Troubleshooting & Challenges
Most Shut Up & Write! sessions run smoothly – people show up, write quietly, thank you, and leave feeling accomplished. But life is unpredictable, and even the best-organized events can hit a snag. This section is here to help you navigate those bumps with confidence. Think of it as a mini FAQ for common challenges, both general and specific to in-person or online events.
Common Challenges (All Events):
If No One Shows Up: It happens sometimes, especially in the early days of a new meetup or on a holiday week. First, don’t take it personally – you did not fail! Even if zero attendees arrive, guess what? You’ve still gained an hour for your own writing, which is a win in itself. Here’s how to handle a no-show session:
Keep Writing: Use the scheduled time to write on your own. You came out to the café or logged on to Zoom – honor that commitment to yourself and get some words down anyway. You might actually enjoy this uninterrupted time.
Review Your Listing: Afterward, take a look at your event details. Was the time and location clearly communicated? Is the venue easy to find? Consider if changing the day or time might attract more people (for instance, maybe Saturday mornings are tough for folks, but Sunday afternoons could work). Adjust future events if you suspect timing or clarity was an issue.
Stay Positive & Persist: Don’t be discouraged by a no-show session. Many groups start small. The key is to be consistent – keep scheduling, keep promoting. Often, the first attendee or two will come after seeing a few recurring listings. In the meantime, enjoy the writing time for yourself and know that you’re laying the groundwork for future participants.
If a Participant is Disruptive or Inappropriate: This is very rare in SUAW, but it’s important to know how to respond. Disruptions can range from someone chatting loudly during the quiet time to, in worst cases, someone making inappropriate comments that make others uncomfortable. Our community has a Code of Conduct that every member agrees to when joining; it forbids harassment, hate speech, aggression, etc., and as an organizer you have the right to intervene for the safety of the space. Here’s a general approach if this ever comes up:
Give a Direct Warning: If you witness behavior that crosses a line (e.g., a participant keeps interrupting others, or someone says something disrespectful), calmly and quietly address the person. For example, “Hey, I just want to remind you this is a quiet writing session, so let’s save that conversation for after.” Or if it’s more serious, “That comment isn’t appropriate here. I need you to stop doing that – it goes against our community guidelines.” Be firm but polite. Often, a direct, clear reminder is all that’s needed; people check themselves when called out.
Enforce Boundaries: If the behavior continues or is egregious (for instance, someone is being aggressive or making others feel unsafe), you may ask the person to leave. In-person, you can say, “I’m going to have to ask you to leave this session.” (It helps if you’re at a public venue – you’re within your rights to remove someone from your table/area for misconduct.) Online, you have the power to remove or mute a participant if they refuse to cooperate – don’t hesitate to use those tools to protect the group.
After the Incident: After the session (or immediately, if needed), document what happened and inform the SUAW Community Team. Send us an email at questions@shutupwrite.com detailing the situation. We will support you and take appropriate action, which could include removing the person from the SUAW platform or Meetup group if they violated the Code of Conduct. Remember, your safety and the community’s well-being come first. You won’t be left alone to handle a serious issue – we’ve got your back.
If Side Conversations or Chatting Emerge: Sometimes participants (especially new friends) might start whispering or chatting during the writing hour. It usually comes from a good place (enthusiasm!), but it can break the focus for others. The fix is simple: gently remind them of the format. In person, a polite whisper: “Oops, let’s hold that thought for after the session so everyone can concentrate,” usually suffices. Online, if two folks start discussing something in chat or someone unmutes to comment, you can say in chat “Let’s save discussion for after the timer, thanks!” or verbally remind everyone we’re in quiet mode. Nearly everyone will immediately get it and apologize. No harm done.
Latecomers: Both in-person and online events will occasionally have people show up late. Here’s how to handle it gracefully:
In-Person Late Arrivals: If someone walks in mid-writing session, just give a quick friendly nod or wave so they know they’re welcome, and maybe slide a note or whisper “Glad you made it! Feel free to jump in.” Do NOT stop the timer or disrupt the entire group to catch them up. Most latecomers will quietly find a seat and start writing. During the closing check-in, you can quickly introduce yourself and others if they missed that part. After the session, you might gently remind them of the start time for next time.
Online Late Arrivals: You’ll see people pop into the Zoom waiting room or meeting late. Admit them when you notice (you don’t have to interrupt the whole session; just quietly let them in). Typically, they’ll see everyone is writing silently. Greet them in the chat: “Welcome! We’re in the middle of our writing hour – dive on in!” If appropriate, you can quickly mention the remaining time (e.g., “We have about 20 minutes left on the timer”). Again, no need to stop everything to recap; they can join the flow. After the timer, you can invite them to share how the time went for them too.
Technical Glitches (Online): Tech issues are the “venue problems” of online events. Maybe you (the host) get disconnected, or someone’s audio isn’t working. Prepare with these in mind:
If you drop off the call (it happens—internet goes out, computer crashes, etc.), don’t panic. Usually participants will wait a few minutes for you to rejoin. Try to get back online as quickly as possible. If you can’t rejoin (worst-case scenario), and you have a co-host listed for the event, they should automatically take over hosting in Zoom/Meet. If you’re truly unable to return, you might send an apology message later to the RSVP list explaining the technical difficulty.
If a participant is having issues (can’t hear, video frozen), encourage them to use the chat or reconnect. You can’t troubleshoot everyone’s devices, but a quick “Sometimes leaving and rejoining helps” in the chat can guide them. Meanwhile, continue the session for everyone else.
If someone’s audio is creating echo or noise and they don’t realize it, don’t hesitate to mute them (on Zoom the host can mute others). You can then send a chat message explaining “I muted you because there was some background noise (or echo). Feel free to unmute during the check-in at the end.” Most people will understand and appreciate it.
Venue Problems (In-Person): Occasionally, your chosen café might be unexpectedly closed, too crowded, or blasting loud music that day. Always have a Plan B in mind. This could mean moving to a different nearby café or library if possible. If it’s a one-time issue (e.g., the café had an event and it’s noisy), just do your best or relocate on the fly. Let any expected attendees know by updating the Meetup event with a comment (if you have time) or standing outside to redirect folks if necessary. Over time, you’ll learn which venues are consistently good. It can help to maintain a short list of backup locations for your area.
Remember, challenges are normal. The beauty of SUAW is that it’s a flexible, low-pressure environment. If something goes awry, stay calm, do what you can, and know that even a “bad” session (say, no one came, or the wifi died) is not the end of the world. You can try again next time. And you’re never alone in figuring it out – the organizer community and SUAW team have seen it all, and we’re here to help you troubleshoot any recurring problems.