Implementation moves faster when more than one person is steering it. The teams who launch on time, and stay consistent long after, usually have a small group deciding what gets documented, who owns it, and how they'll know it's working. That group is your steering committee.

It doesn't need to be formal and it doesn't need much of anyone's time. It just needs to exist from the start. This guide covers who to put on it, what it decides, how often to meet, and the agenda for every meeting. Copy the agendas straight into your calendar invites.

One enthusiastic person can build a brilliant Waybook. Keeping it current across every department is a bigger job, and a much better one shared. When your champion is heads-down on something else, on leave, or moving into a new role, a committee keeps the momentum going.

Spread the ownership and three things happen. Content stays current because someone specific is accountable for each area. Every department gets a voice in what gets written. And Waybook becomes part of how the business runs, rather than a project one person is carrying.

It also changes how your team receives it. A document the Operations Manager asked for lands differently from one the Ops team is simply handed. If you're thinking about how to introduce all of this, how to talk to your team about Waybook is a good companion read.

Design Engineers run theirs as a team of four. They're a 70-person building systems consultancy across several Midwest offices, and their group meets every week to look at usage data together and keep pushing adoption across the business. Polly Forinash, their Director of Administration, puts that weekly slot down as the thing that changed how well Waybook landed with their team. That's more often than the cadence below suggests, so start with what fits your team, and add meetings if they're earning the time.

Three to five people. Any more and it stops being a working group.

Once you know who's involved, give them the access they need. Inviting your team to Waybook walks through member types and groups.

Your committee owns five decisions. Everything else can happen outside the meeting.

Waybook sticks when it shows up in numbers you already care about, rather than a separate set of Waybook metrics. Pick two or three from the list below, or your own, and agree them in your first meeting.

Numbers from your business

Numbers from Waybook

Thirty minutes is plenty when everyone arrives with their reports open. If a meeting keeps running long, the agenda has too much in it.

Copy the agenda into your calendar invite. Each one ends with a decision, so every meeting produces something.

Before: your Waybook lead has one document published and assigned. Come with it open.

Decision: the next three documents, who owns them, and when they'll be published.

Decision: the next three documents.

Decision: launch date confirmed, or what has to happen first.

Decision: next month's documents and this month's archive list.

Decision: next quarter's focus and any changes to who owns what.

For more on keeping the rhythm going once you're live, take a look at best practices for increasing your team's engagement and Module 5: measuring success and optimizing for long-term adoption.

You don't need everyone's buy-in before the first meeting. You need one published document and a 45-minute slot.

Not sure who should be on your committee, or want a second pair of eyes on your first agenda? Get in touch with our customer success team or speak to your Account Manager - we're happy to help you plan the first meeting, or join it with you.