What is a working group?
A working group is a temporary, action-oriented team created to complete a specific project, initiative, or focused problem. Unlike standing governance bodies, working groups are designed to “roll up their sleeves” and produce tangible outcomes within a defined timeframe.
Working groups typically bring together individuals with relevant expertise from across departments or functional areas. Their purpose is to collaborate, contribute practical insights, and move work forward efficiently toward clearly defined deliverables.
In higher education, working groups are often formed when institutions need cross-functional input and hands-on collaboration to design, test, or implement a new initiative. They tend to operate for a limited period (often a semester to a year) and then dissolve once their work is complete.
A working group may be responsible for producing outputs such as an implementation plan, recommendations, pilot program results, or draft policy language.
What are the benefits of using a working group?
Working groups offer several advantages when institutions need focused collaboration and tangible progress on a specific initiative.
- Cross-functional collaboration: Working groups often include participants from different departments or units, bringing diverse perspectives that strengthen decision-making and problem-solving.
- Action-oriented progress: Because working groups are formed with a specific outcome in mind, they are often more focused on producing concrete results rather than simply discussing ideas.
- Clear timelines and outcomes: Working groups typically operate within a defined timeframe and focus on producing specific deliverables, which helps keep the work structured and forward-moving.
- Shared ownership of outcomes: By involving multiple stakeholders in the work itself, working groups help build buy-in and shared accountability for the final outcome.
- Flexibility and adaptability: Unlike permanent structures, working groups can be assembled quickly and disbanded once the work is complete, allowing institutions to respond to evolving priorities.
Where might you see a working group in higher education?
Working groups frequently appear when institutions need collaborative problem-solving across multiple departments or functional areas.
Some common examples include:
- Technology implementations: For example, a university launching a new learning management system might assemble a working group to help design training materials, test features, and develop a rollout plan aligned with the project’s scope.
- Strategic initiatives:For example, an institution implementing a new student success initiative may convene a working group to develop program recommendations and outline implementation milestones.
- Policy or process development: For example, a working group may be tasked with reviewing an existing policy, gathering feedback from stakeholders, and drafting recommendations for leadership consideration.
- Program pilots: For example, working groups are often used to design and test pilot programs, such as new advising models, faculty development initiatives, or student support services.
In each of these cases, the working group focuses on producing specific outcomes that help move the initiative forward.
A step-by-step guide to creating a working group
- Start by clarifying the problem or initiative the working group will address. Identify the expected outcomes and clearly define the deliverables the group will produce.
- Outline the boundaries of the work, including what is included—and what is not—to avoid scope creep. Establish a realistic timeline for completing the work.
- Invite individuals who bring relevant expertise, experience, or perspectives. Consider including representatives from multiple departments or units who will be impacted by the project.
- Communicate expectations for participation, meeting cadence, and responsibilities. Some teams use tools like a RACI matrix to clarify roles and accountability.
- Break the project into key milestones and tasks so the group can track progress and stay focused on the desired outcomes.
- Keep clear records of the group’s discussions and decisions, particularly if recommendations will later be reviewed by leadership or a Steering Committee.
- Once the working group completes its deliverables, share the results with relevant stakeholders. You may also conduct an After-action review to capture lessons learned before formally concluding the group’s work.
Reflective questions
- Have you participated in a working group in your institution? What was its primary goal?
- What factors helped the working group move its work forward effectively?
- How clearly were the group’s goals and deliverables defined at the beginning of the project?
- What challenges did the group encounter when collaborating across departments?
- How might you structure a working group differently in your next project or initiative?
- What kinds of projects in your current work might benefit from forming a working group?