Start with a shared reason to meet
Bringing several offices together can involve travel budgets, conflicting diaries and rooms with different equipment. First decide what needs a live discussion. Routine updates can be shared beforehand, leaving the meeting for questions, decisions and collaborative work. Invite people because their input is needed, rather than because they belong to a particular office.
Give every location the same information
Send one agenda, one set of current documents and a clear joining guide. Appoint a facilitator who can check that every location is heard. Where several people share a physical room, make sure remote colleagues can hear individual speakers and see the material being discussed.
Avoid creating a main office and an audience
A common difficulty is that one room has most of the people and the conversation, while other offices watch. Ask each location for input at agreed points. Read out questions submitted remotely and summarise local side conversations. If possible, use a format where participants have comparable access to speaking and shared content.
Test a shared virtual space
VR meeting rooms can bring headset users from different locations into the same virtual environment. They still need a clear agenda, good audio and confident facilitation. Pilot the format with a small cross-office group, provide an alternative for anyone unable to use a headset and assess whether it supports the particular work you need to do.
Explore the next step
If this is a challenge for your organisation, find out whether a different meeting or event format could help. Explore OowOah VR Meeting Rooms.