When a government agency hits a roadblock, they often create an ad hoc committee to help resolve the issue. Whether it meets in person or conducts remote meetings, this temporary committee works together to support its organization. Read on for an in-depth look at the roles and responsibilities of an ad hoc committee.
What is an Ad Hoc Committee?
Also known as a select committee, an ad hoc committee is a temporary group of people who are brought together to perform a specific task or solve a problem. The term “ad hoc” means “as needed.”
Ad hoc committees have different purposes, including but not limited to the following:
- Solve problems
- Develop ideas
- Make decisions
- Perform tasks
One may also be created as part of a larger project, such as a new strategic plan, or in response to a crisis. Once finished, the ad hoc committee is dismissed. If an ad hoc committee is needed on an ongoing basis, it becomes a standing committee.
Ad hoc committees can comprise individuals from various backgrounds and disciplines. Some examples include:
- A team of lawyers, accountants, and business consultants
- A group of doctors, nurses, and medical researchers
- An advisory board made up of members from different industries
- A panel of experts in the field of education
Ad Hoc Committee Responsibilities
The purpose of an ad hoc committee is to address a particular issue or problem. When a committee is created, its members are assigned specific roles and responsibilities. These roles and responsibilities vary depending on the type of committee being formed. But here are the three primary roles that every committee member should strive to fulfill:
1. Serve as a Sounding Board
Sometimes an ad hoc committee is formed to serve as a sounding board. A sounding board listens carefully to others’ opinions, suggestions, and concerns, then helps the committee reach a consensus by providing input and guidance.
For instance, before an organization rolls out a new idea, it may pass it through the ad hoc committee. The committee will listen to the pros and cons of the idea, then give their opinion on whether they think the idea is feasible.
Here are a few instances where the select committee may serve as a sounding board:
- To determine which direction the company should take
- To decide whether a product should be released
- To develop a strategy for the next quarter
2. Resolve Specific Issues
Beyond just serving as a sounding board, an ad hoc committee is called upon to devise a solution to a specific issue. For example, if the organization wants to use new municipal government software, the members would vet solutions to find the right one.
3. Support the Goals and Objectives of the Organization
When you’re asked to join an ad hoc committee, ensure you understand your role and responsibilities. You’ll want to know what the committee is trying to accomplish and why. This information will help you ensure you’re doing everything possible to help the organization succeed.
This final role is crucial because the committee’s actions directly impact the organization’s success. But what does it take to support the goals and objectives of the organization as an ad hoc committee member? Here are some ways ad hoc committees support their orgs:
- Gather information quickly to make informed decisions on pertinent issues.
- Provide expert advice on your areas of expertise. For example, as a governance expert, you can provide insights on how to write government meeting minutes.
- Provide a diverse set of perspectives when making decisions
- Create a clear path forward for the organization by helping them define their vision
Frequently Asked Questions
What are the Functions of an Ad Hoc Committee?
An ad hoc committee has similar functions to a joint committee. However, unlike a joint committee, an ad hoc committee has no legal authority over the organization. Instead, it serves as a group of individuals who come together to discuss and solve problems within the organization.
What are the Benefits of an Ad Hoc Committee?
Ad hoc committees allow organizations to solve problems quicker by appointing a group solely focused on a specific issue. In addition, they also save money since they are temporary.
Who is the Chairman of an Ad Hoc Committee?
The chairman of an ad hoc committee is typically elected or appointed by the executive leadership. Among other duties, the chairman is responsible for setting up the meetings, scheduling the agenda, ensuring all attendees are present, and adhering to specific meeting procedures.
What is a Standing Committee vs. Ad Hoc Committee?
While an ad hoc committee is usually established for a limited time to address a specific issue, a standing committee is often open-ended and generally set to solve specific procedural concerns like new members’ admission.
Hosting an Effective Ad Hoc Committee Meeting
Hosting an effective ad hoc committee meeting requires planning and preparation to ensure all members make the best use of the meeting time. A solution like eScribe helps streamline the process by providing a platform where everyone can share ideas and collaborate effectively.
Here are the most valuable features you should look for in government software solutions for meeting management:
- Effective security: Ensure only authorized users can access the system.
- Easy collaboration: A Participant Portal tool provides members with access for searching for and reviewing content, downloading meeting materials, and keeping track of comments, notes, and action items, no matter where they are.
- User-friendly and accessible: Make sure the user interface is intuitive and easy to use. Also, look for tools with live streaming and automatic closed captioning to make your government’s work more accessible.
eScribe meets all these requirements and more, offering a comprehensive suite of capabilities and features designed to make your school board, committee, or local government meetings as streamlined and hassle-free as possible. Our solution is Microsoft-ready and operates within the Sharepoint engine, so you can effortlessly access Office applications and integrate them into your existing processes.
The tiered pricing structure allows you to choose the right plan based on your budget. You can also enjoy Buying Group offers if you’re a smaller local government or school board/district.
Over to You!
Next time you need to solve a specific solution, consider forming an ad hoc committee. The best part? Your committee members don’t need to gather at a physical location to work together. Check out our tips and tricks for hosting successful remote meetings.