Steering committee definition

A steering committee, sometimes shortened to Steer Co, is a group of people who advise and guide a major project from start to finish. It usually contains a mix of staff and external members who steer or guide the project to make sure it stays on course and is successful.

Members of the committee are responsible for making big-picture decisions about projects, but they don’t typically carry out the work. They take a more objective approach since they’re not directly involved in the projects. Team members and project managers often have a more personal investment in what they’re doing and might make decisions based on that attachment. The work they’re doing can also keep them busy and leave little time for decision-making and problem-solving.

Duties of a steering committee

To understand what a steering committee is, it helps to look at its specific duties and functions. Some key responsibilities include:

• Strategy: Steering committees often establish the scope and strategy for the project. This might include developing measurable goals and objectives. They might create a timeline and identify key project milestones.
• Budget: With expertise in the field, committee members can help develop and guide the budget to keep the project on track financially.
• Guidance: Committee members offer advice to the project manager and other team members who work on the project.
• Decision-making: Decisions about major projects often come from the steering committee rather than from the managers working on the project. They use their expertise and available data to increase the chances of success.
• Conflict resolution: Committee members help sort out major conflicts or problems that arise on the project. This can help keep the project on track.
• Quality control: As experts, the committee often establishes quality standards and makes sure the project follows those standards.
• Risk management: Part of the committee’s job is to identify, mitigate and monitor risk to help improve the outcomes.
• Advocacy: Team members promote and advocate for the project both within the company and with external stakeholders and partners.

Who is on the steering committee?

Members of steering committees are typically stakeholders in the project or experts in different areas related to the project. You won’t usually see people who are actually carrying out the work on the committee. For instance, the project manager usually isn’t a steering committee member, but they might attend meetings and work closely with the committee. Examples of people who might be on a steering committee include:

• C-suite executives
• Senior managers
• Senior employees with project management expertise
• Client representatives
• External experts

When you choose a diverse group of people for your Steer Co, you end up with a wider range of opinions and guidance, potentially giving you better results since they can look at projects from all angles. A steering committee usually has a chairperson to serve as the leader. This person is elected by the committee.

When to use a steering committee

Steering committees are common in IT, but they can be beneficial in any project-based situation. You might use your steering committee to oversee all projects or only use them for high-stakes or larger projects.

Make a steering committee work

With such a major role in shaping the direction of company projects, the steering committee should be carefully planned. There are several considerations when choosing the members and organizing the committee. Keep these things in mind.

1. Steering committee charter

When starting a new steering committee, having a charter to guide the group improves the chances of success. It defines the group’s purpose and organization. Your steering committee charter should include a mission statement, roles, responsibilities, structure, meeting frequency and other relevant organizational details.

2. Member selection

The purpose of the steering committee is to support the project. To do this, you need members who can offer expertise but who will also be supportive and helpful. Ensure the members won’t make the project manager’s job more difficult.

Having key expertise or a major stake in the project is also important. This increases the motivation of the members to take the role seriously and make the best possible decisions and recommendations.

Team members need to be willing to share their opinions and expertise while also working well with others. They should be open to other viewpoints and willing to consider all data and information.

3. Training

Create a short training for new steering committee members to help them understand their roles. This can be especially helpful if a selected member has never been on a steering committee before. But it can also be a good refresher for experienced members. You can use this training to guide members on your specific procedures based on the projects you’re doing.

4. Clear roles

Having clear roles as a committee and for individuals can streamline processes. Everyone involved should understand how much authority they have and what their responsibilities are. This includes staying current on the project details and attending all meetings for all committee members.

5. Communication expectations

Regular communication keeps committee members and project managers on the same page. Committee meetings offer a key way to communicate about the project, but regular emails might also be used between meetings. Email offers an efficient way to communicate about project milestones and issues that come up outside of regular meetings.

6. Decision-making procedures

The decision-making process for steering committees is often less formal than it is for company boards, but it can still be helpful to have processes and procedures in place. Establish ground rules for the meetings and decisions to make the time efficient. Decide how to discuss topics and work collaboratively on the duties of the group. It’s also helpful to have a process for handling disagreements if your committee can’t come to a consensus.

One of the benefits of using a steering committee is fast decision-making. Emphasize this to the committee to ensure they prioritize making timely decisions.

7. Meeting preparation

Steering committees meet at regular intervals to make decisions and discuss projects. The committee chair is responsible for creating the meeting agenda. Developing and sending the agenda to all participants at least a week in advance helps improve your meetings. The lead time gives meeting participants time to prepare for the discussion, do research as needed and ask clarifying questions if necessary.

FAQs about steering committees

What is the difference between a board of directors and a steering committee?

The board of directors is the governing body for the entire company. They’re often elected by shareholders and help make decisions to guide the company to success. Steering committees serve as governing bodies for company projects and are usually less formal in how they operate. A steering committee includes several experts and stakeholders, which could include some of your C-suite executives who are also on the board.

What is the ideal steering committee size?

The committee size can vary but typically falls between four and seven people. You want enough people to provide different perspectives, and you might need expertise from different areas. However, keeping the committee relatively small makes it more manageable and makes it easier to get tasks done.

How often does a steering committee meet?

The timing of committee meetings can vary based on the scope and pace of the project. A large or fast-paced project might require meetings every few weeks. Slower-paced, smaller-scale projects with lower-stakes outcomes might meet only once every few months. You can set meetings based on a time period, such as once a month or once a quarter, or you can adjust your committee’s meeting schedule based on project milestones.