How to Set Up a Virtual Office for a Remote Team in 2026 | Katmai

Written by Daniel Kosh | Oct 10, 2026, 6:48:56 AM

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?

	Avatar office	Live video office
What people see	Characters on a map, with video when they meet	Real people on live video
Examples	Gather, Kumospace, SoWork, WorkAdventure	Katmai
Free plans	SoWork up to 10 members, WorkAdventure up to 10 users, Kumospace up to 5 registered members	Katmai starts with a demo
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.

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