Consulting firm · Client delivery
Steering committee meeting
Prepare every steering committee with a status pack the partner has approved, and leave with decisions the client has confirmed. Workstream leads and the client report on one run, an AI agent drafts the status summary, and the client sponsor confirms the decisions through a shared link.
- Duration: 2 to 3 weeks
- How often: Before every steering committee, often monthly
- Steps: 9 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
The engagement manager spends two days chasing updates to build the deck.
The meeting ends with a discussion but no recorded decision.
The status stays green until the week before a deadline.
Nobody is sure what the client agreed to.
With it
Workstream leads and the client report on the same run, and an AI agent drafts the summary.
Each decision goes in the pack as options with a recommendation, and the outcome is recorded.
The partner approves the status the firm reports, with every workstream's risks in view.
The client sponsor confirms the decisions and actions through the shared link.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A steering committee meeting is two weeks away. The engagement manager starts a run with the meeting date and the decisions the engagement needs.
- 1
Set the agenda and the decisions needed
Day 1Engagement manager · Team
Record the meeting date, the attendees and the decisions the engagement needs from the committee, and ask each workstream lead and the client project lead for their update.
Checklist
- Meeting invitation sent
- Workstream leads asked for updates
- Shared link sent to the client project lead
Fields to fill in
- Meeting date (required)
- Attendees
- Decisions needed from the committee (required)
- 2
Report workstream progress
Days 1 to 5Workstream lead · Team
Record progress against the plan, the next milestones and the risks and issues for your workstream, with its status.
Checklist
- Progress checked against the plan
- Risks and issues up to date
Fields to fill in
- Workstream status (required)
- Progress since the last meeting (required)
- Risks and issues (required)
- Next milestones
- 3
Share client-side progress
Days 1 to 5Client project lead · Shared link
Through the shared link, the client project lead records progress on the client's own actions and any change on their side the committee should know about.
Checklist
- Client actions from the last meeting reviewed
Fields to fill in
- Progress on client actions (required)
- Changes on the client side
- 4
Draft the status summary
Day 6Status writer · AI agent
The status writer turns the workstream and client updates into a draft status summary: overall status, progress, top risks and the decisions the committee is asked to make.
Fields to fill in
- Draft status summary (required)
- Risks to escalate
Checked by: The engagement manager checks the summary against the updates in step 5, and the engagement partner approves the pack in step 6.
- 5
Build the steering committee pack
Days 6 to 8Engagement manager · Team
Check the summary against the updates, then build the pack with the status, the risks, and each decision as options with a recommendation.
Checklist
- Summary checked against the updates
- Each decision has options and a recommendation
- Budget and timeline status included
Fields to fill in
- Link to the steering committee pack (required)
- 6
Approve the pack
Hidden from the shared linkDay 9Engagement partner · Team
Read the pack, test the recommendations and the status the firm reports, and approve it for the committee.
Checklist
- Status reported honestly
- Recommendations agreed
Fields to fill in
- Partner notes
Approval: The pack does not go to the committee until the engagement partner approves it.
- 7
Send the pack and hold the meeting
Days 10 to 14Engagement manager · Team
Send the approved pack to the attendees before the meeting, run the meeting, record each decision and action with an owner and a date, and email the minutes to the client sponsor.
Checklist
- Pack sent before the meeting
- Every decision recorded
Fields to fill in
- Decisions made (required)
- Actions with owner and date (required)
- 8
Confirm the decisions and actions
Day 14Client sponsor · Shared link
Through the shared link, the client sponsor confirms the decisions and actions in the minutes the engagement manager sent, or notes what was agreed differently.
Fields to fill in
- Confirmation (required)
- What was agreed differently
- 9
Update the engagement plan
Week 3Engagement manager · Team
Update the plan and the risk log with the confirmed decisions, and start a scope change if a decision changed the scope.
Checklist
- Plan updated
- Risk log updated
- Scope change started if needed
Fields to fill in
- Link to the updated plan
Done when
The client sponsor has confirmed the decisions and actions from the meeting, and the engagement plan reflects them.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Status writer
Turns the workstream and client updates into a draft status summary for the steering committee.
What it does
- Reads the decisions needed from step 1
- Reads the workstream updates from step 2 and the client updates from step 3
- Writes a draft status summary and the risks to escalate into its step
- Completes its step, so the pack can be built
Checked by: The engagement manager checks the summary against the updates in step 5, and the engagement partner approves the pack in step 6.
Questions this template answers
Start from the decisions you need from the committee, then gather the status from every workstream and from the client before you write. Steps 1 to 3 collect the decisions needed, the workstream updates and the client's own updates on one run, and step 5 builds the pack from them.
Put each decision in the pack as options with a recommendation, and record the outcome in the meeting itself. Step 5 asks for options and a recommendation for every decision, and step 7 records each decision with its actions, owners and dates.
Let AI combine the workstream updates into a first draft, and keep the status you report a human call. In step 4 the status writer drafts the summary, and in step 5 the engagement manager checks it against the updates before the partner approves the pack.
Have the partner approve the status the firm reports, with every workstream's risks in front of them. Step 6 is an approval gate: the pack does not go to the committee until the engagement partner approves it.
Ask the client sponsor to confirm the decisions and actions in writing right after the meeting. In step 8 the sponsor confirms them through the shared link, or notes what was agreed differently.
Give the client their own step to report on their actions before each meeting. In step 3 the client project lead records progress on the client's actions through a shared link, so the pack shows both sides of the plan.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.