Companies with strong governance committees are far more likely to deliver projects on time and within budget. Without a corporate steering committee, even the most ambitious plans can stall before they get off the ground.
Yet, despite their importance, many executives admit they aren’t sure how to make a steering committee work effectively. Moreover, nearly 90% say they don’t fully understand their role within one. This uncertainty weakens the decision-making process and slows innovations.
So, what makes a steering committee effective? Three things: authority, clear responsibilities, and engaged members who take action. Without these, a committee becomes just another meeting on the calendar that doesn’t drive real results.
The article guides how to set up a steering committee and explains its role in the company and project management. We also explore real-world examples, how these committees are structured, and the best practices for running productive, results-driven meetings.
What is a steering committee?
A steering committee consists of a team of key decision-makers responsible for guiding a project. Their role is to ensure that the project aligns with organizational goals and delivers results efficiently. Often referred to as a stakeholder board or senior leadership team, this group provides strategic direction, approves budgets, and oversees progress at every stage.
Sometimes, individuals confuse the steering committee and the advisory committee due to similar responsibilities. This, of course, begs the question, ”What does a project steering committee do exactly?” Well, while both committees offer guidance and support, their roles and responsibilities differ significantly.
Let’s compare these two committees in detail:
| Steering Committee | Advisory Committee |
| Makes final decisions | Provides recommendations & advice |
| Has voting power | No formal decision-making authority |
| Focuses on execution & governance | Focuses on guidance & expertise |
| Accountable for project outcomes | Offers insights but is not responsible for outcomes |
| Defines project scope, budget, and policies | Provides input on best practices and industry standards |
| Ensures alignment with business goals | Helps refine strategies but does not enforce them |
| Meets regularly to oversee progress | Consulted as needed for specialized expertise |
| Composed of internal leadership and key stakeholders | Often includes external experts and industry specialists |
The flowchart below assists in determining whether to form an advisory committee or a steering committee.
What is the steering committee structure?
Typically, the corporate steering committee is made up of professionals with wide commercial expertise and technological specialists. The project management committees consist of business leaders such as chief information officer (CIO), chief operating officer (COO), chief technology officer (CTO), board officers, line-of-business executives, and department heads.
Here’s the comparison between various types of steering committees:
| Steering committee type | Purpose and focus | Common members |
| Corporate governance | Oversees policies, compliance, and risk management to ensure regulatory and ethical alignment. | Board members, executives, and legal and compliance officers |
| Project-based | Guides project execution, ensuring alignment with goals, budgets, and stakeholder interests. | Project managers, department heads, and key stakeholders |
| Non-profit | Leads fundraising, advocacy, and community engagement to advance the organization’s mission. | Executive directors, donor representatives, and community leaders |
| IT Steering committee | Aligns IT strategy with business objectives, oversees cybersecurity and manages technology investments. | CIO, IT directors, department heads, and cybersecurity experts |
| Product development | Oversees product strategy, innovation, and market alignment to drive business growth. | R&D leaders, marketing executives, and product managers |
| Mergers and acquisitions | Manages due diligence, integration, and risk assessment during mergers or acquisitions. | Executives, legal advisors, and financial analysts |
| Crisis management | Develops emergency response plans, risk mitigation strategies, and crisis communication. | Risk management teams, legal advisors, and senior executives |
Senior stakeholders should also be genuine about the project strategy and plan. They need to understand the project milestones and concerns.
Determining the appropriate committee size may be difficult because both small and large groups have advantages and downsides. If the committee is too small, the project may lack the range of expertise and opinions essential for success and strategic direction. As a result, an effective steering committee should be kept to a reasonable size.
Don Harrison, the developer of the AIM change governance framework, says that a group of six professionals is large enough to represent all relevant stakeholders. People on a steering committee can fill the following positions:
- Chairpersons of committees or the chairman
- Executive directors or key stakeholders on the board
- Industry experts
- Client representatives
- Principal investigators (for steering committees of trials)
- External groups and organizations’ key stakeholders
Steering committee roles and responsibilities
Steering committee is not directly involved in the project lifecycle. However, they may take up specific tasks individually to ensure the project’s success. Therefore, the steering committee’s purpose here is to comprehend and enhance the strategies employed to achieve business objectives.
Steering committees’ responsibilities extend beyond decision-making and include crucial functions such as corporate resolution signing authority. To ensure openness, accountability, and adherence to legal and ethical principles, a comprehensive governance structure is required.
Chairperson
As the head of the steering committee, the chair is responsible for strategic decision-making that reflects the organization’s aims.
The main duties of the chairperson include the following:
- Running meetings with a clear purpose.
- Making sure decisions support the company’s goals.
- Promoting teamwork and handling conflicts.
- Keeping the workflow in line with policies and ethics.
- Representing the committee externally when needed.
Committee members
To ensure the maximum effectiveness of the committee, it consists of key stakeholders and industry experts who use their expertise to support the project’s success. Their key responsibilities include:
- Provide expert insights and feedback on project strategies and initiatives.
- Review reports to optimize project performance.
- Make sure the budget is realistic and sustainable.
- Identify risks and recommend mitigation strategies.
- Help shape policies and ensure compliance.
Beyond the core steering committee members, additional roles contribute to governance, execution, and compliance.
| Role | Responsibilities |
| Chairperson | Leads meetings, sets strategic direction, resolves conflicts, and allocates resources |
| Committee members | Provide expert analysis, contribute to decision-making, and ensure policy compliance |
| Project manager | Tracks project progress, reports on execution, and ensures alignment with goals |
| External experts | Offer specialized guidance on technical, legal, or risk-related matters |
| Finance officer | Oversees project budgeting, ensures financial feasibility, and tracks expenditures |
| Compliance officer | Ensures adherence to legal and regulatory requirements, mitigates compliance risks |
| Secretary | Records meeting minutes, manages documentation, and sends reports to board members |
| Operations manager | Oversees daily implementation of committee decisions and monitors execution |
| Risk manager | Identifies potential threats, develops mitigation strategies, and ensures risk preparedness |
| Communications officer | Manages internal and external messaging |
Decision-making authority
Committee members bring their diverse expertise to the table and share recommendations during the meetings, but some roles have more say in the final decisions. For example, the chairperson can step in with the final vote.
Given this, the typical decision-making workflow looks like the following:
- Key project proposals undergo structured reviews before being presented for approval.
- Financial commitments, policy updates, and resource allocations follow an approval hierarchy.
- A formal conflict resolution process is required for fair and ethical decision-making.
However, what if the board cannot reach a consensus? Most issues can be settled by finding a fair compromise. If that doesn’t lead to a resolution, the committee takes a vote. For complex or high-stakes issues, a committee may consult outside experts. Nonetheless, when executive oversight is required, senior leadership has the final authority.
How to run a steering committee meeting?
A steering committee meeting must be run strategically to guarantee its success in guiding organizational activities. Its effectiveness hinges on one key element: clearly defined and measurable goals. Here are the best practices for running a successful steering committee meeting.
Step 1. Anchor your goals in the strategic framework
What are the project’s main goals? How does the initiative fit into the larger picture? Incorporate these broad ideas into specific, measurable, achievable, relevant, and time-bound (S.M.A.R.T.) committee goals. Consider these questions, “What are the primary project goals that the project steering committee is guiding?”, “How to determine success?”, and “What are KPIs?”
Step 2. Involve your committee members in goal-setting
Collaboration encourages ownership and commitment. To encourage active engagement, ask questions such as, “What success metrics can we use to track progress?”, “What potential obstacles might we face, and how can we mitigate them?” This strategy promotes a collaborative atmosphere in which everyone is driven to contribute to the achievement of common goals.
Step 3. Define KPIs and success metrics
A project is a dynamic entity that adjusts to unforeseen circumstances as it progresses. Be willing to change your goals in response to fresh facts or unexpected problems. For this, regular assessments and discussions at steering committee meetings help to stay adaptable and change an approach while aligning with the overarching plan.
Step 4. Assign clear roles and responsibilities
Assign responsibilities based on expertise, ensuring that each member has a clear mandate — whether it’s providing strategic insights, assessing risks, or tracking project milestones. Likewise, and most importantly, they take ownership of their contributions. Plus, a well-balanced committee prevents one voice from dominating while encouraging different perspectives.
Step 5. Decision-making and conflict resolution
Meetings of a governance committee might feel like high-stakes adventures into the unknown. However, they rely on the steering committee charter — a foundational document that guides discussions, decisions, and the entire project’s progress. With this framework in place, the committee can navigate complex choices with clarity and purpose.
Additionally, decisions are the driving force of a steering committee, but without structure, they can take too long — or worse, never happen at all. Of course, not every decision will be easy. Disagreements are inevitable, especially when passionate, experienced professionals are involved. That’s not a bad thing; debate can be productive. However, it’s important to manage conflict in a way that keeps discussions constructive rather than combative.
Step 6. Follow-up actions and documentation
An effective meeting doesn’t end when the room fills — it continues in action. Therefore, every discussion should lead to concrete next steps. What decisions were made? Who is responsible for what? When is the deadline? These details should be captured in meeting minutes, but documentation alone isn’t enough. Action items must be assigned, tracked, and followed up on. For this, send out a meeting recap promptly, highlight key takeaways, and check in on progress before the next session.
Best practices for a successful steering committee
Steering committees rely on good decision-making since they are tasked with directing vital organizational projects. However, balancing conflicting viewpoints and finding consensus demands extraordinary skills. Here, we’ll look at best practices for keeping a committee on track.
1. Collaboration, communication, and consensus
Building consensus is important to successful steering committee decision-making. Yet, among strategic initiatives, where one-quarter fail, clear and open communication is critical to success. Encourage free communication by enabling members to express themselves without fear of being judged.
To ensure that all points of view are heard and considered, use facilitation techniques, such as active listening, agenda setting, and polite discussion. Collaboration tools and regular check-ins prevent unnecessary backtracking between meetings. However, disagreement is not a protest. Accept it as a chance for critical thought and development.
2. Diversity is key
Diverse boards, particularly those in the top quartile for gender diversity, are 28% more likely to outperform peers. When members come from different industries, departments, or areas of expertise, they approach problems from unique angles. As a result, a committee with varied expertise, experience, and methods unlocks deeper understanding by harmonizing diverse viewpoints.
3. Conflict resolution
Conflict in a steering committee isn’t a sign of dysfunction — it’s a natural part of decision-making. However, the way conflicts are handled makes all the difference.
Implement pre-established processes for productively resolving disagreements. Encourage mediation or compromise to find solutions that put the common benefit ahead of individual ambitions. Remember that the end aim is not just to win arguments, but to reach a consensus that benefits the company.
Genentech Pharmaceutical Company is a successful example of decision-making in the steering committee. Researchers at Genentech are pushing the frontiers of innovation for even more effective cancer therapies by collaborating with other partners.
They are cooperating with academic institutions, biotech startups, and even technology companies, each with its own set of skills. This idea exchange promotes a dynamic atmosphere in which cutting-edge research thrives. However, how does Genentech know they’re making the proper choices when it comes to these partnerships? Here are some important thoughts:
- Clear goals and objectives. Genentech has a clear vision of what it aims to achieve before getting into any cooperation. This allows them to find the ideal partners and measure their progress toward their objectives.
- Extensive due diligence. This involves evaluating their past performance, skills, and resources.
- Data-driven decision-making. Genentech uses data to guide all of its actions, from selecting partners to selecting research initiatives.
Mitigation of challenges faced by the steering committee
A steering committee holds immense importance in directing complex projects toward their objectives. However, they often face obstacles along the way. These range from internal disagreements to a decline in participation. To navigate these challenges and ensure that the project runs smoothly, it is important to identify the most common roadblocks and develop practical solutions to overcome them.
- Conflicts of interest
When personal interests intersect with project goals, decision-making can be compromised, leading to diminished trust among team members. For example, Germany’s Council of Economic Experts faced internal conflict when a member sued colleagues over new transparency guidelines, highlighting the complexities of balancing personal affiliations with public responsibilities.
Solution: Establish comprehensive conflict of interest policies to maintain the integrity of the committee’s work.
- Lack of engagement
Passive involvement and disengaged individuals allow important skills to go untapped, stifling development and innovation. In one case, a pharmaceutical company struggled with steering committee engagement due to members working across multiple time zones.
Solution: Assign clear roles, recognize contributions, and offer flexible participation options, such as recorded meetings and shared digital workspaces.
- Communication gaps
When information is siloed or not shared promptly, misunderstandings disrupt workflow. The NIH Pragmatic Trials Collaboratory faced this issue when unexpected changes — such as new clinical guidelines and quality improvement initiatives — interrupted ongoing trials. Without a strong communication strategy, adapting to these shifts became a challenge.
Solution: Use consistent communication channels and real-time dashboards to keep all members informed and aligned.
- Unrealistic expectations
Very often, overly ambitious goals create confusion and stagnation. Less than 3% of companies complete 100% of their projects successfully, and 50% of $1M+ projects fail, often due to poor planning.
Solution: Set S.M.A.R.T. goals (Specific, Measurable, Achievable, Relevant, Time-bound) and track KPIs to measure progress effectively.
- Lack of accountability
When responsibility is dispersed, and ownership is unclear, it creates indifference and undermines the project timeline. In the Polkadot blockchain, a study on approval-based voting found that some members gained disproportionate influence without clear accountability, causing bias in decision-making.
Solution: Define clear responsibilities, document decisions, and tie accountability to performance reviews to ensure follow-through.
Technologies that steering committees use
An executive steering committee relies on a suite of tools to simplify its work and increase productivity. While email and spreadsheets were once common, today’s committees prefer more comprehensive alternatives.
Board portals have emerged as a competitive alternative, providing a secure and centralized document repository for agendas, minutes, reports, and other data. This avoids the mess of dispersed emails and missing papers, ensuring that all internal and external stakeholders can access the most up-to-date information. Additionally, this project management software offers plenty of advantages, including information access, centralized communications, and data protection.
There are several other useful features available, such as:
- Real-time collaboration. Multiple people can work on a document simultaneously and see changes in real-time. It’s ideal for such tasks as quickly creating and modifying reports and agendas.
- Version control. Track changes and roll back to earlier versions as needed to ensure everyone has access to the most up-to-date information.
- Live annotations and discussions. Highlight significant points, ask questions, and participate in real-time discussions within documents.
- Task management. Assign tasks to committee members and track their progress to ensure timely completion and accountability.
- Mobile access. Committee members can access and work on documents via desktops, tablets, and mobile devices using board portals.
- Integration with other systems. Connect the board portal to other systems such as calendars, email, and financial tools for consolidated data flow and information.
Executive steering committees deserve a smarter, more secure, and more efficient approach to interact and make significant decisions. We recommend exploring Ideals Board, the board portal that elevates a committee from paper-pushing to a strategic powerhouse.
- Tip: If you’d like to see how Ideals Board works, you can request a free demo. It’s a great way to get a firsthand experience of the product.
Key takeaways
- A steering committee plays a key role in ensuring project success, identifying potential risks, and project quality. It is composed of key stakeholders, project managers, and senior leaders.
- A steering committee’s work incorporates oversight of the project team, outcomes, its strategic direction, successful performance, and decision-making.
- A steering committee typically consists of 6–8 members with diverse expertise and experience. Roles include strategic planning and policy formulation, developing project frameworks and processes, overseeing project budgets, and monitoring progress.
- Steering committees have final decision-making power over budgets, policies, and resource allocation, making them critical to corporate oversight.
Implementing board management software allows this governing committee to simplify project oversight, make informed decisions, and perform operational tasks, including resource availability, allocation, and checking the progress of large-scale projects.