Zoom Meeting Etiquette FAQ

Welcome to the Black Collective’s Weekly Meetings!

To ensure that our Saturday meetings run smoothly and respectfully, we’ve outlined a simple Zoom etiquette guide. These guidelines reflect the spirit of community, inclusion, and leadership that defines the Black Collective.

• Time: Every Saturday, 8:30 AM - 10:00 AM
• Format: Hybrid (First Saturday of the month) and virtual (all other Saturdays)
• Location: Online (via Zoom) or in-person at the Colored Women’s Clubhouse (for hybrid meetings)

• A Zoom link will be distributed each week through our regular communications.
• For the hybrid session, in-person attendees can join at the Clubhouse, while virtual participants connect via Zoom.

• Join Anytime, But Be Prompt for the Welcome (8:30 AM):
  You are welcome to join at any point during the meeting, but the official welcome starts promptly at 8:30 AM. Arriving early allows for smoother transitions and ensures you don’t miss important updates or conversations.
• Mute When Not Speaking:
  To minimize distractions and background noise, please keep your microphone muted when you are not speaking. This helps ensure everyone can hear the speaker clearly. Unmute only when you are actively participating in the discussion.
• Raise Your Hand to Speak:
  If you would like to contribute, use the "Raise Hand" feature in Zoom. This keeps the conversation organized and ensures all voices are acknowledged. Ms. Ellen will recognize your hand and invite you to speak at the appropriate time.
• Camera Use:
  While having your camera on is not required, we encourage you to turn it on during introductions and major discussions. Seeing one another fosters a stronger sense of connection and community. If you are unable to use video, staying engaged through chat or audio participation is appreciated.
• Respect the Agenda and Engage During Business Items:
  We encourage all participants to engage during the business agenda portion of the meeting. The facilitator will let us know if there is time to address questions. If time runs short, you can always engage and ask questions in the chat. This ensures everyone has an opportunity to participate, even if we cannot address all questions verbally.
• Use Emojis to Engage:
  Feel free to use emojis in the chat to show support, appreciation, or agreement during discussions. It’s an easy way to stay engaged and add energy to the conversation.
• Avoid Interruptions:
  Let each speaker finish their thoughts before responding. If you have questions or comments during someone else’s presentation, use the chat to share them. This helps maintain the flow of the meeting and ensures everyone is heard without disruption.
• No AI Note-Takers Allowed:
  For privacy and community protection, the Black Collective does not allow the use of AI note-takers during meetings. Please respect this policy to ensure open, safe, and honest conversations.

• How do I introduce myself as a new or returning member?
  We love welcoming new and returning members! At the beginning of each meeting, we will call for new attendees to introduce themselves. This is a great opportunity to share who you are and how you heard about us.
• When can I make announcements?
  Announcements take place at the end of the meeting. Feel free to drop any events or relevant updates in the chat during the announcements portion. This is your moment to share opportunities or promote community gatherings.
• How do I submit information for the newsletter?
  Want to highlight a community event, program, or story? Submissions for the newsletter are always welcome. Connect with the communications committee or browse through our gallery to see what inspires you. Email submissions directly to be included in upcoming issues.
• Can I share resources or opportunities during the meeting?
  Absolutely! The collective thrives on sharing. During meetings, use the chat to drop links or descriptions of resources that could benefit others. Outside of meetings, reach out to committee chairs to coordinate broader resource distribution.
• How do I request to make a presentation?
  If you have a project, initiative, or idea you'd like to present, we encourage you to reach out! Presentations are scheduled ahead of time. Email the facilitation team to request a spot on the agenda and share a brief overview of your topic.
• How can I join a committee?
  Joining a committee is one of the best ways to get involved deeply. Each of our committees focuses on critical issues facing our community. Express your interest during meetings or email the committee chair directly to learn more and join.

• In-person participants are asked to respect social distancing guidelines as necessary.
• Virtual participants should follow the same Zoom etiquette outlined above.
• The host will manage the balance between virtual and in-person contributions.

• Regular Updates: A newsletter and calendar of events will be shared regularly.
• Committees: Join one of our committees to deepen your engagement.
• Community Engagement: Participate in volunteer opportunities or local initiatives aligned with the Black Collective’s mission.