Working groups are a vital asset for associations - extending day-to-day working capabilities and bringing together specialised expertise to tackle particular issues.
But they can also be a source of member frustration and ennui when they don’t continue with the enthusiasm they started with.
So, how can associations make their working groups more effective? Let’s start with the basics.
Working Groups vs. Committees: What’s the Difference?
There’s no universal rule, but in associations, working groups typically differ from committees in the following ways:
Single Objective working groups focus on one clear issue, question, policy or goal.
Time-Limited they are temporary, existing until the objective is achieved.
Subset of Membership they involve a smaller group of members, often with technical knowledge.
Specialist Focus they centre on niche or specialised topics that warrant additional discussion or investigation.
Opt-in Participation is optional and voluntary.
The Challenges of Working Groups
We’ve all experienced the frustration of being part of a working group stuck in an aimless doom-loop, revisiting the same topics over and over without making meaningful progress. But why do working groups sometimes lose their way?
A common issue is member fatigue, where directionless meetings can sap enthusiasm and engagement. Coupled with a loss of momentum caused by a lack of clear timelines, it’s no wonder progress can stall. The absence of defined outputs such as a clear finish date or deliverables, often leaves groups adrift without a tangible goal to work toward.
Another challenge is the perception of exclusivity where other members outside the group feel left out or disconnected from the process, leading to a sense of alienation within the wider association. Finally, there’s the risk of getting too deep into the details of an investigatory topic, losing sight of the group’s original mission. Together, these issues can derail even the most promising working groups—unless associations take steps to address them from the outset.
The Top 10 Tips to Level Up Your Working Groups
Consider these strategies to overhaul your working groups into high-performing dynamos for your association:
Pre-schedule dates Define a clear timeline from the outset, set all meeting dates and agree a specific end goal. Don't worry if it slips, just keep the timelines in sight.
Use frameworks for clarity Tools like VMOST (Vision, Mission, Objectives, Strategy, Tactics) and RACI (Responsible, Accountable, Consulted, Informed) can keep the group aligned and the wider association informed.
Set a clear output Will the group produce a report, host an event, present to the wider membership? Know the end point before you start.
Do more with less, not less with more Fewer participants can mean more focus and accountability. Avoid having “dormant” participants - it’s a working group, everyone should be working.
Consider cadence Does the cadence of your meetings lend itself to speed of output or depth of investigation? Which is more important to this group? If your meetings are monthly, for example, what are your members doing in between meetings to maintain momentum and prevent repetition while you get everyone back on the same page each month?
Assign a leader Designate a chair or facilitator who will not just lead meetings but will also monitor tasks and progress and keep the group on track.
Determine roles If roles and responsibilities are not assigned from the outset, the chair and secretariat will bear the brunt of planning meetings, making progress and getting a deliverable over the line.
Keep meetings short and purposeful Prevent drift and by scheduling time-limited, structured sessions with agendas, minutes of previous meetings, pre-reads and actionable outcomes with owners. These materials can also be shared with members outside the working group to keep them informed.
Adopt sprint methodology Borrow from software development and work in focused, time-boxed “sprints” to achieve specific milestones.
Plan beyond the working group Decide how you’ll use the final deliverables—will you share them with members, publish externally, or build PR campaigns around them?
Conclusion
Working groups are a powerful tool for associations when run effectively. By setting clear goals, timelines, and deliverables, and keeping participants engaged, you can ensure your working groups deliver value while avoiding common pitfalls.