Co-Presence at Work
Decision rooms, not office cosplay. Standups in 12 minutes; design reviews that end in a choice. Track decision latency and follow-up rates.
Most remote collaboration still copies the old office: endless video calls, shared screens, and “we’ll decide later.” Co-Presence at Work focuses on what actually matters: decisions, not digital chairs and desks. We help you create decision rooms in a virtual world—spaces built for standups, design reviews, incident response, or steering committees. Each room is structured around clear inputs, a shared view of work, and a visible decision log. You’ll measure decision latency, follow-up rates, and meeting time. Less noise, more outcomes. The result: fewer calls, shorter sessions, and a traceable path from discussion to decision.
Consulting Offer: Co-Presence at Work
What this consulting offer is about
This offer is for teams and organizations that are tired of remote work feeling like “meetings all the way down.” The problem is not that you’re distributed; it’s that your tools are optimized for talking, not deciding.
We use browser-based 3D spaces to create decision rooms: lightweight virtual environments your team can enter via link where:
Everyone sees the same boards, timelines, and options.
The room itself guides the group from context → options → decision → follow-up.
Decisions and actions are recorded, visible, and easy to revisit.
The focus is not on avatars and gadgets for their own sake, but on clarity and flow.
Phase 1: Meeting & Decision Audit
Goal: Understand where decisions get stuck today and identify the best candidate processes for decision rooms.
Typical activities:
Kick-off workshop (2–3 hours) with key stakeholders (team leads, product owners, project managers).
Quick inventory of recurring meetings:
Standups / check-ins
Design or architecture reviews
Project steering / portfolio boards
Incident / escalation reviews
For 2–3 of these formats, we look at:
Purpose (information, alignment, decision?)
Typical pain points (too long, no decision, no follow-up)
Existing tools (Jira, Miro, PowerPoint, etc.)
We then select one primary use case for the pilot, for example:
Weekly product review where features are accepted or rejected.
Monthly steering meeting where projects get green/yellow/red status and funding decisions.
Incident review where root causes and corrective actions must be agreed.
Deliverable:
Meeting & Decision Audit summary (2–3 pages) with:
Current pain points
Chosen pilot format
Initial metrics: decision latency (from first discussion to final decision), follow-up completion rate, meeting duration
Phase 2: Decision Room Design
Goal: Turn your chosen meeting format into a structured decision flow inside a virtual room.
Typical activities:
1–2 short sessions with meeting owners (60–90 minutes each) to unpack:
What information people need before they can decide
Which options they usually compare
Constraints and decision criteria
Design a standard decision script for the room, e.g.:
Context wall: goals, status, constraints
Options wall: proposals, mockups, scenarios
Risks & trade-offs: key uncertainties, dependencies
Decision corner: “We choose X because of Y, under conditions Z”
Action wall: owners, deadlines, next check-in
Map your existing tools into the room:
Ticket boards or roadmaps as 3D panels or embedded views
Links to documents and prototypes
Simple voting or prioritization mechanics (e.g. placing markers, tokens, or colored tags)
The emphasis: participants should see the entire decision context at once without juggling a dozen windows.
Deliverables:
Decision Room concept document with:
Flow from entering the room to leaving with a decision
Visual layout (zones/walls and what goes where)
Roles (facilitator, decision owner, contributors)
List of required integrations/assets (screenshots, boards, diagrams).
Phase 3: Technical Setup & Integration
Goal: Make access and use as frictionless as possible.
Typical activities:
Short technical alignment with IT:
Browser support, authentication, access from home office/VPN
Basic security and logging expectations
Set up the virtual decision room in a browser-based 3D platform:
Room layout based on the design
Entry instructions (how to move, how to interact)
Fixed areas for context, options, decisions, and actions
Configure simple data capture:
Basic logging of sessions (date, participants)
Storing decisions and action lists (e.g. exportable as text or CSV)
Deliverables:
A functioning decision room accessible via link
Short “how to enter & navigate” guide for participants
Phase 4: Pilot Sessions & Facilitation Coaching
Goal: Run real decision meetings in the room and support your facilitators.
Typical activities:
Design a pilot plan (e.g. next 4 weeks):
Which meetings will take place in the decision room
Which facilitators and teams are involved
Train facilitators (60–90 minutes):
How to prepare the room before a meeting
How to guide the group through the decision flow
How to capture decisions and actions visibly
Attend 2–3 key sessions (remotely) as observers/co-facilitators to:
Help with technical issues
Suggest on-the-fly tweaks in facilitation (e.g. when to pause, recap, or vote)
Collect data:
Actual meeting duration
Was a decision made? In what form?
How clearly were follow-up actions assigned?
Reactions from participants (“felt clearer/fuzzier than usual”)
Deliverables:
Brief notes from pilot sessions (what worked, what didn’t)
Updated facilitator checklist for preparing and running meetings in the room
Phase 5: Evaluation, Refinement & Scale-Up
Goal: Decide whether to expand use and refine the room format.
Typical activities:
Evaluation workshop (2–3 hours) with meeting owners and selected participants:
Compare pilot meetings with previous ones (duration, clarity, decisions).
Review metrics:
Decision latency (did decisions get made earlier in the process?)
Follow-up rate (how many action items were completed by next meeting?)
Subjective clarity (short survey or quick voting)
Identify improvements in three areas:
Room layout & visuals – Are key elements easy to find?
Facilitation – Where did people get lost or side-tracked?
Integration – Are there tools that should be better linked or visualized?
Implement a small round of practical tweaks (low effort, high impact).
Build a scale-up plan for 3–6 months:
Extend the decision room pattern to other meeting formats (e.g. quarterly planning, cross-team alignment).
Decide where co-presence adds real value vs. where a simple call is enough.
Plan small internal training for additional facilitators.
Deliverables:
Evaluation summary and recommendations
Scale-up plan (who, what type of meetings, rough timeline)
Rough Effort Estimation (Consulting & Implementation Hours)
For one primary decision room and pilot (one key meeting format, one or two teams):
Phase 1 – Meeting & Decision Audit: 6–8 hours
Phase 2 – Decision Room Design: 12–18 hours
Phase 3 – Technical Setup & Integration: 10–14 hours
Phase 4 – Pilot Sessions & Facilitation Coaching: 12–18 hours
Phase 5 – Evaluation & Scale-Up Planning: 8–12 hours
Total (approx.): 48–70 hours
The final effort depends on:
Number and complexity of tools to integrate
How many pilot sessions you want us to support live
How much internal capacity you have for configuration and content preparation