How to Work With Bureaucrats (and Actually Make Progress)
For over three decades, I worked inside government—26 years in the California fire service and related bureaucracy, plus time with multiple departments under the California Resources Agency. I’ve worn the badge, sat in the meetings, drafted the plans, taken the public heat… and I’ve also spent years on the other side of the table as a citizen, advocate, and stakeholder.
I organized and led Friends of the Rubicon (FOTR) and the Rubicon Trail Foundation (RTF) for a decade, working with local, state, and federal agencies almost daily, while speaking on behalf of hundreds of Rubicon trail users.
So when I offer the following ideas, they aren’t theory—they’re lessons learned from real-world experience. They’re tips, not gospel, but I’ve seen them work again and again.
One thing I want to make absolutely clear:
Bureaucrats are not the enemy. In fact, they’re essential. We depend on them to manage our public lands, enforce policy, protect communities, and make government function. As public land users, recreation advocates, and citizens, we can (and should) partner with them to create solutions that work.
We are a government OF, BY, and FOR the people.
You and I have every right—and responsibility—to be involved, informed, and persistent. And if you really want to change the system, get a degree in public administration and join it. Government needs smart, mission-focused people.
For simplicity, throughout this article I’ll use one abbreviation:
B = Bureaucrat (government, administrators, politicians, supervisors, managers, agency decision-makers, etc.)
Below are the simple principles I’ve relied on for decades to get results and build long-term working relationships.
1. Seek First to Understand
Before you can convince a bureaucrat of anything, learn where they are coming from.
What constraints do they operate under?
What’s their mandate?
Who do they answer to?
What policies or laws are tying their hands?
You don’t have to agree with their position—but you must understand it. Once you do, you’ll be far better equipped to negotiate, influence, and build a solid case for your own goals.
2. Listen (Really Listen)
If you want movement, they must feel genuinely heard.
Listening also reveals:
inconsistencies
policy references
paper trails
procedural pathways
decision-making authority
Think like an attorney: the more they talk, the more you learn. And listen “aerobically.” By that I mean more than Active Listening, get aerobic in your listening – say back what you heard, make sure you follow up with conversation clues, don’t sit there forming your comeback when they are speaking.
Example
You want a road opened, and the B says:
“We can’t. Our Draft Travel Management Plan prohibits it.”
Your response:
“I understand. Could I have a copy of that Draft Plan for review?”
If the B then says it cannot be shared, ask politely for the actual written policy stating that.
Let the process unfold. Let them save face. Let them backtrack gracefully. But get what you seek.
In most cases, persistence + professionalism gets the information you’re seeking.
And a warning:
Burning someone inside the system almost always boomerangs.
The bureaucratic world is small. Word travels.
Additional Tip from Jenny “Crash” Gayheart
When advocating to keep a road open, verify whether it already exists on an older township or county map. Some jurisdictions must retain mapped roads to maintain eligibility for Federal Highway funds—even if they can’t afford to maintain every mile.
If you hit a wall in one division, try contacting township trustees, County Board of Supervisors, or similar local authorities (where applicable).
Also track the economic value of recreation.
Camping fees, hotel stays, fuel, parts, meals—these add up. On large 3-day events, we’ve averaged about $250 spent per vehicle. Local leaders listen when you can show real dollars flowing into rural economies.
Money talks. Use it.
3. Persist
Bureaucracy favors the patient.
Write.
Follow up.
Write again.
Call.
Ask questions.
Document everything.
Do not accept the first “No.”
Or the second.
Or usually even the third.
Some of the most effective activists in the country use nothing more than politeness + relentless follow-through. Done respectfully, persistence can lead to open doors you didn’t know were there.
4. Respect
Never forget: bureaucrats are human.
B’s have budgets, supervisors, job descriptions, legal liabilities, and pressure from all sides. Treat them with dignity—even when you’re grinding your teeth. They have a job to do.
If you lose control and get disrespectful, they’re fully justified in cutting off the relationship. If they lose control while you remain steady and civil, you’ve just gained credibility and leverage. But the key is to keep everyone on an even keel. We want to get stuff done for the good of all concerned.
Professionalism wins long games.
5. Deliver
If you promise something—do it.
Reports, data, proposals, volunteer labor, stewardship projects, meeting attendance—whatever it is, keep your end of the bargain.
Reliability builds trust.
Trust builds access.
Access builds influence.
Don’t promise what you can’t deliver; deliver what you promise. Expect the same from others involved.
6. Learn Their Jargon & Structure
Agencies and B’s speak their own language.
Titles matter. Chains of command matter. Job duties matter.
Park Rangers are not the same as District Rangers.
Fisheries biologists are not enforcement Wardens.
BLM field managers don’t operate in the same structure as Forest Service line officers.
Knowing who you’re talking to—and how they fit into the org chart—speeds communication and helps you get to the decision-maker.
Example: USFS
District Ranger → Forest Supervisor → Regional Forester → Chief (Washington D.C.)
Spend 20 minutes on their website learning titles, divisions, and how decisions flow. It pays off.
7. Due Dates and Accountability
When you request something, get a deadline.
“I’d like a copy of the draft plan. When can I expect it?”
Let them pick the date.
When they choose it, it becomes their commitment—not yours.
Document it, reference it politely later, and follow up.
Accountability is the grease that keeps bureaucracy moving.
Final Thoughts
This list isn’t exhaustive. But these principles have helped me win more than I’ve lost—whether I was working inside the system or advocating from outside it.
If you use these tools:
listen (aerobically)
stay respectful
understand their world and jargon
persist
document
deliver
You’ll be amazed at what can be accomplished.
At the end of the day, bureaucrats are partners. They hold stewardship responsibilities that matter deeply to all of us—especially those of us who love our public lands. When we work with them instead of against them, real progress can happen.
You can make a difference.