Committees and task forces play a vital role in the collaborative governance of our academic community. Clear organization, open communication, and shared documentation support more effective and rewarding work.
This guidance offers general suggestions for faculty chairing and/or managing committees or task forces at Taubman College. Adopting these best practices can help streamline your group’s work, foster collaboration, and support transparent communication. Please adapt these guidelines as appropriate for the context, goals, needs, and working styles of your group.
1. Establishing a Regular Meeting Cadence
“Kick-off” Meeting
Host an initial (or “kick-off”) meeting to ensure the committee is aligned and clear on the committee’s charge, as well as the scope of the work (what is in scope/out of scope), the budget (if any) and the desired outcomes (e.g., who is the intended audience, what is the intended deliverable).
Determine Frequency Early
During the kick-off, propose a regular meeting schedule (e.g., bi-weekly, monthly). Consistent intervals support progress and accountability.
Consider Stakeholder Availability
Use tools such as Google Calendar or Doodle Poll to accommodate varied schedules; consider rotating meeting times to ensure broader participation as needed.
Circulate a Calendar Invite
Send recurring calendar invitations with a linked agenda to ensure meetings are top-of-mind.
2. Creating and Managing a Rolling Agenda Document
Adopt a Shared, Collaborative Platform
Utilize a shared digital document (S: Drive, Google Docs, Microsoft Word Online, or U-M Dropbox Paper) accessible to all committee members.
Maintain a Rolling Agenda Document
Structure the agenda to include standing items (e.g., status updates, action items) along with new/additional topics. Carry forward incomplete items to the next meeting.
Enable Collaborative Notetaking
Encourage real-time notetaking during meetings, ideally with rotating responsibility, to capture discussion points, decisions, and action items.
Build Shared Understanding
Use the document to record decisions, open questions, and next steps. Summarize at the end of each meeting and confirm the information with the group.
3. Creating Project Timelines
Define Project Milestones
At the outset, outline the major deliverables and deadlines for the committee/task force’s work.
Assign Task Ownership
Whenever possible, specify who is responsible for each action item and milestone.
Leverage Project Management Tools (as needed)
Consider shared tools such as Asana, Trello, Monday.com (subscription required) or U-M supported platforms to visually track progress across tasks and deadlines (e.g., Google Sheets).
Adjust as Needed
Review and revise timelines regularly in response to new information or challenges.
4. Generating Committee/Task Force Reports (as applicable)
Document Outcomes and Recommendations
Summarize key findings, actions taken, and recommendations or next steps. Be clear, concise, and transparent.
Audience-Focused Communication
Adapt the level of detail and language for your intended audience—usually senior stakeholders or unit leadership.
Include Supporting Documents
When relevant, append minutes, data summaries, or other key materials as attachments or appendices.
Share Transparently
Share a copy of the committee’s report with the dean, program chair and Executive Committee (EC), ensuring transparency and opportunities for feedback. Reports to senior leadership should be received within 2 weeks following the conclusion of the committee’s information gathering and analysis stage.