Steering committees often get a bad rap. Too controlling. Too bureaucratic. Too far removed from the real work of getting projects done. It happens – but it doesn’t have to be that way. With (4) easy steps you can get your steering committee moving in the right direction – to fill essential governance needs while still allowing the project team to flourish.
Before we get to the specifics, let’s answer the basic question – what is a steering committee? Committees are a traditional and longstanding mechanism for organizing project resources. Within the project management context, committees are formed for a number of reasons, with one of the most common being the "steering committee". As the name would indicate, steering committees are formed to “steer”, not to “manage” (and there is a difference).
When properly organized and empowered, the primary purpose of the project steering committee is to guide the underlying organization through one or more projects - to deliberate, make decisions, provide strategic direction, and to be an “advocate” for the initiatives involved. Committee success depends on the ability to execute these governing responsibilities, while leaving sufficient room for the project manager "to manage" and the project team to "perform".
This sounds complicated – but like any other management imperative, it’s all made easier when broken down into actionable components. Along these lines, steering committee success can be delivered in four (4) basic steps:
The committee mission establishes the purpose and scope of a given steering committee. A clearly stated "mission" provides the boundaries, direction and guidelines under which the steering committee will operate and make decisions. To avoid the common pitfalls, this mission must be clearly stated, relevant to the project and approved by the key stakeholders (as per the define/align/approve standard.) In order to achieve these goals, the committee "mission" is documented as part of a formal organizational process. As a general guideline, documented "mission statements" must address the following key questions:
The "Committee Charter" is an essential deliverable, establishing and documenting committee purpose, scope, authority, organizational structure and operational guidelines. Once documented and approved, the completed Charter provides the foundational and procedural basis upon which committee operations will be executed, allowing committee business to be conducted in a consistent, productive manner. As a baseline, Charter "deliverables" should include a member roster, listing the committee members by name and role, as well as expected committee deliverables and actionable procedures such as meeting planning, rules of conduct, voting requirements and related matters.
Project steering committees operate more efficiently (and with less risk) when the designated “mission” is executed through the use of an established, hierarchical organizational structure. Steering committees (like any other type of project committee) are deliberative bodies, formed to make important, complex, and time-sensitive decisions. When appropriately applied, organizational “structure” is the most effective and cost feasible mechanism to facilitate the decision making process. Structure provides a framework of accountability for how committee work gets done, and also creates a working “dynamic” designed to set expectations, minimize conflicts and eliminate bottlenecks. By definition, steering committees require strong leadership… not to dictate, but to guide the committee members through the myriad of actions to be taken and decisions to be made. That's the point of a defined "structure".
A picture is worth a 1,000 words. For an illustrated view of "committee structure" (and how it works) turn to our infographic "How to Organize Project Committees".
The biggest threat to steering committee success is the risk of micromanagement - losing sight of the distinction between directing the work effort (from a vision point of view) and managing the work effort (to produce specific results). It's a fine line, and can only be properly navigated when everyone is willing to work together in a collaborative fashion.
The project manager, team and customers must recognize that steering committees are largely created to navigate people and projects through political waters, and all related governance directives must be treated with appropriate respect. The project manager and the team must keep the committee fully informed and engaged, and seek guidance as warranted and appropriate. On the other hand, the committee needs to stay out of the day to day, and regularly seek the input of those who are executing the actual project work. It all comes down to the difference between guidance and management. Steering committees must be able to set direction, and then let those responsible to execute do their job.
The key to steering committee success is cooperation and collaboration, beginning with a fully defined (and accepted) mission and continuing with an ongoing “give and take” to ensure that all project objectives can be fully met.
Continue to the next article in our "committee" series: Preparing Documented Charters for Committee Organization and Operation. And, you may also be interested in our article series on project fast tracking, starting with Part 1: Foundational Concepts for Fast Tracked Success.
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The IT Service Strategy Toolkit, from ITtoolkit.com, is the ultimate how-to guide for managing IT according to a strategic vision. And part of that "vision" is the "IT Steering Committee". Along with all the "vision" concepts and planning steps, the Toolkit covers all of the key issues and tools for organizing and operating the successful IT Steering Committee including:
The Fast Track Project Toolkit is the ultimate how-to guide for strategic project fast tracking, giving you the "tools" you need to manage projects in the "real world", when time is short, funding is limited, and resources are stretched thin. The project committee is an essential part of that process, used to organize resources and ensure informed, collaborative decision making.
In addition to a complete, step-by-process for managing projects through strategic fast tracking, the Toolkit Bundle Edition (the best value), also contains the 'Project Committee Guidebook', filled with actionable steps and guidelines for project committee organization and operation, including: