- What Is a Steering Committee?<\/a><\/li>
- Importance and Purpose of Steering Committees in Project Management<\/a><\/li>
- The Roles and Responsibilities of Steering Committee Members<\/a>
- 1. Defining outcomes and scope<\/a><\/li>
- 2. Setting or approving timelines and budgets<\/a><\/li>
- 3. Evaluating and mitigating risk<\/a><\/li>
- 4. Monitoring project execution<\/a><\/li>
- 5. Providing advice and support<\/a><\/li><\/ul><\/li>
- Establishing and Running a Steering Committee<\/a>
- 1. Setting goals and creating a charter<\/a><\/li>
- 2. Assembling the dream team<\/a><\/li>
- 3. Conducting regular meetings<\/a><\/li><\/ul><\/li>
- Tips for Running Steering Committee Meetings Efficiently<\/a>
- Prepare an agenda<\/a><\/li>
- Send agenda before the meeting<\/a><\/li>
- Watch the clock<\/a><\/li>
- Communicate openly<\/a><\/li>
- Take notes<\/a><\/li><\/ul><\/li>
- Run a Steering Committee Effectively with ClickUp<\/a><\/li><\/ul>\n\t\t\t<\/div>\n\t\t<\/div><\/div>\n\n\n
What Is a Steering Committee?<\/h2>\n\n\n\n
A steering committee is an advisory board that makes macro-level decisions for projects or organizations<\/strong>, guiding them in the right strategic direction. \ud83e\udded<\/p>\n\n\n\n
The committee usually consists of diverse individuals who don\u2019t participate in the day-to-day activities but have a high stake in the project or organization\u2019s success. Those may include business managers, subject-matter experts, and even end users. <\/p>\n\n\n\n
There are many types of steering committees. Some of them include:<\/p>\n\n\n\n
- \n
- Executive committees<\/li>\n\n\n\n
- Project-steering committees<\/li>\n\n\n\n
- Privacy committees<\/li>\n\n\n\n
- Non-profit committees<\/li>\n<\/ul>\n\n\n\n
The roles and responsibilities of steering committees differ based on the programs they govern<\/a>. In general, they meet every once in a while to discuss crucial topics and decide on the next best steps. They collaborate with project managers, who are responsible for implementing the committee\u2019s decisions.<\/p>\n\n\n\n
Pro tip:<\/strong> Whether you\u2019re planning a steering committee meeting or coordinating changes for project success, use project management software like ClickUp<\/a> to ensure your efforts are fruitful and efficient. ClickUp makes it easy to collaborate with project teams on any work and saves you all time and effort.<\/p>\n\n\n\n
Importance and Purpose of Steering Committees in Project Management<\/h2>\n\n\n\n
Having a board of authority figures and senior stakeholders to steer project management in the right direction lays the foundation for success. Below, you\u2019ll discover the main benefits steering committees bring:<\/p>\n\n\n\n
- \n
- Strategic planning: <\/strong>Following one of the key principles of project management<\/a>, the committee aligns the project with the organization\u2019s goals. By doing so, it contributes to effective resource management<\/a> and prioritization of tasks<\/a>, ensuring they work in favor of both parties<\/li>\n\n\n\n
- Informed decision-making: <\/strong>The committee comprises individuals with diverse expertise, experience, and perspectives. This variety allows them to produce optimal solutions and strategies that benefit everyone<\/li>\n\n\n\n
- Enhanced communication: <\/strong>It\u2019s the committee\u2019s role to ensure all relevant stakeholders<\/a> are informed about the project\u2019s plan and progress. That way, it fosters a culture of transparency and trust<\/li>\n\n\n\n
- Adaptability to changes: <\/strong>With their risk mitigation strategy and combined expertise, steering committees are apt at resolving conflicts. They can also make quick decisions to adjust the project in light of new information<\/li>\n\n\n\n
- Performance improvement: <\/strong>By governing the project and offering expert support in times of need, steering committees increase efficiency and project quality<\/li>\n<\/ol>\n\n\n\n
Bonus read:<\/strong> Check out the best project governance templates<\/a> for your team!<\/p>\n\n\n\n
The Roles and Responsibilities of Steering Committee Members<\/h2>\n\n\n\n
Steering committees vary depending on the nature of the organization or initiative. They may include both internal and external collaborators serving different functions, such as: <\/p>\n\n\n\n
- \n
- Executives:<\/strong> High-level leaders guiding the organization\u2019s strategy<\/li>\n\n\n\n
- Senior managers: <\/strong>Leaders mediation between executives and departments<\/li>\n\n\n\n
- Business managers: <\/strong>Individuals who represent the business objectives of specific units<\/li>\n\n\n\n
- Department heads:<\/strong> Individuals leading department employees who are involved in the project<\/li>\n\n\n\n
- Subject-matter experts: <\/strong>Authority figures in their area who have specialized knowledge and provide guidance to ensure fact-based decision-making<\/a><\/li>\n\n\n\n
- Senior suppliers:<\/strong> Individuals managing the supply chain and external participants<\/li>\n\n\n\n
- Investors:<\/strong> Individuals who provide financial support for the initiative or organization<\/li>\n\n\n\n
- Customer or client representatives: <\/strong>Individuals who derive value from the outcome and are responsible for articulating user needs and expectations<\/li>\n<\/ul>\n\n\n\n
The project-steering committee is engaged at every project level. Its five main responsibilities include:<\/p>\n\n\n\n
1. Defining outcomes and scope<\/h3>\n\n\n\n
The steering committee’s first decision concerns ideal project outcomes. This decision specifies the purpose of the entire operation<\/strong> and guides future decisions. <\/p>\n\n\n\n
After that, the committee defines the project scope\u2014the resources, deliverables, limitations, and any other factors crucial for project planning<\/a>. It also sets project goals, which are ambitious but also realistic. In the end, they define project metrics that indicate its success. \u2b50<\/p>\n\n\n\n
Pro tip: The <\/strong>ClickUp Scope of Work Template<\/a> provides a solid framework for outlining the basics of any project. It streamlines project progress planning and communication with stakeholders.<\/p>\n\n\n
\n![\"The](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/05\/baf31c30-1000.png\")
Document all key aspects of your project with ClickUp’s Scope of Work Template<\/figcaption><\/figure>\n<\/div>\n\n\n Download This Template<\/a><\/div>\n\n\n\n2. Setting or approving timelines and budgets<\/h3>\n\n\n\n
As part of the project\u2019s scope, the committee deliberates the resources needed to execute the project, such as capital, personnel, and time. \ud83d\udcb0<\/p>\n\n\n\n
The project managers usually propose the initial budget and project timeline, but the committee\u2019s experts provide advice and are responsible for approving the final <\/strong>project budget and timeline<\/strong>. The committee also has to approve any change requests before they take effect. <\/p>\n\n\n\n
Pro tip: <\/strong>Project managers can use the ClickUp Budget Proposal Template<\/a> to sum up the expected costs for an initiative and request funding from the project-steering committee.<\/p>\n\n\n
\n![\"The](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/08\/cbe6a5ed-600.png\")
Create a strong funding request for the steering committee with ClickUp’s Budget Proposal Template<\/figcaption><\/figure>\n<\/div>\n\n\n Download This Template<\/a><\/div>\n\n\n\n3. Evaluating and mitigating risk<\/h3>\n\n\n\n
Steering committees analyze project plans to detect potential problems before they occur. They then create a contingency plan<\/a> to address those problems. \u26a0\ufe0f<\/p>\n\n\n\n
The plan helps the project team prepare for emergency or unplanned situations. It also gives them instructions on how to react and deal with the consequences. Besides reducing safety risks, this proactive approach helps prevent major setbacks and allows projects to stay on schedule<\/strong>.<\/p>\n\n\n\n
Pro tip:<\/strong> Get a better understanding of potential project risks and their impact with the ClickUp Risk Register Template<\/a>. Keep all information in one place and create a risk mitigation plan efficiently.<\/p>\n\n\n
\n![\"The](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/06\/9c12f9df-1000-1.png\")
Don’t let any potential project issue slip through with ClickUp’s Risk Register Template<\/figcaption><\/figure>\n<\/div>\n\n\n Download This Template<\/a><\/div>\n\n\n\n4. Monitoring project execution<\/h3>\n\n\n\n
The project manager is the one responsible for assigning tasks and monitoring the progress of the project team. At regular intervals, they give the steering committee regular updates on the project’s progress and status<\/strong>. The manager doesn’t focus on details but rather paints an overall picture of the project\u2019s standing, specifically its adherence to the deadlines and budget. \ud83d\udc40<\/p>\n\n\n\n
The steering committee then decides whether to intervene and if yes, what steps the team should take. The committee also updates other stakeholders on the project\u2019s crucial milestones.<\/p>\n\n\n\n
5. Providing advice and support<\/h3>\n\n\n\n
Minor everyday problems are the project manager\u2019s to solve. They can mediate conflicts and reallocate resources on their own. In case they can\u2019t identify a viable solution or run into bigger bottlenecks<\/strong>, the project manager can turn to the steering committee. <\/p>\n\n\n\n
Understanding the importance and arduousness of the manager\u2019s role, the committee supports, advises, and encourages them throughout the project\u2019s life cycle. \ud83e\udd1d<\/p>\n\n\n\n
Establishing and Running a Steering Committee<\/h2>\n\n\n\n
Considering the crucial part the steering committee will play within your organization, you should invest significant time and effort into its establishment. If your next task is forming and managing a steering committee, read the guidelines below and familiarize yourself with the process. <\/p>\n\n\n\n
1. Setting goals and creating a charter<\/h3>\n\n\n\n
The first step is to define the mission and scope of the steering committee, tackling information such as:<\/p>\n\n\n\n
- \n
- Goals and the means of achieving them<\/li>\n\n\n\n
- Roles and expectations<\/li>\n\n\n\n
- Limitations<\/li>\n\n\n\n
- Operating standards<\/li>\n<\/ul>\n\n\n\n
The scope establishes a governance framework<\/a> to navigate upcoming steering committee work and emerging challenges<\/strong>. You should also create a project communication plan<\/a> to describe how the committee will make decisions, how board members will receive information, and how they\u2019ll seek input from external collaborators.<\/p>\n\n\n\n
In the end, craft a formal steering committee charter to make these decisions official. \u2712\ufe0f<\/p>\n\n\n\n
Pro tip:<\/strong> Start with the ClickUp Project Charter Template<\/a> and customize it to meet your needs. You\u2019ll have a professional steering committee charter in no time!<\/p>\n\n\n
\n![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/07\/b16a6e0c-1000-1.png\")
Use ClickUp’s Project Charter Template and define your steering committee’s mission<\/figcaption><\/figure>\n<\/div>\n\n\n Download This Template<\/a><\/div>\n\n\n\n2. Assembling the dream team<\/h3>\n\n\n\n
To determine who should participate, consider the steering committee\u2019s scope. Depending on the size of the project or organization, select five to eight individuals for the group<\/strong>. Make sure the board represents all departments involved in the project and consists of individuals with diverse skills and backgrounds. Prioritize those with the most field experience and those who can work well in a team.<\/p>\n\n\n\n
It\u2019s important to single out an individual who will act as the chairman of the group. This person will lead the steering committee, ensuring it operates fairly, harmoniously, and in line with the charter despite any project management challenges<\/a> that may arise. Their job will also be to expedite the decision-making process without rushing it. \u23e9<\/p>\n\n\n\n
When you assemble the team, inform all members of the committee\u2019s purpose and scope. Everyone must understand what their role entails and what\u2019s expected of them. Educate them on the importance of being committed to their roles, attending meetings regularly, and communicating openly<\/strong>. In case some members haven\u2019t served on a steering committee before, provide appropriate training. <\/p>\n\n\n\n
Pro tip:<\/strong> Assembling and regulating a steering committee is simpler with the ClickUp Board Roster Template<\/a>. This handy tool lets you keep track of board members, their contact information, and meetings.<\/p>\n\n\n
\n![\"The](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2024\/04\/ClickUp-Board-Roster-Template.png\")
Manage all steering committee members and meetings under one roof with ClickUp\u2019s Board Roster Template<\/figcaption><\/figure>\n<\/div>\n\n\n Download This Template<\/a><\/div>\n\n\n\n3. Conducting regular meetings<\/h3>\n\n\n\n
Steering committees should meet regularly to address any problems timely and keep projects on schedule. When everything is running according to plan, frequent meetings might not be necessary. It\u2019s important to recognize when the need for discussion exists and when the members could use their time on more pressing issues. <\/p>\n\n\n\n
For example, you can hold regular meetings when the project reaches its milestones. If any issue arises, you can arrange an ad-hoc meeting.<\/p>\n\n\n\n
Every steering committee session must have a clear purpose and agenda<\/strong>. That may include progress updates, brainstorming sessions, planning future work, and any other discussion necessary for the given moment. The meetings should also involve the project manager, who will brief the committee on the most recent and notable project developments. \ud83d\udce2<\/p>\n\n\n\n
Pro tip:<\/strong> Whether you\u2019re running an initial project meeting or an emergency meeting, plan it with the ClickUp Meetings Template<\/a>. This comprehensive template allows you to schedule meetings, invite committee members, and create agendas with ease.<\/p>\n\n\n
\n![\"The](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2024\/02\/image-211-1400x583.png\")
Plan and prepare for all steering committee meetings with ClickUp’s Meetings Template<\/figcaption><\/figure>\n<\/div>\n\n\n Download This Template<\/a><\/div>\n\n\n\nBonus read:<\/strong> Learn about the nine common meeting types<\/a>!<\/p>\n\n\n\n
Tips for Running Steering Committee Meetings Efficiently<\/h2>\n\n\n\n
Although steering committees are small, their members have tight schedules, so coordinating them is often a difficult endeavor. You must find a time that works for everyone. You must also run meetings efficiently so as not to waste time. Most importantly, to fulfill the committee\u2019s purpose, you must implement its decisions into the project workflow. <\/p>\n\n\n\n
Thankfully, technology can make your job easier. A project management tool<\/a> such as ClickUp can facilitate seamless collaboration between the steering committee and the project team.<\/p>\n\n\n\n
ClickUp\u2019s Project Management Suite<\/a> allows you to build a hierarchy to organize all work and documentation under one roof. Create a separate Space for the steering committee and set permissions so only members can view it. You can also manage meetings in your ClickUp Workspace<\/a> with ease.<\/p>\n\n\n\n
Whether it\u2019s a meeting or a work item, add it as a task and delegate it to members. Within each Task view, you can include:<\/p>\n\n\n\n
- \n
- A description<\/li>\n\n\n\n
- Files<\/li>\n\n\n\n
- Checklists<\/li>\n\n\n\n
- Taggable comments<\/li>\n<\/ul>\n\n\n\n
![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/11\/Task-View-Checklist.png\")
When assigning ClickUp Tasks, include descriptions, files, and checklists to help members execute them efficiently<\/figcaption><\/figure>\n<\/div>\n\n\n ClickUp comes with over 15 views<\/a>, allowing you to visualize and grasp any aspect of the project. The ClickUp Gantt view<\/a> is ideal for envisioning project timelines, whereas the ClickUp Calendar view<\/a> lets you track and schedule meetings. The platform also integrates with Zoom<\/a> and many other video conferencing platforms. You can launch calls directly from meeting tasks!<\/p>\n\n\n
\n![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2024\/02\/image-644.png\")
Track your steering committee meeting and work schedule with the ClickUp Calendar view<\/figcaption><\/figure>\n<\/div>\n\n\n Now that you have all you need to plan committee meetings, follow the tips below to make the most of them<\/strong>. \ud83d\ude4c<\/p>\n\n\n\n
Prepare an agenda<\/h3>\n\n\n\n
To ensure maximum productivity during a steering committee meeting<\/strong>, create a meeting agenda<\/a> beforehand. The discussion should focus on the broad picture and high-impact concerns. It should only tackle project details in specific circumstances, such as when the project manager raises a concern. In all other cases, they are unnecessary distractions.<\/p>\n\n\n\n
You can use ClickUp Docs<\/a> to draft your agenda and talking points. To save time, take advantage of the platform\u2019s AI engine, ClickUp Brain<\/strong><\/a>. It can proofread your text or even generate meeting outlines in your stead. <\/p>\n\n\n\n
Send agenda before the meeting<\/h3>\n\n\n\n
Steering committee meetings run more smoothly when the participants are aware of the topics discussed. That\u2019s why it\u2019s advisable to share the meeting agenda beforehand. That allows committee members to think about the topic and prepare their questions<\/strong>. \ud83e\udd14<\/p>\n\n\n\n
In ClickUp, you can forward the agenda by sharing the ClickUp Doc or summing up the main points in the designated meeting task description. Check out the ClickUp Board Meeting Agenda Template<\/a> to see how it\u2019s done. It will give you a ready-made structure to build upon as well as ideas on what to include. \ud83d\udcac<\/p>\n\n\n
\n![\"The](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/12\/image3.png\")
Make your steering committee meetings efficient with ClickUp’s Board Meeting Agenda Template<\/figcaption><\/figure>\n<\/div>\n\n\n
- Senior managers: <\/strong>Leaders mediation between executives and departments<\/li>\n\n\n\n
- Informed decision-making: <\/strong>The committee comprises individuals with diverse expertise, experience, and perspectives. This variety allows them to produce optimal solutions and strategies that benefit everyone<\/li>\n\n\n\n
- Strategic planning: <\/strong>Following one of the key principles of project management<\/a>, the committee aligns the project with the organization\u2019s goals. By doing so, it contributes to effective resource management<\/a> and prioritization of tasks<\/a>, ensuring they work in favor of both parties<\/li>\n\n\n\n
- Send agenda before the meeting<\/a><\/li>
- 2. Assembling the dream team<\/a><\/li>
- 2. Setting or approving timelines and budgets<\/a><\/li>
- Importance and Purpose of Steering Committees in Project Management<\/a><\/li>
![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2024\/03\/image-40.jpeg\")