The 30-Minute Agenda for Your First Steering Committee Meeting
Many companies believe that a workplace health committee requires weeks of preparation. That's not true. The first meeting is not a strategy conference — it's an inaugural meeting. Its goal is not a finished annual plan, but the foundation: an official body with a clear mandate that is demonstrably active.
Why is the first meeting so crucial?
For the start, the content of your first meeting doesn't matter — what matters is that it took place, with the right group, recorded in minutes, and with verifiable executive involvement. The GKV Prevention Guide stipulates that health insurance funds should encourage the establishment of such a steering committee; anyone applying for funding under § 20b SGB V (German law) should be able to prove its existence. There is no entitlement to funding.
The most common pitfall: HR plans a meeting without executive involvement because management "doesn't have time." That's fatal. Management must either be present in person or appoint a specifically named representative — documented in the minutes.
Which 4 points must be included in the minutes of the first meeting?
These four points must be included in the minutes of the first meeting — everything else is optional:
1. **Read out the mandate:** The declaration of intent signed by management is read aloud and included in the minutes. This is proof that Workplace Health Promotion (WHP) is supported from the top. 2. **Appoint the coordination person:** Who is the central contact? Who takes the minutes, tracks deadlines, communicates with the health insurance fund? This person must be named. 3. **Clarify the data basis:** Which analysis tools are available? GKV report requested? Survey planned? Risk assessment available? 4. **Set the next date:** This is the most important step — the first meeting proves that the steering committee does not end with one session. Without a follow-up date, the committee is not a committee.
Who takes on which role in WHP is explained in the guide WHP Stakeholders.
Where the works council has co-determination rights under German law, the guide Co-determination of the Works Council in WHP explains.
How do you put the measure in place?
- 1Prepare and print the management mandate (signed letter of intent)
- 2Invite participants: management or deputy, HR, works/staff council, company physician, occupational safety specialist
- 3Provide a minutes template (date, attendees, agenda, resolutions)
- 4During the meeting: read out the mandate and record it in the minutes
- 5Name the coordination person and document it
- 6Clarify available data sources (GKV report, survey, risk assessment)
- 7Set the next quarterly date and record it in the minutes
- 8Distribute the minutes to all participants within 5 days
What do you need for it?
- Effort
- under 30 min
- Cost
- Free
- Duration
- 30 minutes
- Setup
- 15 min
- ✓ Documentation for phase 2 (structures) of the Prevention Guideline
- ✓ Basis for a § 20b SGB V (German law) funding application
- ✓ Clear responsibilities without duplicate ownership
- ✓ Works council involved from the start — increases acceptance
Adopt it for your company
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Contributes to
Action field
Governance & Compliance →A fitting occasion
- Q1 Occupational Safety Committee Meeting (German Occupational Safety Committees Act, Section 11)
Related Best Practices
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