1) Roles and responsabilities in standardisation
For more information, you can check this page :https://boss.cen.eu/reference-material/profiles/pages/
Experts
Role : Experts provide technical knowledge and represent their National Standards Bodies (NSBs). They are not NSB employees but are appointed for their expertise—whether technical, in standardization, or sector-specific.
Appointed by : Their National Standardisation Body.
Who? Experts can come from any part of an organization. Typically, they can have a professional background like compliance, data/AI, or public relations. They are appointed by their NSB to specific Working Groups (WGs) and represent their National Committee.
Key Responsibilities:
- Actively participate in WG projects by attending meetings, contributing to discussions, reviewing drafts, proposing changes, and expressing their National Committee’s position.
- Adhere to the CEN/CENELEC Code of Conduct during and between meetings.
- Provide updates to their National Committee on their activities.
Example : An expert might identify technical gaps in a project and suggest improvements; highlight sector-specific issues with a standard; recognize overlaps between two projects.
Project Leader (or Editor)
Role: The Project Leader oversees the development of a specific project within a Working Group. Unlike the Chair or Convenor, who focus on broader coordination, the Project Leader ensures the project’s operational execution. The word Editor is sometimes used.
Appointed by : The National Body proposing a new project typically nominates the Project Leader. Any changes to this role require a decision by the Technical Committee, based on a proposal from the Convenor.
Who ? Project Leaders have technical expertise in the project’s subject.
Key Responsibilities :
- Push the standard forward by leading meetings, collecting input, managing the document.
- Serve as the primary contact for experts, stakeholders, and the Technical Committee regarding the standard.
Example : A Project Leader might issue a call for contributions within the WG when the project requires specialized knowledge.
Convenor
Role : The Convenor provides technical leadership for a Working Group, collaborating closely with the Secretary. They lead meetings, organize tasks, and set timelines within the WG.
Appointed by : The Convenor is appointed by the Secretariat of the Working Group.
Who ? Convenors typically have expertise in both technical and standardization matters, along with leadership and diplomatic skills to drive discussions and foster consensus.
Key Responsibilities :
- Promote consensus during discussions, remaining neutral in technical debates.
- Work alongside the Secretariat to manage deadlines.
- Represent the Working Group during JTC 21 plenaries and report on its behalf.
- Are responsible for projects if no Project Leader is appointed.
Example : A Convenor presents the WG’s report during a JTC 21 plenary and propose the appointment of a Project Leader.
Secretary
Role : The Secretary is the procedural expert of the committee and is employed by the National Standards Body (NSB). They are either appointed to a Technical Committee or to one of its Working Groups. They ensure compliance with rules, deadlines, and documentation, working closely with the Chairperson or Convenor.
Appointed by : The Secretary is appointed by their employer (the NSB).
Who ? Secretaries primarily have expertise in standardization processes and sometimes also have technical knowledge in the relevant field.
Key Responsibilities :
- Ensure all activities and experts comply with CEN-CENELEC Internal Regulations, the Code of Conduct, and the BOSS. They remain strictly impartial.
- Assist Convenors and Project Leaders in developing strategies for their projects.
- Schedule meetings, prepare and share agendas, host meetings (online or in-person), and draft minutes.
- Publish and distribute relevant documents (drafts, contributions, agendas) via CEN Documents and transfer projects to the appropriate recipients.
Example : If a draft standard misses a deadline, the Secretary alerts the Chair and members, ensuring the document is revised before submission to the CCMC for ballot.
Chairperson
Role : The Chairperson provides technical leadership for a Technical Committee. They lead plenary meetings, foster consensus, and represent the committee externally.
Appointed by : The Chairperson is appointed by the Secretariat of the Technical Committee.
Who ? Chairpersons have expertise in both technical and standardization matters, along with leadership and diplomatic skills to drive discussions and achieve consensus.
Key Responsibilities :
- Remain neutral and avoid promoting their country’s opinion or personal views.
- Attend plenary meetings, facilitate discussions, and assess consensus or opposition.
- Make decisions based on the level of agreement or disagreement.
Example : In a TC plenary meeting, during a debate, the Chairperson might summarize key points, ensure all voices are heard, and propose a compromise to move forward.
Who should you contact ?
In most situations, you should contact first the secretariat of the Working group you are registered in.
| Situation | Contact | Why ? |
| You are an expert and you are lost on the work program of a WG ? | Ask your Convenor/Secretary | The Convenor organizes tasks, sets timelines, and coordinates contributions in working groups. |
| Need procedural support, document checks, or compliance with CEN-CENELEC rules? | First, check the CEN BOSS (https://boss.cen.eu/) + Check with your WG Secretary first | The Secretary is the NSB employee responsible for rules, deadlines, and documentation. |
| Unsure about voting rights or formal processes? | First, check the CEN BOSS (https://boss.cen.eu/) + Check with your WG Secretary and Convenor | The Secretary clarifies procedural questions and ensures compliance. |
| Need to discuss technical content or propose changes on a standard ? | Project Leader/Convenor | Experts provide technical input; the Convenor can direct you to the right project leader. |
| You are the project leader and want to change the scope of an approved project? | Talk to your Convenor | Scope changes are controlled decisions. |
| You want to be registered in a WG ? | Ask your national standardisation body (NSB) : https://standards.cencenelec.eu/ords/f?p=CEN:5 | They are in charge of appointing experts. |
| You need help with the CEN Platform ? | Ask your national standardisation body (NSB) first (https://standards.cencenelec.eu/ords/f?p=CEN:5) |
2) Standards lifecycle : how are they built ? When should you contribute ?
The lifecycle of a standard
The development of a standard follows a structured process with key stages where experts can actively participate. Here’s a simple overview of the main steps:
- Preliminary Work: Ideas and needs are identified to initiate a new standard project. Initial experts identify existing relevant standards, compare scopes, and ensure the project is useful and does not overlap with existing work. The goal of this stage is also to identify relevance, which means “does the market need this standard ?”.
- Proposal of a New Subject: A formal proposal, including a detailed scope and description of the project, is submitted for approval. This is when a new project is officially launched. The proposal includes a list of the relevant UN Goals.
- Drafting the First Version: The working group writes the first draft of the standard. Experts like you contribute actively during this phase.
- First Round of Comments: The first draft is shared with committee members, who submit their feedback. These comments are reviewed and incorporated if relevant. For your information, this first round of comments (called 1st Working Draft, 1st WD) is not mandatory but strongly recommended.
- Public Enquiry: once the draft has been through the first round of comments, the standard is made available for public consultation. Anyone, including external stakeholders, can provide feedback through the form of comments and a vote (approval, disapproval, abstention). Your votes are processed by your NSB, that prepares a national position. Please reach out to your National Standardisation Body to access the public consultations.
- Incorporating Comments: Comments received during the public enquiry are reviewed by the working group. Each comment is either accepted, accepted with modifications, rejected, noted or Overtaken by Events.
- Publication: Another ballot is launched : the Formal Vote. If the standard is approved by the majority, i.e. > 55% of NSB (representing > 65% of the EU population) approved, then the standard is officially adopted and published.
Key Involvement Stages
Stages 1 to 4 are key moments for you to comment, suggest changes, and contribute (LINK TO 4). After these stages, it is possible that the key debates will be closed, unless you give new and never discussed before points of view, representing important stakeholders.
Detailed lifecycle with CEN acronyms and involved stakeholder
| Generic Stage | Type | Official CEN/CENELEC Stage | CEN Boss link | Abbreviation | Duration | Description | Who is involved ? |
| OPTIONAL : Preliminary Work | Ballot | Preliminary Work Item | PWI | Variable (sometimes months) | Identification of needs and submission of a proposal for a new standard. A PWI can be decided through a Plenary decision (a decision taken during a plenary meeting of the Technical Committee). | The project leader and affiliated NSB The TC and WG Convenor / Secretary | |
| Proposition of a New Subject | Ballot | New Work Item | https://boss.cen.eu/startingnewwork/pages/propnewwork/pages/ from 1.4 https://boss.cen.eu/developingdeliverables/pages/en/pages/entoenq/ | NWI or NewWI | 8 weeks | Formal proposal (Form 4) sent as a ballot for approval from NSBs. It can be the next step of a PWI (“Activation of a PWI”) or the first step (“Adoption of a NWI”). If accepted (> 55% approvals), the work item is officially launched. The Project leader and assigned Working group have 3 years to publish a standard. | The Project leader who completes the Form4 The TC management (Chair + Secretary) who put the decision send the ballot on the agenda of a plenary The NSBs who vote |
| Drafting the First Version | Phase | Drafting phase | https://boss.cen.eu/developingdeliverables/pages/en/pages/entoenq/ | 3–12 months to work on the draft | The working group drafts the initial version of the standard. Multiple internal revisions may occur. | The WG Convenor The Project leader and the experts of the WG | |
| OPTIONAL : First round of comments (optional) | Ballot | 1st Working Draft | https://boss.cen.eu/developingdeliverables/pages/en/pages/entoenq/ | 1st WD | 4-8 weeks | Once the initial version is finished, the working group can circulate the draft (1st WD) within the TC for comments. This optional but recommended round of comments can last for up to 8 weeks. | The WG Convenor/Secretary who dispatch the draft The experts of the TC who comment |
| Managing Comments | Phase | Comments Resolution Meetings (CRM) phase | https://boss.cen.eu/developingdeliverables/pages/en/pages/entoenq/ | CRM | 1-4 months | The comments are managed by the working group, who can chose to accept them or not. | The WG Convenor The project leader and experts |
| For Harmonized Standards : HAS Assessment by HAS consultants | Phase | HAS assessment of mature draft | https://boss.cen.eu/developingdeliverables/pages/en/pages/has_assessment_process/ | 35 days | The HAS Consultant evaluates a draft standard to ensure it fully complies with the relevant EU regulation and that Annex ZA correctly links the standard to legal requirements. The consultant checks for technical accuracy, clarity, and completeness, then provides a compliance checklist and recommendations for revisions. This process guarantees the standard will offer a valid presumption of conformity. | The Convenor, that shares the draft to the HAS Consultant The HAS Consultant | |
| Public Enquiry | Ballot | Enquiry Stage | https://boss.cen.eu/developingdeliverables/pages/en/pages/enq/ | Enq | 12 weeks + 8 weeks for translation in French and German | The draft is now open for public comments. All CEN/CENELEC members and external stakeholders, can provide feedback. Each country also approves or disapproves the draft. Please reach out to your NSB (https://standards.cencenelec.eu/ords/f?p=CEN:5) to know where to look. | The WG Convenor/Secretary, who decides the draft is ready for enquiry and sends it to the TC Secretary The TC Secretary, who prepares and launches the ballot AFNOR and DIN who do a first translation in French and German The NSBs who vote |
| Managing Comments | Phase | Comments Resolution Meetings | https://boss.cen.eu/developingdeliverables/pages/en/pages/enq/ | CRM | 2–3 months | Comments from the Enquiry are reviewed by the working group. If you made comments, it is important that you assist to these meetings. The accepted comments are put into the final draft. | The Project leader, who receives the comments and manages them The Convenor who organizes the meetings The experts of the WG and the commenters |
| Final approval | Ballot | Formal Vote | https://boss.cen.eu/developingdeliverables/pages/en/pages/fv/ | FV | 1 month + 2 weeks for translation in French and German | The final draft is voted on formally. At this stage, after the ballot, only minor editorial comments will be accepted. Technical comments will be kept for the revision. If approved, the standard is adopted, published and becomes officially available. | The WG Convenor/Secretary, who decides the draft is ready for FV and sends it to the TC Secretary The TC management (Chair + Secretary) who decide to send the project to FV and creates the ballot AFNOR and DIN who do a last translation in French and German The NSBs who vote The HAS Consultant is harmonised standard |
| Managing Comments | Phase | Finalization and implementation of European Standards | https://boss.cen.eu/developingdeliverables/pages/en/pages/finalization/ | 2-4 weeks | Editorial errors that were pointed out during the FV ballot or by the Secretariat are managed by the Secretariat. | The TC Secretary | |
| Publication | Phase | European Norm | https://boss.cen.eu/developingdeliverables/pages/en/pages/finalization/ | EN | 1–2 months | Publication and standard available in your country |
For more information, don’t hesitate to consult the CEN BOSS : https://boss.cen.eu/
3) Drafting rules
Rules for writing a standard
The writing and formatting rules that apply to CEN are based on the ISO/IEC Part 2 guidelines. The principles and rules for the structure and drafting of CEN and CENELEC documents are a modified version of these guidelines, adapted to meet CEN-CENELEC’s requirements for the publication of European standards. This document should therefore be consulted in case of doubt or for further information or examples. To assist with drafting, the ISO Central Secretariat has created a web page supplementing Part 2 on the language, format, and presentation of ISO documents, which can also be used for European standards. Finally, if necessary, CEN has also published various guides to assist experts in drafting standards and using templates (if you do not work with OSD).
All the tables cited in the following parts are from the Principles and rules for the structure and drafting of CEN and CENELEC documents.
Use of requirement in a standard
To express a requirement, use “shall / shall not” :
Example : Connectors shall conform to the electrical characteristics specified by IEC 60603-7-1
Do not use “must / may not” as an alternative for “shall / shall not”.
How to express recommendation in a standard
To express a recommendation, use “should / should not” :
Example : Wiring of these connectors should take into account the wire and cable diameter of the cables defined in the IEC 61156.
How to express permission in a standard
To express a permission, use “may” :
Example : IEC 60512-26-100 may be used as an alternative to IEC 60512-27-100 for connecting hardware that has been previously qualified to IEC 60603-7-3:2010.
Do not use instead of may : possible / impossible / can / might
Negative permissions are ambiguous and should not be used. Rather than using negative permissions, either rewrite the sentence to state what is permitted, or rewrite as a requirement/recommendation not to do something.
How to express possibility and capability in a standard
To express a possibility and capability, use “can / cannot” :
Examples : Only the reverse calculation approach given in Clause E.3 can be used for calculated energy performance / These measurements cannot be used to compare different sprayer setups on the same sprayer.
Do not use instead of can : may
How to express external constraint
To express an external constraint, use “must” :
Example : Because Japan is a seismically active country, all buildings must be earthquake-resistant.
Do not use “must” as an alternative for “shall”
How to write a note
Notes are used for giving additional information intended to assist the understanding or use of the text of document, not requirement or specification. The document shall be usable without the notes.
Example : NOTE 1 This definition is based on the ISO 27001
How to write a footnote in a standard
Footnotes to the text of a document are used to give additional contextual information to a specific item in the text, not requirement or specification . The document shall be usable without the footnotes.
Example : NOTE This standard is still being drafted at the time of publication.
4) How to contribute effectively to standardization
Standardization is contribution-driven, but what is a contribution?
Standardization relies on the active participation of experts, organizations, and national bodies. Standards are shaped by experts like you through contributions. These can be:
- Proposals for new standards
- Proposals for changes in a draft (e.g. : a new clause)
- Comments on drafts
- Ballots (votes) on whether a draft should move forward
Your contributions ensure that standards are technically relevant, reflective of the state-of-the-art and widely accepted.
Why contribute?
- Make the most of your participation by influencing the content of standards to align with your industry’s or country’s needs
- Improve accuracy, clarity, and practicality of the standards you’ll use
- Engage with experts and build your professional network with other people interested in standardisation
- Ensure standards reflect real-world state of the art, your market challenges and your preferred solutions
Some advice and insights :
- Don’t be shy : share your ideas early, engage with other experts, communicate with the Convenors and Project Leaders. In CEN/CENELEC, unlike other standardisation bodies, everyone has the same weight in discussions, wether from international firm or a local SME.
- Aim for consensus by design : contribute solutions that address diverse perspectives.
- Contributing consistently strengthens your expertise in standardisation and in the end, your influence. If your comments or contributions are not accepted, ask for constructive feedback and apply it to your next round of contributions.
The key is to jump in, ask questions, and share your perspective.
4) An estimation of the time needed to get involved
Between an active monitoring member and a convenor, the time needed to get involved isn’t the same. Here you’ll find a list of activities and estimated time by role :
Active monitoring member : a few hours to one day per month.
Reading documents published on the subject of interest (a few hours)
Passive participation in work meetings (a few hours)
Creation and maintenance of information sheets (a few hours)
Possibly, issuing comments during ballots (a few hours)
Ballots to watch : new work item and public enquiry
Meetings to attend : as you want
⇒ From this point on, depending on the stages of writing, the times indicated will change :
Contributing member : one to three days per month
Active monitoring (a few hours)
Active participation in working meetings: reading the agenda in advance, reading and commenting on working documents, discussions during meetings (count half a day for a two hours meeting)
Consultation within your organization on topics of interest (depending on the size of the organization)
Writing contributions on topics of interest (one hour to half a day per contribution)
Ballots to watch : new work item, first working draft, public enquiry and formal vote
Meetings to attend : work meetings and comment resolution meetings (CRM)
⇒ From this point on, the responsiveness of the secretariat also affects the duration estimated :
Project leader : two to four days per month
Organization (drafting of agenda) and facilitation of working meetings (half a day to a full day)
Processing of contributions/comments and updating of working document (half a day to a full day)
Participates in reaching consensus through a neutral attitude (few hours)
Organizes tasks assigned to contributors (half a day)
Deals with comments related to the HAS Consultant with his working group (half a day to a full day)
Publications related to the working group in the CEN Portal (half a day)
Ballots to watch : all
Meetings to attend and prepare : work meetings and WG plenaries, comment resolution meeting
Convenor : three to six days per month
Coordination and monitoring of work carried out in the working group (a day or two)
Consensus builder and moral compass in the event of disagreements within a working group (half a day)
Organization and facilitation of coordination meetings with project leaders/TC officers (half a day to a day)
Participation in coordination meetings with TC officers (half a day)
Coordination and monitoring of harmonization efforts carried out in the working group (a day)
Publications related to the working group on the CEN Portal (half a day)
Send the prEn and FprEn to the CCMC for the Quality Check (half a day)
Ballots to watch and prepare : all
Meetings to attend and prepare : work meetings, WG plenaries, comment resolution meeting (CRM) and TC plenaries
➡️ Here are 2 quick quizzes to assess your understanding of this article : first steps in standardisation and writing standards for beginners
➡️ For advanced users, here is a quiz to assess your understanding of standardisation : writing standards – advanced