Steering Committee question: I have just started on a project that I believe requires a Steering Committee, so got one started, set up terms of reference, created the agenda and took minutes of the
I have just started on a project that I believe requires a Steering Committee, so got one started, set up terms of reference, created the agenda and took minutes of the first two meetings, where I gained agreement from the sponsor that she would chair the meetings from now on, be responsible for minutes, and agenda. As PM, I would a member, but use the SC for discussion of higher level issues, change controls, etc. However, meeting minutes and agenda haven't been sent out yet, and meeting 3 is an hour away.
I consider a Steering Committee as a body to whom I report status, ask for decisions, discuss larger business issues, as well as promoting the project, etc. The Sponsor is a very busy person, so should I be volunteering to take on the minutes/agenda, or push back some more? I too am fully engaged on the project, but having an effective steering committee is in my interests too. Aside from being busy, is there any real strong reason(s) for me not taking the pen back?
What would you do? Saving Changes...
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Elizabeth HarrinDirector| RebelsGuideToPM.comLondon, England, United Kingdom
Neale, take the pen back. You need to get these meetings documented, especially as they are for making decisions - you'll need the proof of those decisions at some point.
The way I do it is to offer to take on the admin burden, then I write the agenda and minutes, my sponsor approves them and sometimes he sends them out and sometimes I do. I don't care if I'm ghost writing them for him. I get decent minutes out of it. And it is hard to chair a meeting and take minutes at the same time.
If you are too busy to do this, could you invite along the departmental secretary, a junior PM who needs experience/exposure or your sponsor's PA to take the minutes? In my experience even if you do this you'll still end up rewriting/editing the minutes to accurately reflect what you need them to say (not changing the content, just making sure that all points are recorded etc as they are unlikely to know what is important to write down and what isn't).
The easiest thing is to do it yourself. You don't even need to talk to her about it. Just do it for the next meeting, send them to her and say if she is happy with them you'll distribute them to the attendees. Saving Changes...
I wouldn't consider asking the sponsor to do this. I would discuss with them what needs to be on the agenda, and then rough it out myself. The agenda issuing & minute taking ought to be done by an admin person/ pa etc (with the PM just QAing it) - if you haven't got one then borrow or hire, that is cheaper than your time is costing the project. Saving Changes...
Wai Mun KooPMO Director| Intergraph PP&MSingapore, Singapore
I agree with Elizabeth that you have to take the pen back. If you are not able to take the minutes while busy hosting the meeting, you might want to record the entire meeting using a voice recorder or your mobile phone (there are lots of good voice recorder apps for mobile phone). In our organization, it is the PM's responsibility to take the minutes of key meetings. Saving Changes...
Wai Mun KooPMO Director| Intergraph PP&MSingapore, Singapore
I agree with Elizabeth that you have to take the pen back. If you are not able to take the minutes while busy hosting the meeting, you might want to record the entire meeting using a voice recorder or your mobile phone (there are lots of good voice recorder apps for mobile phone). In our organization, it is the PM's responsibility to take the minutes of key meetings. Saving Changes...
