Meeting Service

How To Sign Up for Service

At Progress Not Perfection we have a self-signup system using our  Service Roster.  We have three meeting servict positions:  1) Chairperson, 2) Screen Sharer, and 3) Tech Host.  You can contact our Service Coordinator for more information at pnpacafl@gmail.com.  Below are the steps to sign up:

Step 1 - Read the Meeting Service Positions describe below.
Step 2 - Select the position you would like to fill.
Step 3 - Open the Service Roster spreadsheet
Step 4 - Select the day or days you would like to  serve.
Step 5 - Enter your first name and press Enter.
Step 6 - Close the spreadsheet, reopen it and verify it's correct.
Step 7 - Arrive 10-15 minutes early to coordinate with the team.
Step 8 - Celebrate giving back what has been given to you!

Meeting Chairperson

1. Select the meeting you would like to chair and sign up on the service roster.

2. Before the meeting, review the service roster for the book and page number to begin reading and be prepared for the topic(s) that will come up.

3. Arrive 10 minutes before the meeting to coordinate with the Tech Host and screen sharer and greet people as they come into the room.

4. Read the script.

5. Call on a volunteer to begin reading the literature - 1-4 paragraphs or a section.

6. Call on people when they raise their virtual hand to share. (They will be sent a request to unmute by the Tech Host. If they are having trouble, ask them to unmute themselves.)

7. Thank them by name after they share and refrain from additional comments.

8. Return the group to reading another passage when no hands are raised.

9. Open the floor for second shares after asking if anyone who hasn’t shared would like to.

10. Stay briefly after the meeting to connect with newcomers or those who would like to share.

Screen Sharer 

1. Before coming into the Zoom room, open all documents and literature for the meeting. Go to the pnpaca.org website and open all documents that are shared in the meeting into separate tabs. Documents include: The Problem, The Solution, The Twelve Steps, The Laundry List, and The Promises. 

•  Check each document for text size and screen readability. Zoom in to approximately 150%. 

• When sharing, maximize the window so that your desktop information is kept private.   

• For your security, consider closing other personal applications and hide your tool bar menu if you use one.

2. Review the Service Roster to determine which literature to be screen shared and which page to begin on. The Service roster has a Bookmark column identifying the page in the literature where reading begins. 

3. Open the electronic version of the literature for the day. You can access a Kindle or other eReader if you have an electronic copy of the document. If you don’t have access to the online literature, when you get to the room, ask if someone can share the literature for the day. 

4. Enter the meeting room 15 minutes before the meeting begins. Coordinate with the Chairperson and the Tech Host.

5. Share documents as they come up in the script or when called on by the Chairperson. 

   • First, be sure click on the tab or window of the first document you will screen share, The Problem, so it is the active window. This will ensure it will appear in the window when you select the document to screen share.

   • Return to the Zoom window. 

   • Click on the green Share Screen button and select the window with the The Problem and then click Share.  Size and enlarge the text in the window so that it can be read by the participants if needed. 

6. Click the red Stop Share button on the ribbon bar to stop sharing your screen.

7. Assist the Tech Host with room security when needed. This includes informing the Tech Host of possible problems or shutting down a video that is inappropriate.

8. Update the Service Roster Bookmark column with the page number of where to begin at next month’s meeting.

Tech Host

1. Obtain the Claim Host code. Send an email to pnpacafl@gmail com and request it or ask one of the Group officers or service volunteers.

2. Arrive at least 15 minutes before the meeting to coordinate with the Chairperson and Screen Sharer and ensure service positions are covered.

3. Claim the Host position when you enter the room.  Ask the Service Coordinator or group for the claim host code if you don’t already have it.

4. Assign co-host roles to the Chairperson, the Screen Sharer and additional room security help if needed. You do this by hovering over the person’s name in the Participant’s window and selecting More. Click on Make Co-host.

5. Enable the Waiting Room. You can do this using the More button in Participants window, or from the Security option on the menu.

6. At the top of the hour, click the Mute All button located in the Security menu or on the Participants window. Before the meeting, participants can mute and unmute themselves. 

7. At the top of the hour, uncheck the Allow Participants to Unmute themselves option. You can do this from the Participants window More button or on the Security menu. 

8. Watch the Participants window or gallery for raised hands. The chair will call on people in the order they appear. 

9. Send a Request to Unmute to the next person in line to share just before being called on. To do this, click on the More button next to their name in the Participants window, or click on their name in their gallery video. (It may be in a different place depending on your device.) Sending the request a little bit before they're called on gives them time to see it and be prepared to unmute when it is their turn.

10. Lower virtual hands after shares. Click on the More button next to their name and select Lower Hand.

11. Monitor room security and shut down videos that are distracting. If there are intruders, they can no longer disrupt as they can’t speak and can’t turn their videos on unless requested by you.  If you think you turned off a video by mistake, or to temporarily to protect someone's privacy, send them a chat letting them know what you did and why, and that you can assist them with turning it back on when they're ready. 

12. Text with participants when needed.  

13. Restrict the Textbox chat capabilities if distracting texts are being posted.  In the chatbox window at the bottom, click on the ... menu and change the chat permissions to Host and Cohosts only.  Now only Host and Cohosts can post in the chat box.  You can open the chat box up at the end of the meeting so they can share contact information.  

14. Post standard Chat Box text information during the meeting in coordination with the script. The chat box text scripts are located on the scripts page on the website. Open the file in a separate window and copy and paste the text in the chat box when it is mentioned by the chair.

15. Stay until all participants have left, or pass Host responsibilities to another person if you have to leave. When you leave the entire meeting is shut down. If you need to leave early, pass the host responsibilities to another co-host. To do this, hover over the person's name that is willing to take the host responsibilities and select Make Host. Make sure they acknowledge they are willing to be the Host.

ACA Zoom Meeting Disruptions Suggestions