The Importance IT Committees Play

by Scott M. Lewis

I have had the opportunity over my career to sit on many committees: technology committees, boards of directors, management and fundraising committees. They all filled a role; they all had a purpose. But what are some of the main reasons companies form committees? What are the assigned scopes of their roles and the power they have over an organization?

The basic definition of a committee is a group appointed by management to perform certain functions or tasks. In my experience, committees have become a great tool to identify technology requirements, set prioritization, drive the technology evaluation process and make recommendations to senior management. Technology committees have also become a great tool in the overall expectation management of vendors, suppliers and end users.

You might think committees exist only in larger organizations; however, committees are used in companies of all sizes and bring huge value in setting the tone for future growth and idea sharing on policies and business practices. According to Management Study HQ, companies set up committees for four basic reasons:

• Committees form a safe zone where people are free to exchange ideas. I have had the unfortunate experience of being part of committees that were more like a battle royal, not over the exchange of ideas but instead debates wandered off into the personal and the perception of power from being on the committee. Technology committees are often seen as a power position within organizations, which hampers the overall effectiveness of the committee and the effective exchange of ideas. To prevent this from happening, committees require strong leadership to keep the members focused on the objectives, not the personal.

• The open exchange of ideas allows for the development of recommendations and plans that can drive future growth. Technology committees provide a critical path for identifying issues, developing remediation plans and setting forth objectives for future needs based on new and emerging technologies. However, for this to be successful, committee members have to be aware of issues; they must be routinely exposed to new and emerging technologies and understand how that technology is going to drive your industry.

• Committees solve existing problems by exchanging ideas and making recommendations for correction. When it comes to mixing technology with people, there are going to be problems. It has always been that way; real life does not live up to the commercial. Technology committees are valuable in bridging the gap of what the technology is actually capable of versus people’s perception of how it should work. They serve as a great platform for this type of discussion with a focus on how to resolve a problem or make better use of the technology in place.

• Technology committees can play a key role in the development and implementation of technology-based policies and procedures. In today’s digital environment, where we are always connected, having the proper policies and procedures in place can be critical to protecting yourself in the event of litigation. I have always coached my customers to take the approach that if you don’t tell your employees they can’t do something with their laptop, cell phone or mobile device, then it is allowed. Technology committees can play a huge role in identifying those needs and developing policies that protect the company.

What are some of the key elements that make up successful committees? Don’t make the mistake of thinking that just because someone plays a key role within your organization, they are going to be successful on the committee. Creating a successful and effective committee takes a lot of planning and thought.

I have had the pleasure of serving on some highly effective committees, but I have also had the privilege of watching committee dysfunction at its highest. Effective committees, regardless of their mission, have to be carefully planned and organized with clearly defined scopes, objectives, and work plans. According to a study performed by the American Society for Health Care Engineering, here are some of the key elements in selecting the right size for a committee.

• The smaller the committee, the faster decisions will come, so if you are forming a committee with the expectation that results will come quicker, then keep your committee small. I have always coached my customers to make the committee size no bigger than needed. Don’t put people on the committee simply because of a perception of the value they might bring. Deciding whom to appoint based on the mission of the committee will be the most effective.

• Create a larger committee if participation in the committee from a wide cross section of the organization is required. One of the advantages of larger committees is that you get a wider view of the business along with more opinions, which can result in more fully vetted programs or recommendations. In many cases, the larger the committee, the higher the perceived value of the work it completes. But remember: Everyone thinks they know technology, but keeping technology relevant, sustainable and supportable only comes with experience. Large technology committees seem to stall out, with no effective decisions made.

• Base the number of committee members on the number of areas within your organization that need to be represented. This is really important when you are forming a committee of any kind but especially a technology committee. Having a strong cross section representing all areas of your business is critically important to uncovering and developing a long-term technology strategy.

• Use a small committee when seeking only administrative direction. These small, reduced-scope committees are very effective at resolving operational and administrative issues.

Accountability for not just the committee in totality but also the individual committee members must be clearly identified and enforced. Clearly identifying and documenting the role of the committee pushes the group to a common result, which can be measured and evaluated.

In many cases, the success of a particular committee can be linked to the effectiveness of the leadership. Having effective leadership on a committee will create an organized environment for holding effective meetings, maintaining meeting minutes, ensuring effective actions are being taken, and holding each member accountable to being part of and participating in the committee.

Technology committees, if structured correctly with the right people, the right scope of work and solid leadership, can prove to be a valuable asset to companies of all sizes. However, it does come back to the human factor and managing personalities, agendas and goals to ensure that people are using the committee’s authority for the right goal and not personal agendas.

Focusing on how relevant, sustainable and supportable technology can make the company better, more efficient and more streamlined is key to the future of any company in today’s digital world.

Scott Lewis is the president and CEO of Winning Technologies Group of Companies, which includes Liberty One Software. Scott has more than 30 years of experience in the technology industry and is a nationally recognized speaker and author. He has worked with businesses to empower them to use technology to improve work processes, increase productivity and reduce costs. Winning Technologies’ goal is to work with companies on the selection, implementation, management and support of technology resources. Learn more about Winning Technologies at www.winningtech.com or by calling 877-379-8279.