Committee: Meaning, Functions, Problems and Measures

Committees play a significant role in facilitating communication, collaboration, and decision-making processes within the organizational structure. Committees are formed to address specific issues, oversee projects, make decisions, or provide recommendations to the larger organization.

In this article, we will understand a committee’s functions, group behaviour, and problems.

A committee is a group of individuals appointed or elected to perform a specific task or function within an organization. Committees are typically formed to deliberate on particular issues, make recommendations, or take action on behalf of a larger body or organization. They can be permanent (standing committees) or temporary (ad hoc committees), depending on their purpose and duration.

“A committee is a group of individuals in an organization who are assigned the task of deliberating on some matter and reporting their conclusions or recommendations to a larger group or to a higher authority.” Stephen P. Robbins

“A committee is a formal group of people, generally functioning on a more or less permanent basis, brought together to perform some administrative activity.” Harold Koontz and Heinz Weihrich

“A committee is a group of persons to whom, as a group, some matter is committed.” George R. Terry

1. Decision Making: Committees are often tasked with making decisions on behalf of the organization, whether it’s related to policy changes, resource allocation, project approval, or strategic planning.

2. Problem Solving: Committees may be formed to address specific problems or challenges faced by the organization. They analyze the issue, gather relevant information, and develop solutions or recommendations to address the problem effectively.

3. Policy Development: Committees are involved in the formulation and review of organizational policies, procedures, and guidelines. They ensure that policies are consistent with organizational objectives, legal requirements, and industry standards.

4. Oversight and Monitoring: Some committees are responsible for overseeing the implementation of organizational initiatives, projects, or programs. They monitor progress, evaluate performance, and provide guidance to ensure that goals are achieved effectively and efficiently.

5. Communication and Coordination: Committees serve as channels for communication and coordination within the organization. They facilitate information sharing, collaboration, and alignment of efforts across different departments or functional areas.

6. Representation: Committees represent various stakeholders within the organization, including employees, departments, management, and external partners. They ensure that diverse perspectives are considered in decision-making processes.

7. Conflict Resolution: Committees may be involved in resolving conflicts or disputes that arise within the organization. They provide a forum for discussing issues, exploring different viewpoints, and reaching consensus-based solutions.

In committees, group behavior refers to the interactions, dynamics, and decision-making processes that occur among committee members. Several aspects of group behavior influence how committees function:

• Communication Patterns: Communication within the committee affects how members exchange information, express opinions, and resolve conflicts. Effective communication fosters collaboration and consensus-building.
• Leadership Dynamics: Leadership roles within the committee influence decision-making processes, agenda setting, and member engagement. Effective leadership ensures that the committee stays focused on its objectives and achieves its goals.
• Group Cohesion: Group Cohesion reflects the degree of unity, solidarity, and camaraderie among committee members. High cohesion fosters trust, cooperation, and commitment to the committee’s objectives.
• Decision-Making Styles: Different decision-making styles, such as consensus-building, majority vote, or authoritative decision-making, impact how decisions are made within the committee. The chosen style should align with the committee’s purpose and context.
• Social Influence and Conformity: Members may feel pressure to conform to the dominant opinions or decisions of the group, which can sometimes stifle dissent and innovation. The presence of others can enhance individual performance on well-learned tasks but may also cause anxiety and reduce performance on complex tasks.
• Diversity and Inclusion: Diversity in committee membership brings a range of perspectives, skills, and experiences, leading to more creative and effective solutions. Inclusive practices ensure that all voices are heard and valued, fostering a more collaborative and innovative environment.

1. Expertise and Diverse Perspectives: Committees bring together individuals with diverse skills, knowledge, and perspectives to address complex issues and make informed decisions.

2. Efficiency and Effectiveness: Committees allow for the efficient allocation of tasks, delegation of responsibilities, and division of labor, leading to faster decision-making and problem-solving.

3. Representation and Inclusivity: Committees ensure that various stakeholders are represented in decision-making processes, promoting inclusivity, transparency, and legitimacy.

4. Accountability and Oversight: Committees provide a mechanism for oversight, accountability, and governance within the organization, ensuring that decisions are made transparently and ethically.

5. Problem Solving and Innovation: Committees are often formed to address specific problems or challenges faced by the organization. The collaborative nature of committees fosters creativity and innovation, as members brainstorm ideas, discuss alternatives, and explore new approaches. This collective problem-solving capability helps the organization adapt to changing circumstances and seize new opportunities.

6. Coordination and Integration: Committees facilitate coordination and integration of efforts across different departments or functional areas. They provide a platform for discussing interdepartmental issues, aligning strategies, and ensuring that activities are harmonized. This coordination helps avoid duplication of efforts and ensures that resources are utilized efficiently.

1. Communication Barriers: Poor communication, misunderstandings, and information asymmetry can hinder effective collaboration and decision-making within committees.

2. Conflict and Power Struggles: Conflicts of interest, power struggles, and personality clashes among committee members can disrupt proceedings and impede progress.

3. Decision-Making Biases: Cognitive biases, such as groupthink or confirmation bias, may influence decision-making processes, leading to suboptimal outcomes or overlooking alternative perspectives.

4. Lack of Accountability: Weak accountability mechanisms, unclear roles and responsibilities, and insufficient oversight may result in accountability gaps and ineffective governance.

5. Diversity and Inclusion Challenges: Committees that lack diversity may miss out on varied perspectives and ideas, leading to homogeneous thinking and less innovative solutions. Minority or less vocal members may feel excluded from discussions, resulting in a lack of comprehensive input and potentially biased decisions.

1. Clear Objectives and Roles: Define the committee’s purpose, objectives, and scope of authority. Clarify roles and responsibilities for each member to ensure accountability and alignment.

2. Effective Communication: Foster open communication, active listening, and respectful dialogue among committee members. Encourage constructive feedback and diverse perspectives.

3. Robust Decision-Making Processes: Establish transparent decision-making processes that consider all relevant information, weigh alternative options, and prioritize consensus-building where feasible.

4. Leadership and Facilitation: Appoint effective leaders or facilitators to guide committee discussions, manage conflicts, and keep the group focused on its objectives.

5. Diversity and Inclusion: Ensure diverse representation within the committee to leverage a wide range of perspectives, expertise, and insights. Promote inclusive decision-making processes that value and respect all members’ contributions.

6. Regular Evaluation and Improvement: Periodically evaluate the committee’s performance, effectiveness, and impact. Identify areas for improvement and implement corrective actions as needed to enhance efficiency and outcomes.

Committees play a vital role in organizational decision-making, problem-solving, and governance. By leveraging the expertise, diversity, and collective wisdom of its members, committees can address complex challenges, foster innovation, and drive organizational success. However, to realize their full potential, committees must navigate challenges such as communication barriers, conflicts, and decision-making biases effectively. By implementing measures to promote effective communication, clear objectives, inclusive decision-making, and accountability, organizations can ensure that committees serve as effective mechanisms for collaboration, oversight, and strategic leadership.

How does a committee differ from a team?

While both committees and teams involve collaboration among members, committees are typically more formal, with a specific mandate and often a longer-term or recurring focus. Teams, on the other hand, are usually formed to accomplish specific tasks or projects and may be more flexible in structure.

What roles are typically found within a committee?

• Chairperson: Leads the committee, sets agendas, and facilitates meetings.
• Secretary: Takes minutes, manages records, and handles communication.
• Members: Participate in discussions, contribute expertise, and vote on decisions.
• Advisors/Consultants: Provide specialized knowledge and advice (often non-voting).

What is the role of a committee in corporate governance?

In corporate governance, committees (such as audit, compensation, and governance committees) play a critical role in overseeing management, ensuring compliance, and safeguarding stakeholders’ interests. They provide checks and balances to enhance the integrity and accountability of the organization.

How are committee members selected?

Committee members are usually selected based on their expertise, experience, and ability to contribute to the committee’s objectives. Selection can be done through appointments by senior management or by election among peers, depending on the organization’s policies and the nature of the committee.