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Each item on the agenda has a title, for example:

1. Project update (Claire) – (7 minutes), Paper 2.1

Check company practice in the presentation of items.

- Is an ‘item owner’ listed? In this case, Claire introduces the update, followed by discussion.

- Is there a suggested time? This proposes a theoretical duration for the presentation and discussion. It helps the meeting leader keep track of time, so he/she can shorten the discussion or cut another item lower down the list. Also, it helps the item owner, Claire, know how long she is expected to take.

- Are there supporting papers? If so, it may be useful to list these so that participants know which paper refers to which item.

The number of items on the agenda depends on the time available and the number of issues to be discussed. But an agenda of seven items in a 60-minute meeting would be ample.

Supporting papers may be of different types. They might include financial statements, product specifications and descriptions, and position papers on issues of policy or strategy. They can be added to the agenda and circulated with it as hard or soft copy. Be sure to have hard copies on hand for participants who haven’t printed out the soft copy!