Steering Team Overview

What is a Steering Team (Committee)?

• Role of Steering Committee: Steering committees oversee lean transformations and ensure leadership alignment with the organization’s transformational vision.

• Senior Management Support: Strong support from senior managers is crucial for motivating lean facilitators, especially during challenging times.

• Committee Composition: The committee includes key business leaders and lean facilitators, functioning similarly to a board of directors.

• Purpose and Function: The committee defines the vision, mission, and tactical strategy, providing decisive guidance and overcoming obstacles for lean facilitators.

• Facilitator Support: Guidance from the committee may help lean facilitators balance their regular duties with transformational responsibilities.

What are a Steering Team (Committee) Report-Outs?

• Definition:

  • It's a meeting where senior stakeholders provide direction and support to the project team and make decisions outside of the project team's authority.
  • Leadership defines its terms of reference, including responsibilities, membership, quorum, meeting frequency, inputs, outputs, and authority limits.

• Purpose and Importance:

  • Crucial for project success, mandatory in mature project environments.
  • Decisions made here can influence project direction, resource allocation, and approvals beyond project team authority.

How do Project, Pillar, or Workstream Leaders Report-Out?

• Preparation and Conduct:

  • Focus on decision-driven agenda; respect senior stakeholders' time and authority.
  • Ensure thorough preparation: know content, have supporting documents readily accessible.
  • Anticipate scrutiny and challenging questions; respond honestly and commit to follow-up actions when needed.

• Handling Challenges:

  • If meetings deviate from agenda or become unproductive, steer discussions back on track by summarizing concerns and refocusing on agenda items.
  • Avoid opening up to unplanned discussions after agenda completion to maintain meeting efficiency and avoid unexpected commitments.

• Closing and Follow-up:

  • End meetings promptly after concluding agenda items; avoid informal discussions that could lead to unforeseen commitments or loss of professional demeanor.
  • Always end with structured closure, asking for any final business by name before adjourning the meeting.

Sources: 

https://www.youtube.com/watch?v=p8YZ3pE1AdM&t=3s

https://www.youtube.com/watch?v=uZrimlzyj9k&t=2s