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‎docs/coffees/hosts/README.md‎

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---
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id: README
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title: "Hosts"
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sidebar_label: "Hosts"
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keywords:
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- 'coffee table groups'
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- 'virtual coffee coffee table groups'
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- 'volunteer roles and responsibilities'
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- 'virtual coffee community'
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- 'community guides'
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- 'community documentation'
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- 'tech community'
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- 'online tech community'
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- 'community management'
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- 'community building'
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- 'monthly challenges'
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- 'virtual coffee monthly challenges'
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- 'lightning talk'
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- 'virtual coffee writers'
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- 'community writers'
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- 'volunteer roles in online community'
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- 'responsibilities of online community volunteers'
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- 'building a strong community'
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- 'guidelines for online community'
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- 'writing community documentation'
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- 'online community building strategies'
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- 'effective community management techniques'
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- 'monthly challenges for online communities'
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- 'planning online community events'
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tags:
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- 'coffees'
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---
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Welcome! Thank you for your interesting in being a host for our Virtual Coffee zoom sessions. Like most roles here, while the concept is straightforward, there can be a lot of nuance, so we've tried as best as we can to provide clear cut instructions where we're able.
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## What is the Host role?
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The host role in VC is responsible for:
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- Creating the breakout rooms we use in the virtual coffee sessions
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- Assigning members to those breakout rooms, including volunteer room leaders and note-takers
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- Managing incoming members throughout the zoom session
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- Notifying rooms that they're about to be closed, closing the breakout rooms, and ending the zoom session
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## What are the details of the host role?
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A Virtual Coffee Zoom session can largely be split into Three (3) Phases:
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- Pre Coffee Chat (Before the MC starts official introduction of the session)
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- Breakout room time (the majority of the zoom time, everyone should be in a breakout room)
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- Wrap up and announcements (discussions are done, folks are back in the main zoom session)
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### Host actions during Pre-Coffee Chat
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- Ask the MC (or a maintainer present) to give you host permissions if you don't have it already.
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- Create co-hosts for those doing room leadership/conversation facilitation by clicking on their image card in Zoom and assign co-host
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- We recommended starting host and room prep as soon as you have host authority
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#### Create breakout rooms
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- Click the breakout room icon,
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- Select the number of rooms according to the number of potential rooms. You will be able to add rooms later if necessary.
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- Choose assign **manually** (This is really important. It allows you to add people after they join.)
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- Check Slack for any messages about how many rooms we need. **Please do coordinate** with the volunteers in the slack channel as sometimes plans need to be adjusted based on number of participants
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- We try to keep **less than 10 persons** per room. Having enough room leaders should be prioritized over having enough notetakers. It is typically advised to pull a notetaker to a roomleader position (with their permission) if the alternative would be rooms with more than 10 people. But it's important that _everyone who is placed as a room leader volunteered to do so_, either by indication in the official volunteer request earlier in the week or on the day of the meeting.
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- Pair each co-host with their notetaker.
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:::note
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Sometimes, if the room leader is a VC Maintainer/zoom account owner, you may not see them on the list of attendees to be assigned. This is fine. So long as they're in the meeting, they can join their breakout room themselves.
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:::
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- Change the name of the breakout room to the co-host/notetaker pair
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- Assign members into rooms as they come in
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- Do your best to create breakout rooms that include a variety of participant types. For example, if you know there are members who will keep the conversation going, assign them to different rooms. If there are new folks, try not to put them all in the same room. If there's a newer room leader, try to add someone to their room that could support them if they need it. The goal is to have well-balanced rooms when possible. It won't ever be perfect for every room, but the goal is to try to balance participant types.
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### Breakout Room Time
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- As soon as the MC is done with the intro and asks if rooms are ready, open up all rooms.
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- _Note: The host has to assign themselves to a room_.
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- If a person joins late, a notification shows up in Breakout Rooms. Assign new attendees to a room (try to keep all about the same size).
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- When there's about 7 minutes left, send a message to all rooms that we'll be rejoining the group in about two minutes.
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- At **ten minutes to the hour**, use the broadcast button in the Participants tab to let everyone know the rooms will be closing in 5 minutes.
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- At **Five minutes to the hour**, hit the close rooms button.
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- Try as best as you can not to delay closing the rooms, as it burdens the MC to squeeze all the final announcements in on time.
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### Final Announcements
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- As the host, the zoom does not officially end until you close it. You can close as soon as the MC completes their announcements and we do our usual group goodbye and wave :)

‎docs/coffees/mcs/README.md‎

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---
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id: README
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title: "MCs"
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sidebar_label: "MCs"
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keywords:
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- 'coffee table groups'
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- 'virtual coffee coffee table groups'
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- 'volunteer roles and responsibilities'
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- 'virtual coffee community'
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- 'community guides'
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- 'community documentation'
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- 'tech community'
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- 'online tech community'
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- 'community management'
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- 'community building'
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- 'monthly challenges'
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- 'virtual coffee monthly challenges'
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- 'lightning talk'
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- 'virtual coffee writers'
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- 'community writers'
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- 'volunteer roles in online community'
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- 'responsibilities of online community volunteers'
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- 'building a strong community'
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- 'guidelines for online community'
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- 'writing community documentation'
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- 'online community building strategies'
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- 'effective community management techniques'
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- 'monthly challenges for online communities'
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- 'planning online community events'
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tags:
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- 'coffees'
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---
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## Quick Link Reference
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```md
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Code of Conduct: https://virtualcoffee.io/code-of-conduct/
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COC Violation Form: https://virtualcoffee.io/report-coc-violation/
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Store: https://store.virtualcoffee.io/
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Newsletter: https://virtualcoffee.io/newsletter/
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Podcast: https://virtualcoffee.io/podcast/
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How to get Involved: https://virtualcoffee.io/resources/virtual-coffee/get-involved
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HANDRAISE SHORTCUT: Opt/Alt+Y
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```
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## Before Breakout Rooms
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### Pre-Chat
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Welcome all new faces via chat and let them know we will get started and will be generally chatting for about 5 minutes to let everyone get settled.
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Pre-chat chaos.
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### Welcome
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_While the welcome is happening, the zoom host of the day creates the breakout rooms_
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Hello, and welcome to Virtual Coffee!
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We’ve been doing this since April 2020, and we’ve loved the growth we’ve seen. Virtual Coffee's mission is to be a welcoming tech community that allows room for growth and mentorship at all levels, and to create meaningful opportunities for learning, leadership, and contribution for everyone. To find our events or to learn more, you can check out our website virtualcoffee.io.
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Just some quick reminders, be considerate of everyone in the group, we’re all equals here. I'm going to drop some links in the chat now and talk about them for a minute:
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```md
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Code of Conduct: https://virtualcoffee.io/code-of-conduct/
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COC Violation Form: https://virtualcoffee.io/report-coc-violation/
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Store: https://store.virtualcoffee.io/
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Newsletter: https://virtualcoffee.io/newsletter/
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Podcast: https://virtualcoffee.io/podcast/
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How to get Involved: https://virtualcoffee.io/resources/virtual-coffee/get-involved
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```
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Sometimes what seems like an awkward silence might be an opportunity for someone else to express their thoughts.
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We are an international community, and sometimes things get lost in translation. Let's lead with kindness, and recognize that the impact of our words matters. If things feel uncomfortable in any way reach our or use a COC violation form.
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We take our Code of Conduct seriously. We expect everyone to abide by the COC, whether that's during an event, in slack, or in DMs.
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We also have a COC violation submission form, which I dropped with the links. This is another option that allows you to stay anonymous when you report any violations.
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We want to welcome all of our new friends here. If you would like to join our slack, please indicate in your introduction that you're new here so our notetakers can indicate that in the notes. You'll receive a slack invite by the end of the day.
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We'll be moving into breakout rooms in a minute, for more intimate conversation. When you get in the room, your room leader will start the introductions and explain the handraise function. You'll say your name, where you're from, what you do, and answer today's random question. We're so grateful to our room leaders and notetakers, who are community members who have been around for a while. One of the things we love about this community is how we support each other in the ways we can. At about five minutes to the hour, we'll come back together as a big group for some closing announcements.
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We just wrapped up [whatever event], and now we have some great things coming up: [list events].
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If you have questions or comments, please feel free to reach out to us at [email protected] and follow us on Twitter @VirtualCoffeeIO. We're always here to support you and to answer any questions.
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For other announcements check out our newsletter page: virtualcoffee.io/newsletter and if you want to hear more about our awesome community members, definitely check out the podcast!
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Have a great day, everyone!
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## Outro / Closing
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_Details for these announcements can be found in the [newsletter](https://virtualcoffee.io/newsletter/)_
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We want to be respectful of everyone's time, so we've got a couple of announcements before we leave. Thank you all for being here and welcome all our new friends. The notes will be posted in slack soon!
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## Extra resources (these are not said/posted during live events)
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- Topic generator: https://checkin.daresay.io/

‎docs/coffees/notetakers/README.md‎

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---
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id: README
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title: "Notetakers"
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sidebar_label: "Notetakers"
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keywords:
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- 'coffee table groups'
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- 'virtual coffee coffee table groups'
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- 'volunteer roles and responsibilities'
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- 'virtual coffee community'
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- 'community guides'
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- 'community documentation'
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- 'tech community'
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- 'online tech community'
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- 'community management'
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- 'community building'
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- 'monthly challenges'
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- 'virtual coffee monthly challenges'
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- 'lightning talk'
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- 'virtual coffee writers'
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- 'community writers'
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- 'volunteer roles in online community'
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- 'responsibilities of online community volunteers'
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- 'building a strong community'
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- 'guidelines for online community'
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- 'writing community documentation'
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- 'online community building strategies'
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- 'effective community management techniques'
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- 'monthly challenges for online communities'
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- 'planning online community events'
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tags:
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- 'coffees'
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---
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Thanks for being a notetaker! We know it can be challenging to take notes and participate, so we appreciate you volunteering. No one can possibly cover everything, so it's ok to miss things. Just think of it as an opportunity for other members in the room to contribute after the notes are posted.
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## Special Note
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- Although we assume these coffees and the contributions are covered by the "Friend-DA," we realize that there's a difference between saying something to a group of friends and having a written record. To preserve the privacy of our members and to encourage honesty and vulnerability, we ask that you **don't record the names of members during the conversation portion of Virtual Coffee**, unless there's an agreement. For example, if someone says "I'm always up to pair on Elm issues," it could be assumed that the member would want the community to know who they should contact.
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## Notetaker Guide
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_Initial Conversation here tends to be random and lighthearted, so this section can be skipped. Maybe a notable line or two at the most._
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### \{Breakout room\} - Minutes for \{Day\} \{date\} \{Month\} \{year\} edition of Virtual Coffee!\*
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#### ICEBREAKER TOPIC: \{Insert Question/theme of day here\}
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##### RESPONSES
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- Record Question Responses and make note of any new persons -- \{names can be recorded here\}
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##### MAIN CONVERSATION: \{Insert topic here, if there is one.\}
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- Note highlights, advice, experiences
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- You can capture as much as works for you. This could be a summary, or individual notes.
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- Add any reminders, news, or special events
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##### ARTICLES AND RESOURCES
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- \{Note any links to external sites here\}
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### After Coffee
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- Post the notes in the general channel at your earliest convenience!

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