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AgendaLeadershipProject meetings

Steering committee meeting agenda

60 minutes 8 blocksFree Free template

A monthly steerco that runs on decisions, not status: RAG by exception, a confidence vote, decisions, risks and change requests in 60 minutes.

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60 min · 8 blocks, drawn to scale Fits exactly
  1. Purpose and the decisions needed today, 3 minutes 3
  2. Actions and decisions from last time, 5 minutes 5
  3. Status by exception: amber and red workstreams only, 10 minutesInfo 10
  4. Confidence in the next milestone, 2 minutes 2
  5. Decisions needed: options, recommendation, decision, 15 minutesDecide 15
  6. Top risks and issues above the project's tolerance, 10 minutesDiscuss 10
  7. Change requests: scope, budget and timeline, 10 minutesDecide 10
  8. Decisions recap, actions and what we tell the organization, 5 minutes 5
015304560 min
  1. +0′Purpose and the decisions needed todayTip: Open with the list of decisions, not with status. It tells the committee what they're here to do.3 minInfo
  2. +3′Actions and decisions from last timeTip: Were last month's decisions carried out? Anything not done needs a reason and a new date.5 minFollow-up
  3. +8′Status by exception: amber and red workstreams onlyTip: Green items aren't presented; they're in the pre-read. For each amber or red: what's off track, the impact, the recovery plan and what the project needs from the committee.10 minInfo
  4. +18′Confidence in the next milestoneHow confident are you we'll hit the next milestone?Tip: If the sponsor and the project manager answer differently, that gap is the most useful conversation of the meeting.2 minVote
  5. +20′Decisions needed: options, recommendation, decisionTip: For each: the question, two or three options with their cost and impact, the project's recommendation, then the committee decides. If it can't, name who decides by when.15 minDecide
  6. +35′Top risks and issues above the project's toleranceTip: Only what the project team can't resolve within its agreed tolerances for time, cost and scope. Each needs an owner on the committee.10 minDiscuss
  7. +45′Change requests: scope, budget and timelineTip: Approve, reject or defer each, with the impact on the baseline written down. Approved changes update the plan before next month.10 minDecide
  8. +55′Decisions recap, actions and what we tell the organizationTip: Agree one or two sentences each member passes on to their part of the business.5 minWrap-up

In short

A steering committee (steerco) is the group of senior stakeholders who guide a project or program: they make decisions, resolve escalated risks and approve changes. This 60-minute monthly agenda keeps status to amber and red items, adds a confidence vote, and spends most of the time on decisions, risks and change requests.
Time
60 minutes
People
Sponsor, business leads, project manager
Cadence
Monthly
Plan
Free

Updated October 4, 2026

What's inside

By the end of this meeting, the committee has made every decision on the list, ruled on each change request and agreed what it tells the wider organization. The full agenda is drawn to scale above: every block has its own timer when you run it live.

How to run it

  1. 1Send a one-page pre-read three working days ahead: RAG per workstream, decisions needed with options, top risks and change requests.
  2. 2Present only amber and red items. Green workstreams stay in the pre-read unless someone asks.
  3. 3Put every decision on the agenda as a question with options and a recommendation, so the committee decides rather than discusses.
  4. 4Use the confidence vote to surface disagreement between the sponsor, the business and the project team.
  5. 5Close with a recap of decisions and a shared message for the organization; the summary records both.

Questions people ask

What does a steering committee do?
It sets direction for a project or program, makes the decisions the project team can't, resolves escalated risks and issues, approves changes to scope, budget or timeline, and checks benefits are on track.
What should be on a steering committee meeting agenda?
Actions from last time, status by exception, decisions needed with options, top risks and issues, change requests, and what to communicate to the organization.
How often should a steering committee meet?
Monthly is common, with extra meetings at major milestones or when a decision can't wait. Short projects sometimes meet every two weeks.

Run it with your group

Free
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
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