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How To Get Started: Your Team's First Week Guide In Kosy

Get the most out of your first week in Kosy by following these tips on how to nurture company culture, build trust, and have fun!

How To Get Started: Your Team's First Week Guide In Kosy

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This is your go-to guide on moving your remote or hybrid team to your brand new Kosy virtual office and making it feel like home.

The mere idea of moving is enough to make most people go "nah, I'm good".

The good news is, moving to a virtual office doesn't require you to call for a truck, live in a sea of cardboard boxes, or go to a chiropractor because you pulled your back. But it does need a bit of preparation to make sure that everyone on your team feels comfortable with the transition to a virtual office.

This guide is here to help you make your move to the Kosy virtual office as smooth as possible. Treat it as a mix of best practices, advice from those who have done it before, and things to keep in mind as you get settled into your new Kosy home.

We're really excited for you to get started and join the Kosy family!

Note: Moving to a virtual office can be daunting for some and the first 1-2 days may have some of your team members push back. Humans are often resistant to change but once you get over the discomfort, you’ll see how Kosy brings team collaboration to a new level.

Welcome to Kosy!

It's no secret remote work completely flipped the way we operate as a team on its head. The way we communicate and socialize especially took a toll.

Kosy seeks to bring back the serendipitous interactions and impromptu conversations that make working together so special — even when we're not in the same physical space. You shouldn't have to double-check your co-worker's calendar and go through a ridiculous amount of emails just to be able to meet and talk.

In Kosy you can simply walk up to your teammate and start chatting or go together to a co-working space and begin collaborating at a moment's notice.

In essence, Kosy helps you feel like a proper united team, no matter where you are.

This guide is here to help you get the most out of your first week in Kosy and get your remote team properly settled in.

Day 0 - Prepping and Planning

Before your team transitions to a virtual office, there are a few things that need to be done. This is what we call Day 0 — the necessary prep and setup that will ensure your grand opening on Day 1 goes off without a hitch.

Do a soft intro with your team

Soft intro your team to Kosy

We suggest explaining to your team what Kosy is and how it works. Gather your team for an all-hands meeting, go over the basics of the platform, and show them around (if you'd like to set up a demo we'll gladly help!).

Alternatively, ping your team on Slack or another group messaging platform with this message:

Hey guys!

I found this cool new tool called Kosy that's going to help us feel more connected.

It's basically a virtual office where we can all hang out, work on projects together, and chat whenever we want.

I know we've had some trouble with [quickly communicating, bonding as a team, trust], so I think this could definitely help us out.

Check out Kosy here and let me know your thoughts: https://www.kosyoffice.com/

Can't wait to show you guys what Kosy can do!

Next, consider asking your team what feature they are most excited about and which rooms and spaces they would find most useful.

If you want to dig even deeper into how Kosy can help your team, here are other questions you can ask:

  • How do you expect your team to use Kosy?
  • Do you intend to invite guests and coworkers from other teams?
  • How do you expect Kosy to be used with your current communication tools (e.g., Zoom, Slack)

The last question is probably the most important one. We suggest using Kosy for internal meetings while holding external meetings in Zoom/Teams/Hangouts or another platform you are currently using. Leave asynchronous conversations that do not require prompt responses in Slack while shifting quick catch-ups and timely interactions to Kosy.

Based on the answers you receive, you can start thinking about which rooms and spaces you should include in your virtual office and how to design them.

Define who will be on your pilot team

To make the transition to Kosy as smooth as a breeze we suggest trying it out first with a smaller group of people.

Now, "small" is a relative term, especially if your company's size sits comfortably in the triple digits. In our experience, a pilot team of 10-25 employees who will be trying out Kosy for the first week will yield the best results.

Who will be on your pilot team is up to you but we do have a couple of suggestions.

We suggest picking a team that requires a lot of collaborative work and synchronous interaction and that has the majority of these interactions within the internal team. For example, engineering teams, product teams, customer success teams, designers already collaborate closely together.

Define structure

This is the most important step in Day 0.

No matter how fun it would be to give your team free reign of the virtual office, all successful launches require structure — schedules, timelines, and clear expectations.

First, commit to trying Kosy for a week and save the date!

Make sure your pilot team will have plenty of time to explore Kosy, try out working and meeting inside the virtual office.

Second, define your expectations.

Do you want your team to communicate better and bond as teammates? Collaborate on projects? Whatever your specific goals are, make sure they're clear to everyone on your team. Trying to accomplish too many things at once will only lead to frustration so focus on what's most important and go from there.

Plan your Kosy days

Third, come up with a schedule.

What times will everyone be "in the office"? Will you be spending all day in Kosy or scheduling coworking slots throughout the day? What types of meetings will you be holding and how often?

The point here is not to micromanage your team but to give an initial starting framework to make them try their space. We usually see three good ways to get started:

  1. Conduct your daily stand-ups in Kosy and block off 30 minutes following the meeting for informal conversations
  2. Block off 2 afternoons per week where no meetings take place so the team has the opportunity to cowork together in Kosy  
  3. Hold all of your internal meetings in Kosy

Assemble Your Kosy Champions

This is where you assemble your Kosy Champions — 1-2 people who will be able to help folks get started with the software, collect feedback and make sure the team gets the most out of it.

Define your champions

Who will you choose as your Kosy Champions? Well, think of the most enthusiastic and outgoing individuals you know, or those who are constantly eager to get the team together! These would be the same people that would be up for organizing team events or Friday night drinks.

Create Your Office

Once you've talked it out with your team and signed up for Kosy, you'll be able to start working on one of our pre-made office templates. Depending on the size of your team, you can either start with a small or big remote office.

From here on out, you can let your creativity pour onto the screen as you start adding and customizing each room in your space.

Create and customise your space

You can choose from a variety of room templates in the "Design" tab or add empty rooms and furnish them yourselves. If you want to get inspired, take a look at our library of use cases and check out this guide on designing a virtual office.

When choosing room templates, make sure to ask these questions:

  • How many people will use the space?
  • What types of meetings will be held there?
  • What is your brand's aesthetic and how can you incorporate it into your virtual office?

Don't worry if you can't answer all these questions right away. Many teams that use Kosy build and customize their office over time as they get a feel for what works and what doesn't.

Later on, you can even organize a design session with your whole team and make a fun team-bonding event out of it!

Here are some resources that might help you further enhance your virtual office:

Label Your Office

Label your space

As you start placing rooms in your virtual office, you might notice that you can rename them.

To do that, double-click the name of the room while in the "Design Center" and type in your own.

We suggest naming the room according to its functionality, such as Coworking, Team Room, Project room or after the customer account you're currently working on.

This will make the rooms easier to navigate and use for your team, and it will help you keep track of which rooms are being used for what purposes.

Barging in on someone who is sitting in the Focus room is just poor manners.

Get Ready to Invite Everyone

All your hard work is about to pay off.

You've set up the perfect virtual office for your team and now it's time to invite them in and show off the results of your labor.

Invite your team by email or with a sign-up link

You can invite your teammates to the office in two ways:

  1. By opening the "Team" tab and clicking the "Invite members and guests" button that will allow you to add new users via email or a sign-up link.
  2. By choosing your company's preferred scheduling tool in the top right corner and clicking "Invite". From there you'll be able to create a calendar invite that already includes an invite link.

With the invite, we recommend preparing a "Welcome to Kosy" message so you can ping your teammates.

To make your life easier, we've put together an announcement template that you can use and edit to your liking:

<editing note: same as before, indent or blockquote the text below to make it stand out>

Hey all!

We're excited to announce that we're moving into our new virtual office powered by Kosy!

This change will allow us to move around our brand-new office and, with spatial audio and video, we'll be able to hold informal conversations, see what everyone’s up to, and interact as if we were together in the same room.

(names of your Kosy Champions) and I have already set up the office and everything is ready for you to move in. Go on and explore and find your dedicated workspace and don't forget to personalize your profile picture!

To get started, you can sign-up here: (your sign-up link).

I'll be following up with a quick onboarding checklist. If you have any questions, feel free to reach out to me or our Kosy Champions who will be more than happy to help you out!

See you soon in Kosy!

Onboarding Checklist

The final piece of the puzzle is an onboarding checklist that you'll send as a follow-up to the announcement and invitation email. It's a good idea to have one handy as it will help your team hit the ground running and make the most of their first day in Kosy.

Here you'll find an onboarding document that will bring your team up to speed: how to move around, start one-click-conversations, use virtual assets, and more.

Alright! You've got your invite links, your Slack message, your onboarding checklist, and your Kosy office is looking amazing.

With this in mind let's venture into Day 1 — your team's first day in their brand new Kosy office!

Day 1 - Welcome Home!

It's the big day! Your team's first day in their new Kosy office.

This is it, the moment you've been preparing for. The office is set up, the Champions are in place, and everyone is just as excited as you are to get started.

The goal for today is simple — make sure that everyone feels at home in your Kosy office.

Explore the space together

Every good host knows that the best way to make someone feel at home is to give them a tour.

Since you're the one who's been busy setting up the office, this honor goes to you.

Start by having everyone meet in the "Landing zone" and then take them on a tour of the office space, pointing out where the different departments, collaborative spaces, and individual desks are located. Answer any questions your team might have and take note of any suggestions they have for improving the space.

After the tour, here are some other things you should do as a team during your first group meeting in Kosy:

  • Find your way around: allow your teammates to walk through the office on their own using WASD keys or your mouse and familiarize themselves with the space.
  • Set your avatar: change your profile pictures and familiarize yourselves with how everyone looks
  • Test the audio and video: play around with spatial audio, video calls, and wave your teammates over for a quick chat
  • Experiment with the assets: show your team how they can pin links, change the music, and take your virtual pet for a walk by interacting with certain items using the SPACE bar
  • Play with built-in apps: host a quick "Ice Breaker" and "Two truths and a lie" session by using Kosy's built-in apps in the bottom panel
  • Host an FAQ session: assemble your Kosy Champions and move your team to a town hall meeting room to hear your team's thoughts on the new space, collect feedback, and answer any questions they may have.

As you conclude your FAQ session, remind your team of the onboarding checklist you sent earlier and get everyone excited for tomorrow — their first official workday day in Kosy!

Day 2-4 - Settling In

Snapshot of a virtual space

Give yourselves a round of applause! You and your team are officially moved in and ready to supercharge your productivity and creativity in Kosy.

The best way to achieve these results is by introducing structure and using Kosy to facilitate regular team activities, meetings, and bonding sessions. Fortunately, you got it all planned out on Day 0 so now it's time to act!

Here are just some of the ideas on how you can start using Kosy on a regular basis and make it an integral part of how your company operates. Be mindful of different time zones when scheduling events — you don't want to make some of your remote teammates feel left out.

Move Recurring Meetings to Kosy

Example of running a daily stand-up in Kosy

Do you have weekly or bi-weekly team meetings that are currently being held over video conferencing software? Try moving them to Kosy to keep your team connected before, during, and after the meetings.  

In addition to the regular stand-ups and all-hands meetings, there are many other types of meetings that can be moved to Kosy.

You can take a look at our vast library of use cases to get see how you can use Kosy for brainstorming sessions, strategic reviews, one-to-ones, and much more. Kosy is also great platform for making regular meetings fun and engaging.

Run all internal meetings in Kosy

From now on, start scheduling all of your internal meetings in Kosy. This way everyone on your team can get used to the idea of spending time in Kosy and having quicker interactions with teammates.

This is also a good way to let your pilot team get settled in without the additional burden of introducing "outsiders" to the virtual space. Not that you can't do that later, but the first week should really be about your team and Kosy.

By running all internal meetings in Kosy, you'll also start to develop a company culture around using the platform and set the tone for how Kosy should be used.

Stay around after meetings

Catch-up informally after a meeting

Do you know what's even better than holding a meeting in Kosy? Staying around after the meeting is over to chat with your teammates, catch up on what's new, and bond as a team.

Often people are in a hurry to leave after a meeting, but if everyone makes an effort to stick around for a little while longer, it can make a big difference in how connected and close-knit your team feels.

Also, being able to have a casual chat after a formal meeting can help your team share ideas and ask questions that they didn't get the chance to during the meeting. Everyone wins!

Update your status

One of the best ways to stay connected with your teammates is by updating your status regularly. This way, everyone knows what you're up to and can easily reach out if they need help or have a question.

And vice versa, having a teammate interrupt you while you're working does the opposite of team-bonding. So regularly updating and checking each other's status can save everyone a lot of time and frustration.

To update your status in Kosy, click on "Set your status" at the bottom. Get creative with them too — emojis are encouraged!

Have Leaders & Kosy Champions Stay in Kosy

Going beyond just holding office hours, you should also encourage your team's leaders and Kosy Champions to "live" in Kosy. Why don’t you have the CEO come in once a week or once a day to say hi to whoever is in the space?

This not only sends a strong message about the importance of having a strong company culture and a connected team.

It also leads by example.

Encourage socializing and informal conversations

Socializing in the cafeteria

The best way to see and feel the effects of Kosy is through creating a culture of reaching out and socializing with your teammates.

Remind your team that if they see someone with a "chatty" status or hanging out in one of the social areas, they should feel free to join them. Talk, chat, mingle — in Kosy it's one click away (if at all).

Our clients often use Kosy to give people who never even interacted before a chance to connect on a personal level. That's how you build a strong remote team culture!

Day 5 and Onward:

By now you and your team should be feeling pretty comfortable in Kosy.

You've established routines, found your favorite features, and are putting Kosy to good use. Here are a few ideas to keep the momentum going.

Define House Rules

House rules in terms of where to split your day

Every remote team operates differently. In fact, every team, period, has its own set of rules and norms that they follow.

It's a good idea to take some time as a team and define what those are in Kosy.

For example, should you wave at someone if they are in the Focus room? Should you keep the video on at all times, only during meetings, or is it completely optional? How many hours should your team spend in Kosy? Which meeting areas are invite-only and which ones can you join at all times?

Having guidelines in place will not only make work comfortable for everyone else but will also make the onboarding process for new hires go a lot smoother.

Make sure to share the guidelines often, create a specific channel for them in chat, or pin the general rules to the Notice Board asset in the "Landing Zone".

Send Out a Feedback Survey

You've been using Kosy for a full workweek now and it's a good time to check in with your team and see how they're finding the experience.

A survey is a great way to do this and you can use tools like Google Forms or Typeform to create one quickly. Simply send out the survey via email or pin the link to it on an Easel or Notice Board asset.

Here's a list of questions you might want to include:

  • What do you like about using Kosy?
  • What do you dislike about it?
  • Do you find it easy or difficult to use?
  • What rooms would you like to be added?
  • What new guidelines would you introduce?
  • Is there anything more you'd like to do in Kosy?

We would also love to know what your team thinks of Kosy. We are constantly working on making improvements and your feedback helps us prioritize which areas to focus on.

Feel free to contact us at feedback@kosyoffice.com.

Rely on Your Kosy Champions

Kosy Champions are the go-to people for all Kosy-related things.

They are the ones that help with onboarding, organizing company-wide events, and promoting Kosy use within the team.

If you haven't already, make sure they can answer any questions your team might have, collect feedback, and define best practices for your company's stay in a virtual office.

And if your Kosy Champions are in need of support, our team is always here to help at support@kosyoffice.com.

Bonus: Beyond Day 7

While your first week focused on introducing Kosy to your pilot team and getting everyone up to speed, there's still a lot more you can do with your virtual office.

Primarily, introducing the rest of your company to Kosy!

What your office could look like with a few teammates

Depending on how your company operates, its size, and its culture, you might need to expand your virtual office, send more invites, and keep your Kosy Champions close.

Fortunately, by now you know how to do all that.

As you shift from using Kosy only internally with a pilot team to a company-wide tool, here are a few things you can do to keep it exciting.

Encourage adoption

Think if there is another team in your company that would benefit from being closer (to you or to each other). If so, invite them to a meeting in Kosy, show them around, and answer any questions they have.

Based on their feedback, offer to add a space for them in your virtual office.   

Use Project Rooms to Gather Assets & Docs

A project room to keep docs and teammates together

In addition to being a great place for collaboration, project rooms can also serve as a knowledge base for different teams as well as a place to keep all your docs.

You can use Kosy's canvas board to pin meeting notes, customer requirements, documents, and anything else related to the project directly to the room.

Establishing project rooms not only can speed up your meetings by having all the information in one place, but it can also help with onboarding new team members or contractors who need to get up to speed quickly.

Hold Office Hours

Office hours

Nurturing company culture and trust in a remote team is no small feat. One of the ways you can create an open and inclusive environment is by holding office hours in Kosy.

By bringing the "open door" policy to virtual life, you can create a space where your team feels comfortable coming to you with questions, concerns, or just to chat without worrying that they're imposing.

Plan Team-Building Events

Team building at the beach

We could sit and recite a bunch of facts about the importance of team-building. How 75% of staff say teamwork and collaboration are crucial to corporate success. Or how team-building can improve work ethic and innovation up to 10 times.

The point is, team-building, no matter how small or trivial, is essential for creating a strong company culture and Kosy is the ideal place for it.

We've created one of the largest team-building guides for remote companies here, but if you want to start small check out Kosy's built-in games in the app menu.

Host Company-Wide Meetings

Company wide all-hands

If you want to make a big splash and really show off the potential of Kosy, then host your next company-wide meeting in your virtual office.

Following the meeting, have an informal social gathering in one of the common areas to catch up with other teams and show them around your virtual space.  

Invite Guests

To show off your new virtual office and get other teams excited about the possibilities of Kosy, invite them to join you for a tour or a quick meeting.

Inviting guests is pretty easy. Simply go to the "Team" tab, click on "Invite team members and guests" and copy the link under "Guest".

Guests can enter Kosy through the link without creating an account. They'll have limited access to all of Kosy's features but they'll be able to explore the space, see how your team uses it, and get a feel for what Kosy has to offer.

Whew! That was a long ride but it was totally worth it, right?

Now that you've reached the end of this guide, you should have a pretty good understanding of how your first week in Kosy might look, what to expect, and what to do to make the most of your time in the virtual office.

You've got exciting times ahead of you!

If you have any questions or feedback, don't hesitate to reach out to our support team at support@kosyoffice.com. We're always happy to help!

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