The SteerCo meeting is where the reporting cycle comes together: the one pagers are reviewed, decisions are made, and new work is created, all with elyvate open. This article covers the meeting from setting the agenda to capturing what happens live (see How reporting works in elyvate for the full cycle).
Setting the agenda
In the SteerCo tab, click Update next to Next SteerCo. This is available to Project Leads and Consultants. The Update SteerCo window covers everything the meeting needs:
Schedule a SteerCo: the date, the time with its time zone, the duration, and a meeting link or the name of the room. Once scheduled, it becomes a recurring meeting at the same time with all invited participants from your project
Prepare a SteerCo: click Add topic to add the agenda topics and the designated responsibles. Up to two people can be assigned per topic
SteerCo Members: who's invited (see below)
Click Update to save. The next SteerCo then shows at the top of both the SteerCo tab and the Reports tab.
And if the report date is getting close with no agenda in place, elyvate nudges you: Project Leads receive a reminder the day before the report is due whenever the agenda hasn't been set yet.
Managing the members
From the same window you can see who's invited, add members, or remove someone. Only people who are already in the project can be added to the meeting.
In the SteerCo Members section, members are grouped by Project Leads and by work package. Click Add a member to invite someone, or the X next to a name to remove them.
The invitations
Two emails go out automatically:
When you save the meeting, every member receives the agenda along with the details to join
Fifteen minutes before the meeting starts, a reminder lands with the same joining details
Need to change the date or the meeting details afterwards? Edit the meeting and click Update: members receive the updated invitation.
Capturing the meeting live
During the SteerCo, keep elyvate open on the Reports tab, in the SteerCo meeting minutes step. Project Leads and Consultants can click Create entry to capture what comes up:
Measures: full measures, each one a measure like any other, stored with the meeting
Decisions: individual entries, one row per decision
Information: updates shared in the meeting
Use the filters All, Measures, Decisions and Information to focus on one type. Measures show as a table, decisions and information as cards.
Everything captured here stays attached to the cycle and flows into the SteerCo notes of the final report (see Complete and send the project report).
Completing the SteerCo
While the SteerCo is running, the Reports tab shows it as running. If the meeting ends earlier than scheduled, click Complete SteerCo to close it.
Filling in the minutes is optional. If nothing is captured, the report still generates: the SteerCo notes just show no measures and empty decisions and information.
The SteerCo tab
The SteerCo tab keeps past SteerCos in one place. At the top you see the date of the next report and the next SteerCo, with Update to schedule and prepare it. Use the tabs to find what you need:
All: the SteerCo Meeting Minutes of every past SteerCo by date, newest first. Expand one to see its entries
Measures: measures from the SteerCos, with the status, work package, problem, measure, start date, due date and assignees. Switch between active and archived measures. When the project has escalation turned on, escalated measures are flagged with the same colours as on the Board
Decisions: decisions from every SteerCo
Information: information from every SteerCo
Click any row to open its details. The log is read only: new entries are captured in the SteerCo meeting minutes step of the Reports tab.