Poster 1: MTPos000119
Before the meeting:-
*Define objectives clearly.
*Identify and select participants carefully.
*If you want participants to discuss or work effectively, limit the number of participants to a maximum of 7.
*Develop a suitable agenda and send to participants.
*Reserve meeting room.
*Inform participants of the time, date and location of the meeting.
*Arrange refreshments, presentation tools and equipment.
*If possible, send a reminder one day before.
Poster 2: MTPos000120
Beginning of the meeting:-
* Always start on time.
*Create a comfortable and pleasant environment.
*Make sure everybody has the agenda.
*Get an agreement on the agenda.
*First discuss issues remaining from the last meeting.
Poster 3: MTPos000121
To Do's for Participants:-
*Be prepared to participate effectively.
*Take relevant data/documents with you.
*Listen carefully to others.
* Do not interrupt others.
* Switch off mobile phones.
Poster 4: MTPos000122
During the meeting:-
*Ensure that the participants stay focused on the agenda.
*Keep noting the suggestions/points on a flip chart or a notepad.
*Regularly summarize points agreed and disagreed upon.
* Allow short break(s) whenever necessary.
* Don't let 1 or 2 participants dominate the discussion.
*Encourage all the participants to express their opinions.
*Discourage one-on-one discussions.
* Don't let discussions become personal.
Poster 5: MTPos000123
End of the meeting:-
*Summarize results.
*Identify important decisions and actions. Make action plan with deadlines to implement them.
*Identify responsibility for each action to ensure that the action plan is implemented.
*Determine the date, time and location of the next meeting.
Poster 6: MTPos000124
After the meeting:-
*Prepare easy to understand and crisp "Minutes of the Meeting."
*Ensure that the "Minutes of the Meeting" is circulated to all the participants as early as possible.
*Attach action plan along with the Minutes.