How to setup a Project Steering Commitee

Setting up a project steering committee is crucial for effective project governance, ensuring that projects align with organizational goals and stakeholder interests. Here’s a step-by-step guide to help you establish a project steering committee:

Step 1: Define the Purpose and Objectives

1.1 Identify the Need for a Steering Committee

Determine the complexity and scale of the project, which may necessitate a steering committee to provide oversight and direction.

1.2 Define Objectives

Clearly outline what the steering committee will achieve, such as:

Providing strategic guidance.

Making key project decisions.

Ensuring stakeholder alignment.

Monitoring project progress.

Step 2: Determine the Composition

2.1 Identify Key Stakeholders

List stakeholders from various levels of the organization, including:

Executives (e.g., C-suite, department heads).

Project sponsors.

Subject matter experts (SMEs).

Representatives from affected business units.

2.2 Define Roles and Responsibilities

Clearly outline the roles of each committee member, such as:

Chairperson: Leads the committee and facilitates meetings.

Project Manager: Provides updates on project status and performance.

Financial Officer: Reviews budgetary matters and funding approvals.

Representatives: Contribute insights and feedback from their respective areas.

Step 3: Establish Governance Structure

3.1 Define the Committee Structure

Decide on the size of the committee, ideally between 5 to 10 members for effective decision-making.

Consider whether there will be subcommittees or working groups for specific tasks.

3.2 Set Terms of Reference (ToR)

Create a document that outlines:

Purpose of the committee.

Scope of authority and decision-making power.

Meeting frequency and procedures.

Reporting structure.

Step 4: Schedule Initial Meetings

4.1 Plan the First Meeting

Organize an initial meeting to introduce committee members and discuss the project’s scope and objectives.

Share the ToR and clarify the committee’s roles and responsibilities.

4.2 Set a Meeting Schedule

Establish a regular meeting schedule (monthly, quarterly) to review project progress and address any issues.

Step 5: Create a Communication Plan

5.1 Define Communication Channels

Decide on how information will be shared among committee members and with stakeholders, such as:

Email updates.

Project dashboards.

Meeting minutes.

5.2 Ensure Transparency

Communicate decisions made by the committee to the wider organization to foster trust and transparency.

Step 6: Monitor and Review Progress

6.1 Establish Key Performance Indicators (KPIs)

Identify KPIs to measure project performance and success. Examples include:

Budget adherence.

Timeline compliance.

Quality metrics.

6.2 Review Performance Regularly

Use regular meetings to assess project progress against KPIs and address any challenges or roadblocks.

Step 7: Adapt and Improve

7.1 Gather Feedback

Regularly solicit feedback from committee members on the effectiveness of the committee’s operations.

7.2 Make Adjustments as Needed

Be open to modifying the structure, roles, or processes based on the feedback and evolving project needs.

Conclusion

Setting up a project steering committee is essential for ensuring effective oversight and governance of projects. By following these steps, you can create a committee that aligns with organizational goals, facilitates decision-making, and enhances project success. Regularly review and adapt the committee's functions to ensure it remains effective throughout the project lifecycle.

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