FORMING A STEERING GROUP; WHAT MAKES A …

1 FORMING A STEERING group ; What MAKES A Good group ?The Role Of A Chair Or FacilitatorPlanning In A group ContextCo-operate Or Be A STEERING GROUP; WHAT MAKES A GOOD group ?..THE STEERING group 2P 64 FORMING A STEERING GROUP; WHAT MAKES A GOOD group ? FORMING A STEERING group ; WHAT MAKES A GOOD group ? 65 What Is The STEERING group For?The STEERING group should:Be accountable for the project s expenditure and the overall work of the project Encourage and strengthen links between the project and other relevant communities, which may include other parts of the institution, other institutions and professional bodies/subject associationsMonitor the progress of the project againstits goals, and keep these project goals and the overall project plan under reviewThe purposes of the STEERING group are considered on page 67 under Terms of Reference .Why Does A Project Need A STEERING group ?Such a group (different names are sometimes used management committee, review panel, advisory group ) can:Consider the big picture Monitor current project activities against project plans Link what the project is doing and planning to developments, problems and opportunities in the wider worldOf course, projects can and should do thesethings for themselves.

2 Some projects reportthat preparing for a STEERING group is almostas valuable as the meeting itself. However, agood STEERING group meeting can bring goodquestions, good ideas and a useful distanceand perspective to a project team that isoften, and quite properly so, working on thedetails of the A STEERING group ; WHAT MAKES A GOOD group ? 66and an ability to analyse relationships and interactive processes between this process, the resolution ofgroup problems becomes : The Composition Of Your GroupYou will need to consider how big yourgroup will be:A small group (say up to five)Advantages:Such a group , if comprised ofrelatively senior people, can make strategicdecisions, give strategic advice, and also give the project influence among the intended :A small number may not give the STEERING group breadth of experiences and perspectives. Busy seniorstaff may not be able to give enough time to the STEERING large group (say up to ten)Advantages:A greater range of members can be included.

3 For example, staff from different project sites; senior managers; student representatives; external representatives from subject or professionalassociations; staff from other disciplines andfrom relevant administrative departmentssuch as quality assurance, staff and educational development, students union;and representatives concerned with theaccessibility of project outcomes for thewidest possible range of students including,for example, disabled students. A widerrange of experience can thus be tapped,especially from external sources. There can be greater ownership by the intendeduser :A large group can sometimes lose its effectiveness by its size. Meetings can be difficult to arrange(and conduct!). Issues To Consider WhenSetting Up Your STEERING Group1 : MembershipConsider what membership will be mostappropriate for your project. Some projectslike to have senior managers to give statusto the project. You may also like to invitepeople who can give your project practicalhelp, such as representatives from industryor your discipline network.

4 An intended end-user of your project outcomes - a lecturer or a student - can help to keep the work of the project to have a balance of people with hands-on experience and those who are in a position to bring about institutional change, those on the relevant committees. Thelatter are hard to attract, but all you need is one key person who will champion yourcauses and who will attract others (possiblynot on your STEERING group ) for specificworking parties, conferences, group may need to be enabledto understand its problems, acquire skills and implement people ( the Chair or a support worker) have the responsibilityto see, confront and solve problems. Key peopleneed to be proactive about dealing withgroup are often caused by very complexsituations or divergent and cross-cuttingattitudes. Major problems can arise whenproblems are not confronted. Typical symptoms are scape-goating, constant criticism, carping, irrational fears and sudden may need to be both a theoretical andpractical understanding of group processesApproving the programmes and strategies proposed by the project teamAdvising on the planning and content of materials produced by the projectEnsuring that the project meets the terms of any contracts/service level agreementsProviding a channel of communication between the project and its fundersAssisting the project to achieve a high profile within the local area and wider communityThe group may also have responsibility for specific functions, such as evaluation and MAKES A Good STEERING GroupSteering group members need to be interested in the project and committed to championing its cause.

5 A good group will be made up of a mixture of sex, agesand backgrounds. To assist the group you should:Make clear to members what their likely responsibilities and time commitments will beRotate the responsibility for chairing each meeting to engender a sense of ownershipInclude external representatives to allow different perspectives and a wider experience baseSet performance indicators for the group as well as the projectEnsure clarity of both individual and group rolesProduce minutes that include clear action lists showing who will take each actionFORMING A STEERING group ; WHAT MAKES A GOOD group ? 67 Terms Of ReferenceSome projects choose not to have formalterms of reference beyond what was statedin the original project application. If the bidstatement clearly sets out the role andresponsibilities of the STEERING group andhow often it will meet, this may be all youneed. If your project has changed focus orexpanded since the application was made, or if the statement in the application seemstoo general, you should consider drawing up terms of reference.

6 These would includeat least:How often the group will meetRoles of the membersReporting procedures (formal minutes or notes and who should receive them)Responsibilities of the groupWhat Should The STEERING group Be DoingHere are some suggestions. There aremany other possibilities:Keeping the project on track to its project plan and budget, and advising when changes to the project plan or budget are requiredProviding a forum for discussion of project related items and its operationProviding a high level of debate, which draws on members experienceHelping the project to see more effective ways of getting things doneMotivating project staff and contributorsTroubleshooting bureaucracyProviding a forum for discussing To Engage Your STEERING GroupMany projects find it difficult to involvemembers of the STEERING group betweenmeetings as often the types of people whoare members have very busy diaries andhave little time to commit to the projectitself apart from attending the actual STEERING group examples of how to keep your STEERING group members actively involved in the project are as follows:Think about including the STEERING group members at the bid writing stage.

7 Engage their help in writing the bid so that they have ownership of the ideasMake STEERING group members feel valued - it is a privilege to be on the STEERING group and their contributions will be invaluable; remind them that they are at the cutting edge of project developmentsAsk STEERING group members to read important articles and provide the project team with feedbackIf you are producing deliverables such as a video, ask STEERING group membersto view a draft copy and provide feedbackEnsure that STEERING group members take an active role at any events that you run in order that they identify with the project and keep up-to-date with new developmentsInvolve your STEERING group in team building activitiesFORMING A STEERING group ; WHAT MAKES A GOOD group ? 68 Create time for debate of the issues in the meetingIssue papers at least a week before meetings to allow the members sufficient preparation timeMeet as regularly as is necessary to keep abreast of the progress of the projectTry to maintain enthusiasm for the project at all times!

8 Groups are most successful when theyinvolve the following:Interpersonal FactorsCommunication, trust, confidence in others, sense of humour, sharing bothresponsibility and feelings, good conflict resolution, recognition of skills and validation of skills and emotional FactorsCommon aims, adequate resources, understanding group and working processes,action-taking, an appropriate structure, support from outside bodies and individualsand well managed FactorsVision, confidence and the right Role Does A Support Worker PlayA support worker is in a powerful positionbecause of his/her role but can also play a negative part, shaping or restricting groupprocesses. When groups meet the supportworker can employ a number of techniquesto enable the group to reach a satisfactoryoutcome. These techniques must be usedappropriately and are:ListeningObservingParaphrasing/summa rising discussionFeeding back and clarifying discussionGuidingAsking open-ended questionsAsking what if questionsNarrowing and focussing discussionSharing - including everybody in the discussion/decisionReflecting feelingsConfronting issues - when avoidance is distorting group processesThe most difficult technique to use is confronting because it can be an ethical minefield and you don t easily get positive A STEERING group ; WHAT MAKES A GOOD group ?

9 69To facilitate success, group members should:Do things (not just sit there)Make positive proposals (when ideas are needed)Ask questions (if information is needed)Offer alternatives (to create agreement)Build on proposals (to cement group vision)Test ideas (not reject them out of hand)Explain opposition (not just flat rejection)Help others (to cement solidarity)How can a group be encouraged to act this way?Good practices will emerge naturally if thegroup is based on the following principles:Validation of roles and contribution, even of participation itself is the right of every person involvedGood training is the foundation on which group working is basedSetting objectives provides the external environment in which the group orients and validates itselfEndeavour and achievement is positive when it is group -centred, negative when (wrongly) claimed by individualsConfidence and ownership (and the two are often linked) provides powerful incentives to A STEERING group ; WHAT MAKES A GOOD group ?

10 70 Work ExerciseSetting Up The STEERING GroupMany items on this worksheet should be completed before the first meeting of the steeringgroup. Doing this activity, will help to set parameters for the group , provide Committeemembers with an understanding of what you would like for them to accomplish, and helpthem work efficiently. TaskSteering group nameApproximatesizePosition <Agency Name> Internal Committeeon Integrating Social Enterprise Into thePublic Sector; <Agency Name> ExternalCommittee on Integrating SocialEnterprise Into the Public usesomething more is the ideal number of Committeemembers? Would the agency be bestserved by a small, efficient committee?Or, is a large committee needed toaccommodate appropriate staff (for the Internal Committee) and ample outside representation (for the ExternalCommittee)? Will the group be able tomeet comfortably around a conferencetable and converse as a group ?What are the desired qualifications and responsibilities of the Committeemembers ( Chair, Secretary, general members)?