What is a steering committee?

A project steering committee is like the wise captain guiding a ship on a voyage. In the world of projects, it’s a group of key decision-makers and experts who come together to oversee and steer a project in the right direction. Just as a ship’s captain ensures the journey stays on course, the steering committee ensures that a project aligns with the organization’s goals, makes smart decisions, and overcomes any challenges. They’re the ones who give the green light to important plans, keep an eye on the project’s progress, and make sure everything sails smoothly. Like a trusty crew, the committee members bring their unique skills and perspectives to ensure the project successfully reaches its destination.

What is the purpose of the steering committee?

A steering committee plays a crucial role in overseeing and guiding a project throughout its lifecycle. The primary purpose of a project steering committee is to provide strategic direction, governance, and decision-making support to ensure the successful planning and execution of the project. Here are key purposes and responsibilities associated with a project steering committee:

1. Strategic Guidance: The steering committee provides strategic direction by aligning the project with the organization’s overall goals and objectives. It ensures that the project remains in line with the broader strategic vision of the organization.
2. Decision-Making Authority: The steering committee is responsible for making key decisions related to the project. This includes approving project plans, budgets, scope changes, and major milestones. Their decisions guide the project team in implementing the project effectively.
3. Risk Management: The committee is involved in identifying and managing risks associated with the project. They review risk assessments, mitigation strategies, and contingency plans to ensure that the project is equipped to handle potential challenges.
4. Resource Allocation: The steering committee oversees the allocation of resources, including budgetary considerations, personnel, and other necessary assets. They ensure that the project has the resources needed to achieve its goals.
5. Stakeholder Management: Steering committees are responsible for managing relationships with key stakeholders. This includes communication with executives, sponsors, and other stakeholders to keep them informed about the project’s progress and to address any concerns.
6. Scope Management: The committee reviews and approves changes to the project scope. They ensure that any adjustments align with the project’s goals and do not compromise its overall objectives.
7. Monitoring Progress: The steering committee monitors the project’s progress against established milestones and key performance indicators (KPIs). They review regular project status reports and intervene when necessary to keep the project on track.
8. Approval of Deliverables: The committee reviews and approves major project deliverables, such as project plans, requirements documents, and final project outputs. Their approval signifies alignment with organizational standards and objectives.
9. Communication and Advocacy: The steering committee acts as advocates for the project within the organization. They communicate the project’s importance, benefits, and progress to ensure support from executives and other stakeholders.
10. Conflict Resolution: In situations where conflicts arise, the steering committee may be called upon to provide guidance and resolution. Their involvement helps maintain a positive and collaborative project environment.
11. Project Closure: The committee plays a role in the project closure phase by reviewing the final results, assessing the project’s success against its objectives, and providing feedback for future projects.

In summary, a project steering committee’s purpose is to serve as a governing body that guides and oversees a project to ensure its success. By providing strategic direction, making critical decisions, and managing key project elements, the committee contributes to effective project management and helps align the project with the organization’s strategic priorities.

Who are the steering committee members?

The composition of a project steering committee can vary depending on the organization, the nature of the project, and its specific requirements. However, a typical project steering committee is comprised of key stakeholders who have a vested interest in the success of the project along with those who have a direct impact on the project. Here are common roles and individuals that may be part of a project steering committee:

1. Project Sponsor: The project sponsor is generally a high-level executive who champions the project. They provide the overall leadership, advocacy, and support for the project. The project sponsor is often a member of the steering committee.
2. Project Manager: The project manager is responsible for the day-to-day management of the project. They provide updates on project progress, raise issues, and seek guidance from the steering committee. The project manager may not always be a formal member but is often invited to present to the committee.
3. Representatives from Business Units or Departments: Depending on the scope and impact of the project, representatives from relevant business units or departments may be included. These individuals bring domain-specific knowledge and ensure that the project aligns with the needs of different parts of the organization.
4. IT or Technical Experts: If the project involves significant technical components, technical experts or IT representatives may be part of the steering committee. Their role is to provide insights into technical requirements, constraints, and feasibility.
5. Finance Representative: A finance representative or financial expert may be included to provide insights into budgetary considerations, resource allocation, and financial planning associated with the project.
6. Human Resources Representative: In projects with a significant impact on personnel or organizational structure, a human resources representative may be part of the steering committee to address HR-related considerations.
7. Quality Assurance or Compliance Representative: For projects where quality standards or compliance requirements are crucial, a representative from quality assurance, compliance, or regulatory affairs may be included to ensure that the project aligns with relevant standards.
8. Change Management Representative: Projects often involve organizational change. Including a change management specialist on the steering committee helps address change-related challenges and ensures smooth transitions.

It’s essential for the steering committee to have a diverse composition that represents various aspects of the organization impacted by the project. The committee members collectively provide the necessary expertise, perspectives, and authority to guide the project effectively from inception to completion.

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How often does the steering committee meet?

The frequency of project steering committee meetings can vary based on the project’s complexity, the stage of implementation, and the organization’s specific needs. However, it’s common for project steering committees to meet regularly to ensure effective oversight, decision-making, and communication. Here are some general guidelines:

1. Initial Planning Phase: In the early stages of an implementation project, when planning and strategy are critical, steering committee meetings may be more frequent, such as weekly or bi-weekly. This helps establish the project framework and ensures that key decisions are made promptly.
2. Implementation Phase: As the project transitions into the implementation phase, meetings may become less frequent, typically ranging from bi-weekly to monthly. During this phase, the focus is on monitoring progress, addressing issues, and ensuring that the project stays on track.
3. Critical Milestones or Decision Points: The steering committee should convene for special meetings when critical milestones are reached, or key decisions need to be made. This could include major go/no-go decisions, changes in project scope, or significant budgetary approvals.
4. Project Reviews: Regular project reviews, occurring at specific intervals, provide an opportunity for the steering committee to assess overall progress, evaluate the effectiveness of strategies, and make adjustments as needed.
5. Post-Implementation and Evaluation: After the ERP system goes live, the steering committee may continue to meet for a period to assess the post go-live impacts, address any issues that arise, and evaluate the project’s overall success.

It’s crucial to strike a balance between meeting frequency and the need for efficient decision-making. While regular meetings are essential for oversight and communication, overly frequent meetings can become counterproductive. The steering committee should be flexible in adjusting meeting frequency based on project developments.

Key factors influencing meeting frequency include:

• Project Size and Complexity: Larger and more complex ERP implementations may require more frequent steering committee meetings.
• Project Risks and Challenges: If the project encounters unexpected challenges or risks, the steering committee may need to meet more frequently to address these issues promptly.
• Resource Availability: The availability of steering committee members, who are often senior executives, may influence meeting schedules.
• Project Timeline: The timing of critical project phases and milestones can impact meeting frequency. For instance, more frequent meetings may be needed during the planning and go-live phases.

Ultimately, the steering committee should establish a meeting cadence that ensures effective governance and decision-making while accommodating the unique needs and dynamics of the project. Regular communication and flexibility in response to project developments are key elements of successful steering committee oversight.

The Steering Committee’s Role in Project Success

In the realm of project success, the steering committee is vital, as its significance lies not just in decision-making but in providing strategic vision to guide the project. The committee ensures alignment with organizational goals, addresses challenges, and maintains project integrity. Without their guidance, projects may lack direction and cohesion. In essence, the steering committee is essential for infusing purpose, direction, and collective wisdom into the project, playing a pivotal role in its success.