person you are advocating for, realistic goals for negotiation and write them down.
• Explain to the person what will occur at the meeting, what your role is and what strategy you may use.
• Sort your file and/or documentation into easily accessible format.
• If necessary have a strategy for the meeting, eg. an ideal outcome and a compromise outcome, or who's speaking first. If appropriate, ensure that your items are put onto the 'Agenda' for the meeting. Never enter a meeting angry ie. let off steam beforehand.
• Don't always expect to strike conflict and vice-versa. An advocate must have empathy not sympathy. The latter means that you may become part of the problem!

At the Meeting

• Make sure everyone is properly introduced.
• Be wary that only those who need to or should be present, are.
• Ask for the seating to be rearranged where necessary (eg circle, rather than one behind a desk & rest in front) to create more 'equity' (& reduce potential power plays)Have your documentation sorted so it's easy to find, if needed. Have a pen and spare paper to take notes.
• Write down query/concerns as people are speaking (so you don't forget).Ensure that someone is keeping an appropriate record of the meeting eg. minutes.
• Ensure that someone is allocated to carry out a task agreed upon by a specified time and that both facts are recorded (eg in minutes).
• Always be polite and even smile
• Don't try to talk in the 'jargon', be yourself. Clarify that the person understands what's being said, eg. jargon, issues. Encourage the person to speak for themselves as much as they feel able to.
• Don't allow the person to 'get stuck' and flounder without assisting, but also don't keep interrupting them either. Don't allow others to intimidate you or the person you're advocating for. Listen to each side attentively.
• Don't get into personal attacks on individuals. Acknowledge other people's point of view, as we often differ in our opinions. Don't let the emotions take over, eg. anger, frustration. If as a last resort, you or the person need to draw on strong emotion, confine it to the issues not at someone.
• Acknowledge yours and others feelings constructively eg. I am concerned.
• Keep to your agenda issues and don't allow others to waste time side-tracking. Where discussion moves too quickly onto another issue without the first being resolved, politely point out that the first issue was not completed so that it can be dealt with.
• If possible give concrete, everyday examples or quote relevant precedents.
• Be prepared to compromise and/or to concede unimportant points.
• Take 'time out' if on unsure ground, eg, the person swayed by others argument and if you're not sure what the person wants. Never disagree with the person in front of others in meeting.
• An advocate is on an equal level with the person they are assisting.
• In conjunction with each other, the person and advocate should present the same view.
• Select the most 'winnable' points to begin with. Ask for important issues, decisions, etc to be noted in the minutes.
• Be prepared to follow through and negotiate on more difficult points at a later stage.
• Don't accept 'cop-out' excuses for indecision or lack of action (politely).Both should be assertive not passive or aggressive in a meeting situation.
• Be aware that sometimes evaluation, monitoring or a review date may be necessary.
• If applicable, another meeting date should be made that suits everyone before you finish.
• You should ensure dates are agreed on.
• Be prepared to follow up that the things which are agreed on, are done.

In general

• Be assertive rather than passive or aggressive.
• Be persistent, determined and committed.
• Have empathy not sympathy. The latter means that you may become part of the problem.
• Be up with all the relevant information.
• Be able to refer and link a person into appropriate support services.
• Have an attitude of empowering a person, rather than overpowering them.
• Facilitate the identification of difficulties and/or issues, and assist to resolve them.
• Be sensitive to people's feelings and to the dynamics of situations'. Avoid confrontation and conflict wherever possible.
• Be objective enough to see the whole picture, that is, both sides.
• Be prepared to learn eg. information, skills.
• Establish and maintain a network which is appropriate to your role eg. disability groups, workers, local forums.
• Assist people to understand and make their own way through the system, if they choose to or are capable to, with minimal support from you.
• Don't bring your own bias or strong opinions in to complicate the matter. Maintain confidentiality at all times.
• Avoid becoming a 'prop', instead endeavour to create independence in people.
• Advocacy is a partnership where the advocate and the person work together to achieve a common goal.