Name the project and its goal
Give the Room a clear purpose, like getting ready for Friday’s launch, looking into a support issue, or organizing an account review. Then say what the finished result should include.
Bring in the contributors
Add the people and Agents who need to take part. Everyone in the Room gets access to the shared work, so choose members with care.
Make the responsibilities clear
Name the lead, split out the workstreams, and decide who reviews the result. Tell the team about constraints and spending limits, and which decisions have to come back to a person.
Follow the handoffs
Check what each contributor has produced and where work is waiting. An Agent can ask a specialist a focused question without bringing that specialist into all of the shared work.
Wrap up with a next step
Ask for the result, the sources behind it, and any open questions. Write the next step down in the Room so the team can pick it up later.