Tips and Tricks - Best practice for using BeZoned

This guide helps you and your team get the most value from your BeZoned Virtual Office. By organizing your space, communicating clearly, and agreeing on shared habits, you can create a natural, productive office experience—no matter where people work from.

1. Organize Your Virtual Office

Once your BeZoned Virtual Office is live, the first step is deciding how to organize it. A clear structure helps everyone know where to go and how to interact, so no one feels confused or left out.

You can organize tables in several ways, depending on how your team works:

  • Team-based setup
    Give each team its own “home” table.

  • Project-based setup
    Assign a table to each project team.

  • Flexible seating
    Let team members choose where to sit based on who they need to collaborate with that day.

You can also dedicate tables to specific purposes, for example:

  • Quiet Table – for focused work without interruptions

  • Away from Keyboard table – to show who is temporarily away from their desk

There is no single right way to organize your office. Be creative, experiment, and choose what fits your culture best. If you want ideas or feedback, feel free to contact BeZoned for inspiration.

Important: Communicate your setup clearly in a team meeting so everyone understands how the office is meant to be used.

2. Speaking With Your Team Colleagues

We recommend keeping your microphone and speaker or headset on as much as possible. This enables spontaneous, informal conversations and helps everyone feel connected throughout the day.

Follow these simple habits:

  • Keep your microphone on for everyday collaboration.

  • If you are on a longer call or focused conversation, temporarily move to a meeting room or a separate table—just as you would step away in a physical office.

  • Keep your headset close and your microphone open even when you are in the physical office. Some colleagues may be working remotely and need to reach you.

Research by McKinsey & Co. shows that employees who feel included in detailed communication are nearly five times more likely to report higher productivity. Free-flowing communication makes a real difference.

3. Let Your Colleagues Know Where You Are

Visibility is key to good collaboration. Make it easy for your colleagues to see if you are available and where you are working from.

Use the Status Message in the Status Menu to share your situation and availability. As a team, agree on how status indicators should be used. For example:

  • Available – anyone can start a conversation with you

  • Away – you have temporarily left your desk

  • Do Not Disturb – you are focusing and prefer not to be interrupted

  • Busy – you are in a meeting or otherwise occupied

Status syncing works automatically:

  • When you change your status in BeZoned, it is automatically updated in Microsoft Teams.

  • If your organization has status rules in Teams (for example, switching to Away after being idle in 10 minutes), those rules apply in BeZoned too.

If you are in a meeting, move your avatar to a meeting room. For scheduled meetings in Outlook or Teams, your status will automatically change to Busy when the meeting starts.

Move around the virtual office just as you would in a physical one. The more natural your behavior, the easier it becomes to build good habits in BeZoned.

4. Managing Several Teams

BeZoned avatars - like people - can only be in one place at a time. This also applies to managers.

Depending on your team size, consider these approaches:

  • Small teams: Seat everyone around one table to stay connected throughout the day.

  • Larger teams: Use multiple tables and move between them regularly.

  • Very large teams: Organize people across several offices and move between offices as needed.

You can always call or chat with team members. But when you move around in the virtual office, people can see you. This makes you more approachable and encourages spontaneous check-ins - just like hallway conversations in a physical office.

In short: behave as you would in a real office to create a true office vibe in BeZoned.

5. Agree on a Set of Ground Rules

Shared ground rules make collaboration smoother and more predictable. Here are some ideas to get you started:

  • Say good morning when you arrive and goodbye when you leave.

  • Let colleagues know when you go to lunch.

  • Start the day with a short five-minute coffee meet-up to share plans and highlights.

  • If you listen to music while working, mute your microphone.

  • Short social chats at the table are fine. For longer conversations, move to the lounge area.

  • Use meeting rooms for meetings or longer professional discussions.

  • Use a Quiet Table when you need to focus—but don’t stay there all day, or you’ll miss team interactions.

  • When you are at a Quiet Table, be quiet.

Agree on these rules together so everyone feels aligned and respected.

6. What Audio Devices Should We Use?

When You Are in the Physical Office

  • We recommend using a headset for clear communication.

  • If large headsets feel uncomfortable, consider in-ear headsets with hear-through functionality.

  • If your team sits together when in the office, you can place a speakerphone in the center of the table and connect it to one workstation. This creates seamless communication, but be aware that background noise may be picked up.

When You Are Remote

Choose what fits your environment and company policies:

  • At home, using speakers may be fine.

  • In public spaces like airports, in-ear headsets are often better.

  • Always consider confidentiality.

7. Need Inspiration or Help?

If you have questions or want inspiration, reach out to the BeZoned Customer Success Team. We are happy to help.

You’ll find us in the top-right corner of your virtual office.