Want to make your business meetings a lot more interesting? Run them in virtual reality, which is especially useful if you have remote team members. VR meetings can be fun, creative, and productive, but you have to prepare well. Otherwise, you risk last-minute troubleshooting, not getting anything done, and wasting valuable time and money.
Here are the best tips to keep in mind when planning VR meetings, from choosing the right tools and apps to organizing your team.
The first investment you’ll need to make for your VR meetings is the headsets. It won’t be cheap, but you can be smart about it. The best model on the market is the Meta Quest 2 (previously Oculus Quest 2), because it’s powerful and surprisingly cheaper than alternative headsets.
Whatever you choose, make sure it’s reliable—check reviews and requirements carefully.
To make the virtual meeting easier to plan, you could get the same device in bulk for all your team members. But if someone prefers or already has a different headset, that’s fine, as long as it’s compatible with the activities you have planned.
Also, explore top VR accessories to make users more comfortable. Accessibility is important in making all your staff members feel welcome. On that point, avoid flashing images or other content that might disturb people.
2. Make Sure Everyone’s Devices Work Before the Meeting
It’s a good idea to test all the VR equipment before your actual meeting, as even the highest-rated systems can give you trouble for no apparent reason. Have your team try on their headsets, check their Wi-Fi and Bluetooth connectivity, and get to know their virtual environment—how to move, use the controllers, navigate menus, and so on.
Each member can do it solo and report back with any problems, or you could set a date for a group test run. That way, you can advise each other on the spot. Whether you have issues or not, there are many tricks to try out. For example, learn how to use the Oculus Quest 2 with your PS4 and even how to use your Android phone in VR.
3. Choose the Best App for VR Meetings
Online gatherings have become very popular over the years. In fact, Zippia’s statistics report found that 53 percent of employees currently prefer virtual meetings.
With the rise of metaverses, demand for relevant devices and apps has skyrocketed, so VR developers are busy producing the best possible environments for any occasion, including professional meetings.
Meta Quest’s Horizon Workrooms is a great example. It lets you create an avatar, meet up with your colleagues, and collaborate like you would in the real world. There’s also Spatial, where you can create your ideal virtual working environment and host a meeting to remember.
Look into services like these for your VR meetings. They’re impressive, and you’ll find many free options. Just make sure you don’t go overboard with your design. The virtual environment and activities should be stimulating but controlled and productive.
4. Choose Features to Make the Meeting Interesting
The biggest advantage of having meetings in VR are the many different features you can include. Software specifically designed for professional group gatherings will have plenty to offer.
For example, a virtual whiteboard is standard, but see if you can add things like videos, graphs, and audio. Create VR avatars on Ready Player Me and personalize the experience even more. You might also be able to use virtual tools. If you want to turn the meeting into a workshop, you can use or create a VR environment that lets you practice various skills.
VirtualSpeech, for example, offers soft skills training in VR. Users can perfect their presentation and communication while you, as the trainer, track their performance. Other platforms can teach you first aid, manual handling, food safety, surgery, and more.
Once again, try not to overwhelm your team by including too many features and activities. Choose the most appropriate and constructive tools. Also, give a heads-up if members will need space in the real world.
5. Schedule the Meeting So Everyone Can Attend
An important part of planning a VR meeting is making sure everyone will show up. Arrange a day and time that will suit as many people as possible. It should also give you enough time to set up the VR experience.
Then, send regular reminders or let handy software help you manage everything. Use apps like Connecteam or Microsoft Team’s scheduling tool to keep all participants in the loop.
Unless you’ve practiced extensively or had several VR meetings already, it’s also a good idea to gather the team at least 30 minutes before the official start time. You can troubleshoot any last-minute problems and launch the meeting smoothly.
6. Make Sure the VR Meeting Is Productive
A final tip relates to the outcome of your meeting. Assuming there’s a good reason for having it, whether it’s for training or collaborating on a project, set a productive plan, as well as a way to take minutes.
During the VR meeting, stay on track throughout your discussions and activities, while making a note of key points and outcomes.
For this last job, use your virtual whiteboard, sticky notes, or any relevant tool available on the platform you choose. You could even record the whole session—just get everyone’s consent before doing so.
Keep in mind that you don’t have to do everything yourself. Feel free to share responsibilities with team members. Someone else can be in charge of minutes, while you steer the meeting in the direction you want without distractions.
Run a Calm or Active VR Meeting
The beauty of virtual reality is that your gatherings can be as passive or wild as you wish. This is perfect for business meetings. While they do need to be practical, they should also be fun when possible. If your meetings entertain, inspire, and bond your team, the rewards will be greater.
Decide what your team needs and how a VR meeting can deliver it. Don’t make it a party, but get creative when planning your activities. Aim for a dynamic experience.