To set up a virtual office for a remote team, decide what it replaces, pick a format your team will actually use, check that everyone's computer can run it, build a space for each team, agree how people show they are busy, and run a two-week pilot before rolling it out. The step most teams skip is norms: a virtual office works when people leave it open during the workday. With Katmai, the Katmai team builds the office for you after a demo.
This guide is about virtual office software, a shared online office for a remote team, not a virtual office address service for mail.
Avatar office or live video office?
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Avatar office |
Live video office |
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What people see |
Characters on a map, with video when they meet |
Real people on live video |
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Examples |
Gather, Kumospace, SoWork, WorkAdventure |
Katmai |
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Free plans |
SoWork up to 10 members, WorkAdventure up to 10 users, Kumospace up to 5 registered members |
Katmai starts with a demo |
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Best for |
Playful internal teams |
Teams that want an office that feels real, and client-facing companies |
How to set it up, step by step
- Decide what it replaces. Daily check-ins, quick questions, onboarding, client meetings. Write it down so you can tell later whether it worked.
- Pick the format. Avatars suit some teams and put others off. If you meet clients in the office, live video reads as a real company.
- Check hardware and browsers. Browser-based offices need no download, but 3D asks more of a computer than a 2D map. Katmai recommends 16GB of RAM and an i7 processor or better.
- Build a space for each team. One room per team, meeting rooms, a quiet room, an all-hands space and a lounge. In Katmai, the Katmai team sets up your spaces and adds your users in a configuration meeting.
- Set norms. Keep the office open during core hours, agree how people show they are busy, and have leaders work there too. People follow what leaders do.
- Invite guests. Decide whether clients and candidates will meet you in the office, and check each platform's guest rules. See the best virtual office for client meetings.
- Pilot, then roll out. Run two weeks with one team, ask what replaced what, then bring in everyone else.
FAQ
How long does it take to set up a virtual office?
It depends on who builds it. With a self-serve avatar office, you build the space yourself. With Katmai, setup happens in a configuration meeting after your demo, where the Katmai team sets up your spaces and adds your users.
What equipment does a virtual office need?
A webcam, a microphone or headset, and a computer that meets the platform's requirements. A browser-based office like Katmai needs no download and no VR headset; Katmai recommends 16GB of RAM and an i7 processor or better.
How do I get my team to actually use the virtual office?
Replace real meetings with it, keep it open during core hours, and have leaders work there every day. A virtual office nobody opens replaces nothing.
What is the difference between a virtual office address and virtual office software?
A virtual office address is a mail and business-address service. Virtual office software is a shared online office where a remote team works together. Katmai is virtual office software.
Related: What is virtual office software? · Can a virtual office replace Slack and Zoom? · The best virtual office software in 2026 · Book a Katmai demo