What is a Virtual Workplace /  Office?

The virtual workplace (a.k.a virtual office, virtual workspace or virtual coworking space) isn’t a buzzword - it’s a growing means of keeping your employees happy, productive, and connected to one another and to their work.  According to Buffer’s 2020 State of Remote Report, 98% of remote workers want to continue to work remotely (at least part of the time) for the rest of their careers. At the same time, these workers report that their two biggest struggles are collaboration and communication (20%) and loneliness (20%). 

Biggest Struggles with Remote Work


Virtual workplaces are the key to effectively supporting your employees no matter where they work and solving these remote work challenges. Below, we answer several common questions about virtual workplaces and how to use them to effectively support your teams, regardless of their location. 

What Is a Virtual Workplace? 

A virtual workplace, also known as a virtual workspace, virtual office or virtual coworking space, is a platform that brings employees together to work, collaborate, and socialize remotely--whether in place of, or in addition to, a physical office. Virtual workplaces can be useful for all work models, including standard companies working from one office, distributed international companies, and full remote companies.  [Link to or create a CTA driving to the models of work blog post]

What are the Benefits of a Virtual Workplace?

There are many benefits to implementing a virtual workplace. The following are 5 of the top benefits virtual coworking workspaces can provide your teams:

  1. Communicate and Collaborate from Anywhere. No matter where your teams are located, they can access your virtual workplace and instantly collaborate with others in the organization. It’s simple and seamless, and it helps reduce the feeling of loneliness that so many remote workers experience. 

  2. Scale to Any Size of Organization or Team. Virtual offices scale easily and there is no limit on size. Unlike a physical space, you do not need to worry about using all of the space available to you, or not having enough space.

  3. Experiment and Optimize. A virtual workplace allows you to experiment to see what works best for your team. For example, your teams can work together by business unit in Q1, by job function in Q2, and by project in Q3. No need to bring the architects or interior designers. Change your virtual coworking spaces with just a few clicks.

  4. Tailor to Your Brand & Culture.  Virtual workplaces are extremely adaptable to your unique organizational needs. Involve your employees in the process of creating a virtual workspace that matches your brand and culture. A strong virtual culture will help keep employees happy and connected to the organization.

  5. Onboard with Ease. During your new hire onboarding, you will be able to show them around the virtual office with an easy-to-visualize structure that helps them understand how your company is set up and operates. This helps new hires quickly identify the right departments and functions to ask questions during the onboarding process. 

How To Use Virtual Coworking Spaces?

The use cases for a virtual workplace are only limited by your imagination! Across our customers at Kosy, we’ve seen many interesting use cases for our virtual coworking platform, including:

International and Distributed Offices
A virtual office can help your international teams connect in situations where they do not share the same physical office. 

Remote Teams
For teams that are fully remote, a virtual workplace essentially replaces the physical office, giving teams a place to connect and work together online. 

Work from Home Days 

For hybrid companies, a virtual coworking space gives employees a way to connect during the days they work from home. This allows teams to collaborate effectively and seamlessly no matter what day of the week it is or where they are located.  

Office Hours
A virtual workplace can be used for online office hours, giving your IT, HR, and other teams a dedicated space to be available for questions and support throughout the day. Managers and executives can also use virtual office hours to give employees access to ask questions, creating more transparency and trust in your organization.  

Project Rooms
When working on a new project with remote/distributed members, a virtual office brings everyone together around a virtual table to cowork and reach out whenever they want. Dedicated project rooms remove communication barriers that can slow projects down. 

Team Stand-ups

Start the day with a virtual team stand-up in a dedicated virtual coworking space. If any topic needs to be addressed further, pop into your own room to settle quickly before starting the day.

New Hire Onboarding

A virtual workplace makes it easy to onboard new hires. For example, we train our junior employees by seating them in a virtual coworking space with more senior staff, so they can ask questions at any time. This makes the onboarding process smoother and less intimidating than the new hire having to email or request a meeting every time they need help. 

Virtual Parties and Events
To increase team cohesion, host virtual parties and team events in the Kosy virtual office platform. People can talk about their interests, play games together, and more. This helps nurture long-term relationships. Learn more about how a virtual workplace can help increase employee engagement and satisfaction.

How Do I Structure a Virtual Workplace? 

The value of a physical office was easily visualizing how your teams worked together and who was doing what from an organizational perspective. In the virtual world, that becomes more challenging. You can try to replicate that with an old outdated organizational structure chart (example below), but it's very hard to imagine.

Traditional Organisational Structure

There is no one right way to structure a virtual office. With the Kosy virtual office platform, you can build your own virtual office and structure it in a way that makes sense for your organization and continuously change it as your organisation evolves! The companies we work with typically structure their teams in 4 different ways:

  • Department: Virtual offices can be structured by a department or discipline like marketing, operations, or sales. Best for companies of all sizes
  • Physical Office: For distributed teams, you can structure your virtual office by office location, creating spaces for teams that would typically share a physical office. Best for companies of more than 300
  • Country: International teams may also want to structure their virtual offices by country or region. Best for companies of more than 800
  • Business Unit: Decentralized organizations often structure their virtual offices by business unit to help all employees within that unit collaborate effectively with one another on key projects. Best for companies of more than 2,000
Example of a Kosy Virtual Office split per department
Example of a Virtual Office split per department

How Often Should I Use My Virtual Workplace?

How often you use a virtual coworking space really varies by team and organization. Some organizations may want to be connected 8 hours a day, while others may get the same value from being connected only 2 hours per week. This really depends on the level of collaboration needed within a specific team. In general, we recommend starting by bringing people on board a few times a week and then increasing or decreasing as needed. 

Frequency of Coworking based on Collaboration Level

More Questions About Virtual Workplaces?

Virtual coworking spaces let your teams work however they want, wherever they want, without skipping a beat. Not sure how to get started with a virtual workspace in your organization? Kosy is here to help. Our virtual office platform makes it easy to create custom virtual offices built to meet your organization’s unique needs. 

Schedule a demo today to see how easy it is to bring your team together remotely.

Ready to get started?

With Kosy you can feel the presence of being together with your team.
Avoid long and boring video calls - try your virtual office today.

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Ready to get started?

With Kosy you can feel the presence of being together with your team.
Avoid long and boring video calls - try your virtual office today.