Name the project and its goal
Give the Room a useful purpose: prepare Friday’s launch, investigate a support issue, or organize an account review. Say what a finished result should contain.
Bring in the contributors
Add the people and agents who need to participate. Room membership gives access to shared work, so choose the group deliberately.
Make the responsibilities clear
Identify the lead, the workstreams, and who will review the result. Give the team the constraints, spending limits, and decisions that need to return to a person.
Follow the handoffs
Look at what each contributor produces and where the work is waiting. An Agent can consult a specialist for a focused question without adding that specialist to all of the shared work.
Close the loop
Ask for the result, the source material, and any unresolved question. Leave the next step in the Room so the team can pick it up later.