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Preparati8n comité de pilotage

Preparation of Steering Committee Checklist

1. *Meeting Logistics

Confirm the date, time, and location of the steering committee meeting.

Ensure all necessary equipment, such as projectors, audio systems, and video conferencing tools, are available and functional.

Prepare and distribute meeting invitations to all committee members, including the agenda and any relevant documents.

2. *Agenda Development

Identify the key topics to be discussed during the steering committee meeting.

Prioritize the agenda items based on their importance and urgency.

Allocate appropriate time slots for each agenda item, considering the complexity and potential discussions.

Share the draft agenda with the committee members for review and feedback.

3. *Document Preparation

Gather and organize all relevant project documentation, including project plans, status reports, financial information, risk assessments, and any other relevant materials.

Ensure all documents are up-to-date, accurate, and easily accessible.

Prepare a summary or executive summary document highlighting the key points and recommendations for the steering committee's consideration.

4. *Status Reporting

Collect the latest project status updates from the project team.

Consolidate the information into a concise report, highlighting progress, milestones achieved, risks, issues, and any required decisions or actions from the steering committee.

Include any relevant metrics or performance indicators to support the status report.

5. *Risk Assessment and Mitigation

Review the project's risk register and identify any new risks or changes to existing risks.

Assess the impact and likelihood of each risk and propose appropriate mitigation strategies.

Prepare a summary of the risks for the steering committee's awareness and decision-making process.

6. *Financial Reporting

Gather the project's financial data, including expenditure, budget, and forecasts.

Prepare a financial report that clearly presents the project's financial status, highlighting any significant variances, cost savings, or budget constraints.

Include recommendations or requests for additional funding, if required.

7. *Decision-Making Support

Identify any decisions or actions required from the steering committee.

Provide the necessary background information, analysis, and recommendations to support the decision-making process.

Prepare presentation materials or slides to effectively communicate the options and associated implications.

8. *Stakeholder Engagement

Identify key stakeholders who should be informed about the steering committee meeting and its outcomes.

Prepare communication materials or updates to keep stakeholders informed about the project's progress and decisions made during the meeting.

Ensure timely and accurate communication channels are established to address any questions or concerns.

9. *Meeting Follow-Up

Document the minutes of the steering committee meeting, including decisions made, actions assigned, and responsibilities.

Share the minutes with all committee members and relevant stakeholders.

Monitor and track the progress of assigned actions, ensuring they are completed within the agreed-upon timeframe.

Note: This checklist is a general guide and may need to be customized according to the specific needs and requirements of an Information Technology organization.

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