How to Effectively Manage Your Steering Committee as a Project Manager

Effectively managing your steering committee (steerco) is crucial for project success. Yet, many project managers see their interactions with the steerco as one of the most challenging aspects of their role. Frustrations often arise on both sides: the steerco wants predictable results, while the project manager struggles with unclear expectations and hierarchical tensions. What are the main challenges, and how can you address them? In today's blog, we'll share our insights and tips.

The Role of the Steering Committee: Why Good Management Matters

A steering committee holds a significant hierarchical position above the project manager. They are responsible for strategic decision-making and oversee the project’s budget and scope. Yet, research shows that 74% of projects are delivered late, over budget, or fail to meet original expectations (according to the Project Management Institute). This highlights a gap in communication between project managers and steering committees. Effective collaboration is, therefore, critical for success.

Core Challenges in Collaboration

According to our expert, many issues arise because steering committees often don’t have a clear vision of what they want, even though they demand precise budgets and tight deadlines. This results in:

1. Unclear scope: Project goals are not concretely defined, leading to scope creep and rework.

2. Conflicting interests: Different members of the steering committee often have diverging priorities, pulling the project in multiple directions.

3. Lack of decisiveness: Some steering committee members want to weigh in on everything but fail to make clear decisions when needed.

How Can You Manage This as a Project Manager?

The key to success lies in being deliberate and strategic with your steering committee. Here are some actionable steps:

1. Start Strong: Know Your Steering Committee

“Who is the sponsor, who provides the resources, and who will use the project’s deliverables?” As a project manager, you need to answer these questions from the outset. Use these roles as a guide:

• Executive sponsor: The individual accountable for the project and budget.

• Senior supply representative: Provides the people and resources required for the project.

• Senior user: Represents the end-users of the project’s deliverables, such as a production department or a client.

Ensure you have strong, representative members in your steering committee. A weak or non-influential member can cause delays and disrupt decision-making.

2. Set Clear Communication Plans

Plan in advance how often you will meet with the steering committee and what the agenda will include. But don’t limit yourself to formal communication. Informal interactions, such as a coffee chat or chance encounter, can be invaluable. For example, if you know a committee member is highly quality-focused, share project quality metrics with them beforehand to build trust.

3. Facilitate Decision-Making

One of the most frustrating situations is when a steering committee fails to make decisions. Make it easier for them by presenting clear options. For example, outline three scenarios with their impact on cost, timeline, and resources. Also, highlight the cost of indecision, such as additional expenses from juggling multiple options.

4. Be Proactive in Stakeholder Management

As a project manager, you must ensure that steering committee members feel heard and valued. This means they should never hear anything new during a meeting. Personally inform them beforehand, whether through a phone call or a Teams meeting. This not only strengthens relationships but also ensures more efficient meetings.

5. Handle Micromanagement

It’s common for steering committee members to want to dive into technical details. Keep these discussions out of the steering committee meetings. Organize a separate session with the relevant experts to give the technical member the attention they need. In the steering committee, focus on project progress and strategic decisions.

6. Make the Project Visual and Tangible

Use simple, shared tools to visualize the triangle of time, scope, and resources. This makes the project tangible and fosters a sense of shared responsibility. The mindset of “we’re in this together” is essential to avoid conflicts.

Tips for Online and International Steering Committees

In a world where remote work is increasingly common, project managers must adapt. Ensure that online steering committee members are never surprised during a meeting. Use personal video calls to share updates and build rapport. Avoid email for critical communications; direct interactions are much more effective.

Avoid Common Pitfalls

Our expert highlights three common mistakes when managing a steering committee:

1. Insufficient preparation: Understand the expectations, priorities, and pain points of each steering committee member.

2. Loss of control: Don’t get dragged into hierarchy or micromanagement. Stay in charge.

3. Lack of trust: Build your “emotional bank account” with regular and personal contact.

Master Steering Committee Management

On Thursday January 30th, we're hosting a free Project Management Inspiration Session, where we’ll dive deeper into this topic and share additional insights to help you excel in your role. Don’t miss this opportunity to learn and connect with peers.

Sign up for the inspiration session here.

Do you want to learn how to manage your steering committee effectively and lead your projects to success? Sign up for our Project Management Masterclass at Holland Innovative. You’ll gain practical tools and techniques to manage projects and get the most out of your collaboration with the steering committee.

Register for the Project Management Masterclass and turn your projects into guaranteed successes!