Project room

Use Kosy to create a centralized project room for your remote team to meet and collaborate efficiently on tasks. Bring all the pieces of your project into one space with our virtual office software.

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A project room is a space dedicated solely to one project housing all the necessary materials, resources, and personnel required to complete it.

How to set up a project room in Kosy

Create a room dedicated to a project

To create a project room in your Kosy office go to the Design Office tab in the bottom left corner. There you'll have a selection of meeting room templates to choose from. You can either go for a pre-made meeting room or, if you need more flexibility, start with an empty room and decorate it accordingly.

Click and drag the room into your virtual office, adjust its size, and give it a name. By clicking on the room in your office space you can switch between "Spatial room" and "Meeting room" audio -- for a project room we recommend going with the latter option.

To make the room complete, customize it with interactive items such as a whiteboard, easel, and even more decorative items to make the room conducive to collaboration.

Experiment with app integration, project board, and built-in Kosy apps to create a project room that fits your team's work style.

What Is a Project Room?

Collaborating around a whiteboard

A project room is a designated place where team members can gather to discuss and work on a specific project to ensure its seamless execution and completion.

Similar to a war room, yet maybe less intense, a project room houses all the necessary equipment and materials to complete a project, providing a comfortable and efficient space for team members to collaborate.

Centralized space for quick project collaboration

What distinguishes a project room meeting from a typical meeting is the efficiency with which a team can start developing strategies and working on a project. When all the materials are gathered in one place and everyone is on the same page, it allows for a much smoother work process.

Remote teams also have the ability to utilize project rooms, albeit in a different way. In this case, the project room would be situated in a virtual space where team members can access documents and files related to the project at any time.

Why Is a Project Room Important?

Project rooms aid in faster and more strategic decision-making and help teams stay dynamic and proactive.

Remote teams who are not using project rooms can fail to move a project forward at the speed required and may not be able to take advantage of opportunities that could improve the project’s outcome.

Here are just a few reasons why project rooms have much more to offer for remote teams' success than simple video calls and file sharing:

1. 24/7 Access to Project Information

According to Panopto, on average, workers spend 5.3 hours a week simply waiting for vital information from their colleagues. In a fast-paced world of project management, this offset can often mean the difference between success and failure.

This is even more crucial for remote teams. With some employees operating in a different time zone, all the careful project planning can go down the drain if someone is not around to share access to the latest files and updates.

Any business that operates in a virtual office can sidestep this common issue by establishing a virtual project room where team members can have 24/7 access to the latest information, ensuring that everyone can have vital data on display.

2. Real-Time Progress Monitoring

Project tracking using Asana.com

Without the proper infrastructure, progress monitoring of remote team projects can be challenging, to say the least. Trying to track the work of different team members operating in various time zones can quickly lead to confusion, frustration, and a lack of proper information flow.

Virtual project rooms can solve this problem by giving managers and team leads clear visibility into every task that is being currently worked on.

By tracking activity and progress in one central location, it becomes much easier to identify issues early, making for straightforward and seamless project monitoring.

3. Seamless Communication

Having your teammates near you ensures seamless communication

In project management, there is no room for back-and-forth emails, endless CC chains, or missed calls.

Project rooms virtually eliminate inefficient communication by giving each user a single place to discuss project-related matters in real time. Same for remote teams -- a virtual project room creates a space where everyone can quickly connect and collaborate as opposed to trying to piece together information from various sources.

4. Team Collaboration

Open up a whiteboard for real-time collaboration

Collaboration is one of the driving forces behind innovation and creative problem-solving that office spaces often fail to support

Project rooms, on the other hand, provide an environment that is specifically designed for effortless team collaboration and brainstorming.

Both in a physical and virtual space, this type of meeting room centralizes all team members in one location, giving them the ability to quickly collaborate on files, documents, and tasks.

Allowing the teams to collaborate on an ad hoc basis supercharges teamwork, engagement, motivation, and morale, yielding excellent results.

5. Streamlined Onboarding

If someone has a question, they can just walk up to your project room

Adding new team members to your workforce can pose a challenge for both parties involved. Having a centralized project room for all the data, documents, and solutions related to a specific project can make the onboarding process much smoother.

By presenting a new hire with all the relevant project information in one place the company can start reaping the benefits of their expertise right off the bat.

How Kosy Improves Project Rooms

People collaborating in a video call

While the concept of a project room is not new, its potential is often untapped mainly due to the lack of proper tools and technology, especially in a hybrid or remote setting. Trying to schedule a meeting, monitor progress, or transfer files using traditional video conferencing tools is not only inefficient but often leads to more problems than it solves.

This is where Kosy comes in.

Kosy is a cutting-edge virtual office platform that offers a set of features designed to streamline and optimize remote collaboration.

Kosy allows you to create a dedicated virtual space for your remote team to join, share, pin, store documents, and collaborate on tasks as if they were meeting in person.

Here are other ways Kosy can help you bring all the pieces of your project into one centralized virtual space.

Create a virtual space that feels like home

Create your space and customise it to your company

Office design has been known to have an impact on employee productivity. From the right type of furniture to the perfect color scheme, every element in an office contributes to the way workers feel and perform.

When you are working with a remote team, you can still benefit from this productivity boost by designing a virtual office space in Kosy.

Eliminate meeting prep

By saving all the relevant project data and documents in your virtual room's project board, you can eliminate the need for time-consuming meeting preparation.

Simply have everyone join the space at the scheduled time and start collaborating.

Visualize on a new scale

Project rooms thrive on visualization. In traditional offices, you'd normally see walls covered with post-it notes containing scribbled-down ideas, tasks, and deadlines.

Kosy's virtual office platform allows you to take this concept to a whole new level. With our project canvas board and the ability to integrate virtually any app into your workspace, every user gets a better understanding of the big picture and find new ways to contribute to the project.

Track project progress in one space

Track project progress in one space

Forget about switching between scheduled meetings to track a project’s progress. You can track, manage, and monitor your progress right from your project room in Kosy.

Within one room you can see what everyone is working on, how much progress has been made, and what tasks are still pending.

This level of transparency allows for better decision-making and quicker project turnaround.

Quickly locate files and documents

Trying to locate a specific file or document in your email or drive is like looking for a needle in a haystack.

In Kosy, all project-related files can be stored on the project board, making them easy to find and access.

Additionally, if you're using Kosy on your desktop you can integrate any web-based app into your virtual workspace -- Figma, Miro, Notion, Jira, Asana, you name it!

Communicate and collaborate with ease

Working together improves task completion

A recent Stanford study found that mere proximity to teammates can make employees more motivated and persistent in completing tasks. That's the power of working together.

Video conferencing and emails often fail to recreate the same feeling of teams being "in this together" that physical offices provide.

However, Kosy virtual office was designed to recreate the feeling of being in the same room as your teammates.

By adding a new unique layer of communication to how a remote team operates, the project-based collaboration will become more efficient and productive.

Use Kosy for Your Next Project Room

Kosy is the best virtual office software for creating project rooms and ensuring seamless project management.

Sign up for a free account, create a project room in a few clicks, invite your teammates, and enjoy excellent team coordination and collaboration!

A project room is a space dedicated solely to one project housing all the necessary materials, resources, and personnel required to complete it.

How to set up a project room in Kosy

Create a room dedicated to a project

To create a project room in your Kosy office go to the Design Office tab in the bottom left corner. There you'll have a selection of meeting room templates to choose from. You can either go for a pre-made meeting room or, if you need more flexibility, start with an empty room and decorate it accordingly.

Click and drag the room into your virtual office, adjust its size, and give it a name. By clicking on the room in your office space you can switch between "Spatial room" and "Meeting room" audio -- for a project room we recommend going with the latter option.

To make the room complete, customize it with interactive items such as a whiteboard, easel, and even more decorative items to make the room conducive to collaboration.

Experiment with app integration, project board, and built-in Kosy apps to create a project room that fits your team's work style.

What Is a Project Room?

Collaborating around a whiteboard

A project room is a designated place where team members can gather to discuss and work on a specific project to ensure its seamless execution and completion.

Similar to a war room, yet maybe less intense, a project room houses all the necessary equipment and materials to complete a project, providing a comfortable and efficient space for team members to collaborate.

Centralized space for quick project collaboration

What distinguishes a project room meeting from a typical meeting is the efficiency with which a team can start developing strategies and working on a project. When all the materials are gathered in one place and everyone is on the same page, it allows for a much smoother work process.

Remote teams also have the ability to utilize project rooms, albeit in a different way. In this case, the project room would be situated in a virtual space where team members can access documents and files related to the project at any time.

Why Is a Project Room Important?

Project rooms aid in faster and more strategic decision-making and help teams stay dynamic and proactive.

Remote teams who are not using project rooms can fail to move a project forward at the speed required and may not be able to take advantage of opportunities that could improve the project’s outcome.

Here are just a few reasons why project rooms have much more to offer for remote teams' success than simple video calls and file sharing:

1. 24/7 Access to Project Information

According to Panopto, on average, workers spend 5.3 hours a week simply waiting for vital information from their colleagues. In a fast-paced world of project management, this offset can often mean the difference between success and failure.

This is even more crucial for remote teams. With some employees operating in a different time zone, all the careful project planning can go down the drain if someone is not around to share access to the latest files and updates.

Any business that operates in a virtual office can sidestep this common issue by establishing a virtual project room where team members can have 24/7 access to the latest information, ensuring that everyone can have vital data on display.

2. Real-Time Progress Monitoring

Project tracking using Asana.com

Without the proper infrastructure, progress monitoring of remote team projects can be challenging, to say the least. Trying to track the work of different team members operating in various time zones can quickly lead to confusion, frustration, and a lack of proper information flow.

Virtual project rooms can solve this problem by giving managers and team leads clear visibility into every task that is being currently worked on.

By tracking activity and progress in one central location, it becomes much easier to identify issues early, making for straightforward and seamless project monitoring.

3. Seamless Communication

Having your teammates near you ensures seamless communication

In project management, there is no room for back-and-forth emails, endless CC chains, or missed calls.

Project rooms virtually eliminate inefficient communication by giving each user a single place to discuss project-related matters in real time. Same for remote teams -- a virtual project room creates a space where everyone can quickly connect and collaborate as opposed to trying to piece together information from various sources.

4. Team Collaboration

Open up a whiteboard for real-time collaboration

Collaboration is one of the driving forces behind innovation and creative problem-solving that office spaces often fail to support

Project rooms, on the other hand, provide an environment that is specifically designed for effortless team collaboration and brainstorming.

Both in a physical and virtual space, this type of meeting room centralizes all team members in one location, giving them the ability to quickly collaborate on files, documents, and tasks.

Allowing the teams to collaborate on an ad hoc basis supercharges teamwork, engagement, motivation, and morale, yielding excellent results.

5. Streamlined Onboarding

If someone has a question, they can just walk up to your project room

Adding new team members to your workforce can pose a challenge for both parties involved. Having a centralized project room for all the data, documents, and solutions related to a specific project can make the onboarding process much smoother.

By presenting a new hire with all the relevant project information in one place the company can start reaping the benefits of their expertise right off the bat.

How Kosy Improves Project Rooms

People collaborating in a video call

While the concept of a project room is not new, its potential is often untapped mainly due to the lack of proper tools and technology, especially in a hybrid or remote setting. Trying to schedule a meeting, monitor progress, or transfer files using traditional video conferencing tools is not only inefficient but often leads to more problems than it solves.

This is where Kosy comes in.

Kosy is a cutting-edge virtual office platform that offers a set of features designed to streamline and optimize remote collaboration.

Kosy allows you to create a dedicated virtual space for your remote team to join, share, pin, store documents, and collaborate on tasks as if they were meeting in person.

Here are other ways Kosy can help you bring all the pieces of your project into one centralized virtual space.

Create a virtual space that feels like home

Create your space and customise it to your company

Office design has been known to have an impact on employee productivity. From the right type of furniture to the perfect color scheme, every element in an office contributes to the way workers feel and perform.

When you are working with a remote team, you can still benefit from this productivity boost by designing a virtual office space in Kosy.

Eliminate meeting prep

By saving all the relevant project data and documents in your virtual room's project board, you can eliminate the need for time-consuming meeting preparation.

Simply have everyone join the space at the scheduled time and start collaborating.

Visualize on a new scale

Project rooms thrive on visualization. In traditional offices, you'd normally see walls covered with post-it notes containing scribbled-down ideas, tasks, and deadlines.

Kosy's virtual office platform allows you to take this concept to a whole new level. With our project canvas board and the ability to integrate virtually any app into your workspace, every user gets a better understanding of the big picture and find new ways to contribute to the project.

Track project progress in one space

Track project progress in one space

Forget about switching between scheduled meetings to track a project’s progress. You can track, manage, and monitor your progress right from your project room in Kosy.

Within one room you can see what everyone is working on, how much progress has been made, and what tasks are still pending.

This level of transparency allows for better decision-making and quicker project turnaround.

Quickly locate files and documents

Trying to locate a specific file or document in your email or drive is like looking for a needle in a haystack.

In Kosy, all project-related files can be stored on the project board, making them easy to find and access.

Additionally, if you're using Kosy on your desktop you can integrate any web-based app into your virtual workspace -- Figma, Miro, Notion, Jira, Asana, you name it!

Communicate and collaborate with ease

Working together improves task completion

A recent Stanford study found that mere proximity to teammates can make employees more motivated and persistent in completing tasks. That's the power of working together.

Video conferencing and emails often fail to recreate the same feeling of teams being "in this together" that physical offices provide.

However, Kosy virtual office was designed to recreate the feeling of being in the same room as your teammates.

By adding a new unique layer of communication to how a remote team operates, the project-based collaboration will become more efficient and productive.

Use Kosy for Your Next Project Room

Kosy is the best virtual office software for creating project rooms and ensuring seamless project management.

Sign up for a free account, create a project room in a few clicks, invite your teammates, and enjoy excellent team coordination and collaboration!

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