Purpose
A steering committee is usually created when for large, cross divisional initiatives where there are a lot of stakeholders and alignments is required. Steering committees are composed of key stakeholders, representing the organizational units affected by the change that a project brings. They are and often chaired by the business sponsor who has the power to establish the main directions and provide the necessary resources to carry out the projects.
Regular meetings with the Steering Committee provide the Project Manager an opportunity to:
- Keep the key stakeholders informed;
- Receive strategic direction (such as deferring project activities which may be conflicting with other organizational initiatives);
- Obtain specific approvals (such as change requests, or even to cancel the project);
- Escalate organizational and resourcing issues which are outside his/her authority (particularly in matrix-type organizations).
Template
Steering Committee Status Report
Guidelines
Overview
Preparing for and attending steering committee meetings is an important role and responsibility of a project manage.
standard monthly meetings with the Steering Committee are recommended
Create Steering Committee Status Report
Follow the recommended Steering Committee Update Template and modify as required.
Project Health Check:
Green - On Track
Yellow - At Risk
Red - Critical
Action Items from Last Meeting:
List all the action items that were outstanding from the last meeting, including those recorded in the meeting minutes, who is responsible (owner) and the status if those action items (complete or incomplete).
Required Decisions or Guidance:
List all the decisions that were made during this reporting period and the result of the decisions. Also list any decisions that the Steering Committee need to make at this meeting.
Critical Issues:
List all issues that were outstanding from the last meeting and any new issues that have arisen.
Critical Risks:
List all critical risks to the project, those already identified and any new risks discovered.
Responses:
Accept – Do nothing
Mitigate – Take steps to reduce the probability/impact
Transfer – Buy insurance or outsource
Avoid – Take steps to eliminate the risk
Project Change Requests:
List any new project change requests, the date they were approved and the impact they have on the project (scope, cost, schedule etc.)
Prepare for the Meeting
Ensure you prepare for the meeting so your stakeholders will trust your opinion and you are communicating at the right level. Make the meeting simple and pleasant for them by summarizing the project’s progress and by only providing detailed information where important risks, issues or decisions need to be discussed
Prepare for the meeting by:
- Reviewing Project Schedule: Review the project plan and identify all tasks in progress, to be started or completed within the next 2-4 weeks. If you don’t know the status of a critical part of the project find out before the meeting.
- Tracking the Project’s Key Performance Indicators: Know how much money the project has spent, what the estimate is to completion, and have much scope you have delivered. If applicable, have detailed financial figures at hand in case you need them.
- Highlighting Major Accomplishments: Ensure you highlight all the major accomplishments and the good work the project team is doing.
Always send out meeting results
Always take minutes from the meeting. Taking minutes will help you reinforce what was decided and which actions were agreed upon and by whom. Your steering committee will respect you for being an effective person who keeps taps on decisions and actions – including their own!
- Updates to action items and issues should be added into the Project Workbook (or Team Dynamix)
- Place a copy of the meeting results in the project folder under communications/Sponsor Updates