Ensure That Each Member Has A Role (Rehearse If Necessary)
Each of the members of the delegation should have a clearly defined role and have something to say that differs from all the others who will speak during the meeting. Avoid a situation where one member of the delegation repeats what someone has already said. Again this wastes precious time. The note taker can be exempted from speaking, but only if he or she prefers.
It is useful to rehearse the discussion before the meeting with someone taking the role of the donor agency representative.