Dynamics 365 projects fail for many reasons.
In ‘Series Intro - Top 10 Governance Structures to Guarantee Dynamics 365 Success’, we outlined how we define a failure in Dynamics 365 (D365) & Power Platform projects.
Without the correct governance structures in place, common symptoms start to appear and imminent death, project death, is just around the corner.
This death is avoidable through good governance structures, our best practices for which we’ll be sharing throughout these posts.
Each governance structure identified in our series has its own requirements and impact.
In this monthly series, one of our lead consultants, Richard White, shares his real-world experiences of how these structures affect the organisations that use, or fail to use, them correctly.
The first strategy to avoid project death is The Steering Group.
In this post, we will look at what it is, the symptoms you will notice from its absence, how you can go about setting the structure up, and the benefits that come from its existence.
What is a steering group?
Before diving into those topics, it’s important to define what a steering group is. A steering group, or steering committee, combines business leaders and experts to oversee and determine the strategic direction for a project.
In the context of our discussion, the steering group will be responsible for the entire D365 & Power Platform portfolio, overseeing progress across all projects and addressing escalated issues as they arise.
The group ensures that the objectives of your D365 & Power Platform endeavours align with wider organisational goals.
It’s important to note here that ‘steering’ isn’t managing. A steering group isn’t another person looking over the shoulder of those doing the work.
Instead, the steering group helps determine what the project is, rather than how and whether the work is being done.
While their use is common, with around three quarters of organisations making use of steering groups or committees, they’re certainly not universal.
But as you’ll see, if you want a cohesive organisation, a steering group is a must have.
What are the benefits of a steering group?
It’s often immediately obvious when I enter an organisation that has a steering group in place, regardless of what other governance structures it does or doesn’t have.
‘Alignment’ is the best way to describe it. I worked with a housing association where it was clear from day one that everyone was pulling in the same direction.
That unity came from the steering group. They had the right people meeting regularly to review progress. They would take into account feedback from users, and used that to send transparent, informed decisions down through the organisation.
Importantly, all the relevant figures were involved, which meant the viewpoints of senior, project, and technical management were all considered when setting the strategic direction.
I can’t stress enough how critical it is that all three of these areas are actively involved. Without senior management, you won’t have the top-level support to get things done. Project management ensures the right priorities are addressed, while technical management set the bounds of what is feasible to achieve.
The D365 and Power Platform lead consultant often acts as a bridge between the business and technical teams, using an understanding of business needs and the technical capability to support and work alongside the project manager.
These figures were kept up to date with project status, and information flowed up to them from the Super User Group as well as back down the chain.
The risks of not having a steering group in place
Conversely, I’ve worked in organisations without steering groups in place, and ‘mayhem’ is normally the right word.
Without the alignment that flows down from a steering group, I’ve seen sections of the organisation pulling in different directions, led by conflicting orders, even to the point of competing with each other.
Without processes for escalation and monitoring, best practices aren’t followed and users often lack engagement.
Perhaps most dangerously, decisions are made by certain departments without understanding how they might affect other areas of the business.
IT is often unique within an organisation in terms of how wide-reaching it is—IT decisions can impact every other area, enabling or hindering business functions significantly.
With this in mind, having a coherent direction that understands every area affected is essential, and that’s what an effective steering group can provide.
How to create a steering group
You want to ensure a broad range of viewpoints with enough influence in the room to make decisions, while keeping things compact enough to remain agile and easy to organise.
Here at 365 InHouse, we recommend:
Organisation Directors
D365 & Power Platform Project Sponsor
D365 & Power Platform Project Management
D365 & Power Platform Manager / Lead Dynamics 365 Consultant
D365 & Power Platform Partner Representative
Typically, an hour a month is sufficient, especially if you’re organised. The Project Manager (PM) or Lead Consultant are best placed to prepare notes, while either the PM or the Project Sponsor can facilitate the meeting.
Stick to a clear agenda covering the group’s responsibilities: setting strategic direction, reviewing project status updates, handling escalations from the Super User Group and providing information to be disseminated to them. The 365 InHouse Consultant Power-Up Course provides a template agenda for Steering Groups.
With those key points in mind, it’s easy to build a routine of good habits to ensure consistency in the messaging you’re passing down through the organisation.
The buy-in that this generates will be key to ensuring the success of your Dynamics 365 project.
In the next post within the ‘Top 10 Governance Structure to Guarantee Dynamics 365 Success’ series, we will discuss strategy #2, ‘The Super User Group’.
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Richard S White
A seasoned Digital Transformation Executive renowned for leading high-performance teams towards innovative and strategic technology solutions. Specialises in steering organisations through complex digital transformations, fostering productive and accountable partnerships. Known for effectively guiding projects to success, aligning them with business objectives, and enhancing organisational self-sufficiency. Skilled in blending technology with business strategy, adept at facilitating candid discussions, aligning stakeholders, and crafting strategic roadmaps, positioned as an invaluable asset for organisations navigating the complexities of digital transformation.
Want help with your specific situation? Connect with Richard on LinkedIn to setup a free no obligation virtual coffee: http://linkedin.com/in/richardswhite/
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