Project roles

What is a steering committee? Roles, responsibilities and how to run one effectively

What determines the success or failure of projects? The answer often lies in the effectiveness of the steering committee. It is this team of leaders that is responsible for guiding the project, making strategic decisions and providing the necessary support.

In this article, you will learn: What a steering committee is and its purpose Key roles and responsibilities of the committee Who should be part of a steering committee Types of steering committees and how to choose one How the committee manages budget, scope, and progress Differences between a steering committee and a project team Useful tools and templates for committee work Benefits of an active steering committee Best practices for running a committee effectively How FlexiProject supports better project decisions

What is a steering committee? Why is it crucial for project success?

The steering committee acts as a link between the project team and individuals and groups outside the project, i.e., stakeholders. The steering committee should include representatives from three parties: business, project users and suppliers.

The most important tasks of the committee include:

• Strategic oversight: ensuring the project aligns with the overall strategic goals of the organization.
• Decision-making: making key decisions regarding the project’s scope, budget and timeline.
• Support and resources: providing the project with the necessary support and resources for its execution.
• Risk management: monitoring and responding to potential threats to the project.

Who should be on a steering committee?

For a steering committee to function efficiently, it should be small. Too many members mean that individuals not directly involved in the project’s execution participate in meetings. The committee may include:

• Business managers: individuals responsible for the strategic goals and business benefits of the project.
• Subject matter experts: individuals with specialized knowledge in the project’s domain.
• End-users: representatives of the target group for whom the project is being implemented.

Additionally, the steering committee often includes:

• Project sponsor: the individual who initiates the project and provides funding.
• Project manager: the person responsible for the day-to-day management of the project and reporting progress to the steering committee.

Types of steering committees: which one does your organization need?

There are several types of steering committees, which can be adapted to an organization’s needs:

• Executive steering committee: this type of committee focuses on the strategic aspects of a project. It has the authority to make key decisions that impact the entire organization.
• Project steering committee: its main task is to monitor project progress and provide support to the project manager with day-to-day challenges.
• Privacy committee: this committee is crucial in organizations that process sensitive data. It deals with issues related to personal data protection and ensuring compliance with privacy regulations.
• Compensation committee: responsible for establishing and monitoring employee compensation policies within an organization.
• Board committee (non-profit organizations): in non-profit organizations, this committee serves a supervisory function, controlling the alignment of activities with the organization’s mission and goals.

To choose the right steering committee, you should consider the type of organizational activity, its size and structure, the specifics of the project and the organizational culture.

Key responsibilities of a steering committee

How does a steering committee ensure project decisions are objective and sound? The answer lies in its specific duties, which ensure effective project management.

Steering committee vs project team: what’s the difference?

The steering committee and the project team perform distinct yet complementary functions. The steering committee handles strategic planning and project oversight, while the project team executes the specific tasks to complete it. Understanding the project life cycle helps in effectively dividing roles and responsibilities between these groups. It’s equally crucial to consider how timeliness efficiency in project management influence the roles of both the steering committee and the project team.

Steering committee tools and templates

For a steering committee to work effectively, it needs the right tools and templates, such as:

• Project progress report templates: these allow for regular tracking of project advancements.
• Document management tools: these help store and share important project-related documents.
• Project management software: this supports planning, monitoring progress and facilitating communication within the project team, which in turn helps control a project budget.

Benefits of an active steering committee

An active and engaged steering committee brings many benefits, including:

• Increased chances of project success: the committee provides support and oversight, helping to achieve project goals.
• Improved risk management: the committee assists in identifying and controlling risks, reducing their negative impact on the project.
• Efficient decision-making: the committee enables quick and accurate crucial decisions.
• Greater stakeholder engagement: the committee ensures regular communication and collaboration with key individuals and groups interested in the project.

Best practices for developing and running a steering committee

To ensure an effective steering committee, it’s worth adopting the following best practices:

• Define clear roles and responsibilities: each committee member should have clearly defined roles and duties.
• Hold regular meetings: the committee should meet regularly to monitor project progress and make decisions.
• Maintain effective communication: the committee should foster open and effective communication with the project team and other stakeholders.
• Prepare for meetings: committee members should be well-prepared for meetings to utilize time efficiently. 

The steering committee is a crucial element of an effective project management system. It provides strategic leadership, support and oversight, increasing the chances of project success. Adhering to best practices and utilizing appropriate tools allows for efficient management of the steering committee and the achievement of project goals.

Want to empower your leadership team with the right tools? Discover how FlexiProject helps steering committees make smarter, faster and more informed project decisions. FlexiProject contributes to effective project management by supporting key decision-making processes.