VR Meeting App Development: Onix's Insights & Cases

Building a virtual reality meeting platform is a highly complex task. It requires careful deliberation and strategic choices to guarantee a smooth user journey and sustainable progress.

 

You might wonder how to build a VR meeting room app without falling victim to expensive mistakes that waste time and resources. You're in luck – you've come to the right place.

 

The Onix team has hands-on experience building a VR business meetings app, like Unreal Space, a virtual reality office for meetings with colleagues and friends. And now we're excited to share our expertise and insights, guiding you to avoid missed opportunities and financial setbacks.

 

In this article, we:

 

• demonstrate how others have already leveraged virtual reality meeting solutions
• shed light on how virtual reality conference rooms address critical business challenges
• provide invaluable VR meeting room app development tips and insights.

Screenshot of the Unreal Space VR room app developed by Onix

Use Cases of Virtual Reality Meetings: Real-Life Examples

What is the value of investing in VR meeting app development? 

 

In the following sections, we'll delve into this question and explore practical use cases for profitable investment.

 

Virtual reality business meetings

Virtual reality business meetings aim to replicate the experience of face-to-face interactions in a physical meeting room while leveraging the immersive capabilities of VR. 

 

In virtual reality business meetings, participants wear VR headsets to enter a shared digital space where they can interact with each other as avatars, share presentations, collaborate on projects, and conduct discussions just like they would in a traditional meeting setting.

 

Critical components of virtual reality business meetings include:

 

• Virtual meeting spaces. Participants enter these virtual spaces using VR headsets, allowing them to see and interact with each other as avatars.

 

• Avatar representation. Participants are represented by digital avatars within the virtual meeting space. Avatars can be customized to reflect the appearance and identity of each participant, allowing for a more personalized and engaging experience.

A system of avatars for a VR coworking platform built by Onix

 

• Immersive collaboration tools. VR meeting platforms offer collaboration tools like virtual whiteboards, presentation screens, document-sharing features, and interactive objects.

 

• Real-time communication. Participants can communicate with each other in real-time using voice chat or text chat features integrated into the VR meeting platform. Non-verbal communication cues such as gestures and movements are also simulated through the avatars, enhancing the sense of presence and interaction.

 

• Accessibility and inclusivity. VR meeting platforms often include features to enhance accessibility and inclusivity, such as real-time transcription, language translation, and customizable settings to accommodate different needs and preferences.

 

One of the most popular products for virtual business meetings and events, MeetinVR allows users to make presentations, review 3D models, sketch 2D and 3D, use sticky notes, and create mind maps.

 

They can do it in a close circle of colleagues around a table, a larger boardroom, an open-floor brainstorming room, or a presentation room for larger audiences.

 

 

Virtual workspace

A virtual workspace is a centralized platform where users can access and interact with various tools, resources, and each other, regardless of their physical location. 

 

VR meeting spaces can also be virtual workstations accessible from home and at the office. This immersive virtual office is free from distractions, not limited by a person’s physical desk space, and highly customizable – much-needed conditions for many of us.

Example of a VR meeting space built by Onix

 

Here are the key components and features of a virtual workspace:

 

• Remote access. Users can access the virtual workspace from anywhere with an internet connection, enabling remote work and collaboration.

 

• Collaboration tools. There are various collaboration tools, including document sharing, real-time editing, video conferencing, instant messaging, task management, and project tracking.

 

• Customization. Users can customize their virtual workspace to suit their preferences and workflow. This may include arranging layout, organizing files and folders, setting up notifications, and integrating third-party apps or services.

 

• Integration. Virtual workspaces often integrate with other productivity tools and services like email, calendar, CRM, ERP, and file storage solutions.

 

• Real-time collaboration. This implies simultaneous editing of documents, brainstorming sessions, and discussions.

 

• Project management. Virtual workspaces may include project management features such as task assignment, progress tracking, milestone tracking, and reporting.

 

Horizon Workrooms by Meta is a mixed-reality experience that works across VR and the web to improve a team’s ability to collaborate and connect remotely. Users can join a business meeting in VR as avatars or dial into the virtual room from their computer by video call.

Source 

 

VR workshops

VR workshops are designed to engage participants in hands-on activities, collaborative exercises, and skill-building tasks within immersive virtual spaces.

 

Here are the key elements and characteristics of VR workshops:

 

• Immersive environments. VR workshops occur in virtual environments replicating real-world settings or unique digital spaces. 

 

• Avatar-based interaction. Participants in VR workshops create personalized avatars to represent themselves within the virtual environment. Avatars allow participants to move, gesture, and interact with objects and other avatars, facilitating social interaction and collaboration.

 

• Interactive tools and resources. These tools may include virtual whiteboards, presentation screens, 3D models, drawing tools, multimedia content, and interactive simulations.

 

• Hands-on activities. VR workshops incorporate hands-on activities and exercises that require participants to actively engage with the content and apply their knowledge or skills. 

 

• Facilitator guidance. Facilitators may provide instructions, demonstrations, explanations, and assistance to support participant learning and engagement.

 

• Feedback and assessment. This may include performance metrics, assessments, quizzes, surveys, or interactive assessments embedded within the workshop activities.

 

• Customization and flexibility. VR workshops can be customized to suit the facilitator's or organization's specific learning objectives, audience demographics, and instructional preferences.

 

VR workshops and learning are some of Arthur’s most popular use cases. Their customer PwC conducted research that revealed that the participants were:

 

• 3.75 times more emotionally connected to content than classroom learners
• 4 times more focused than their e-learning peers
• 4 times faster to train in virtual training environments than in the classroom
• 275% more confident to apply skills learned after such training in VR

 

Here is a basic Arthur’s VR workshop flow.

 

1. It can kick off with a quick icebreaker activity to loosen up the mood, such as participants lining up on a virtual stage in the order of height, years within the company, etc.

Source

 

2. Keynote speakers can hold their speech or presentation on stage or in one of the virtual rooms. Each speaker can upload their presentation to Arthur, make real-time mark-ups, and use speakerphone mode to present their content to everyone in the room.

 

3. Later, the attendees can split into several breakout sessions, which the host can facilitate. The attendees can use whiteboards, post-its, presentations, and 3D objects. Thanks to Arthur’s spatial audio feature, each breakout session feels natural despite being just a few steps away from the rest of the group.

 

Alternatively, the host can create private audio zones. Participants in these zones will only hear people inside and vice versa.

 

Virtual breakrooms

VR meeting rooms need not always be there for work. Colleagues who are miles apart or working in different rooms might want to hang out and socialize in a less formal virtual environment occasionally.

 

For example, your team might enjoy finding themselves on the beach, albeit digitally rendered, where they can relax and meditate, or randomly changing luxury venues or world landmarks so that every meeting is a surprise.

Example of a VR meditation app built by Onix

 

Even in a traditional meeting room, they might have a daily catch-up or small talk, play tic-tac-toe on the whiteboard, or even burn calories while bonding with teammates.

 

Here's a breakdown of what virtual breakrooms entail:

 

• Immersive environments. These environments may include comfortable seating areas, tables, couches, plants, decorations, and ambient sounds to create a relaxing and inviting atmosphere.

 

• Informal socializing. Participants can engage in conversations, share stories, jokes, or personal updates, and build relationships with colleagues outside formal work contexts.

 

• Interactive activities. Virtual breakrooms may offer a variety of interactive activities to encourage participation and engagement. These activities may include virtual board games, multiplayer games, puzzles, trivia quizzes, or collaborative creative projects.

 

• Wellness and relaxation. Virtual breakrooms may include features to promote wellness and relaxation, such as guided meditation sessions, virtual yoga classes, mindfulness exercises, or soothing ambient music.

 

Read also: Virtual reality meditation app development in 5 steps

 

SpatialChat offers a unique Virtual Breakroom feature to replicate the informal interactions and social dynamics of physical office spaces in a virtual environment.

 

In Spatial's Virtual Breakrooms, remote team members can gather to take breaks, socialize, and engage in casual conversations just like they would in a traditional office setting. Users are represented by customizable avatars, allowing them to interact with colleagues in a lifelike manner.

 

For example, employees from different departments at a tech company may use Spatial's Virtual Breakroom to unwind between meetings, share personal anecdotes, or discuss non-work-related topics.

 

Virtual events and conferences

These digital gatherings offer a flexible and immersive alternative to in-person meetings, enabling organizations to connect with audiences, deliver compelling content, foster networking opportunities, and create memorable experiences in the digital space.

 

These events leverage various technologies, including live streaming, webinars, and interactive tools, to facilitate presentations, networking, and participant engagement.

 

Here's a breakdown of what virtual events and conferences entail:

 

• Digital platforms. These platforms may offer customizable virtual venues, virtual auditoriums, exhibit halls, networking lounges, and interactive tools to enhance engagement.

 

• Live presentations and sessions. Virtual events include live presentations, keynote speeches, panel discussions, and educational sessions delivered by speakers and experts from various fields.

• Networking opportunities. Virtual events may include virtual lounges, chat rooms, one-on-one video meetings, and matchmaking algorithms that facilitate connections between attendees based on shared interests or objectives.

 

• Virtual exhibits and booths. Attendees can explore virtual exhibits, interact with exhibitors, view product demonstrations, and access downloadable resources or promotional materials.

 

• Interactive engagement. These may include live Q&A sessions, interactive polls and surveys, gamification elements, virtual scavenger hunts, and social media integration.

 

For example, at CES 2017, Intel's CEO, Brian Krzanich, showcased their VR prowess by providing an immersive experience for attendees. They placed 260 VR units in chairs for press members, who embarked on a thrilling journey from a wingsuit flight over Moab, Utah, to a Vietnam waterfall and courtside seats at an NCAA basketball game.

 

This demonstration exemplifies how VR is transforming event experiences. It also enables remote attendees to participate in conferences live by wearing VR headsets at home, fostering global connectivity and virtual attendance.

 

 

Recruiting  in VR

It’s also possible to use VR for meetings with applicants. It offers an environment where recruiters can assess candidates more effectively, for example, by observing their interactions with 3D models or documents in real-time. Presentations in VR or virtual tours can help candidates develop more realistic expectations about their future jobs and facilitate onboarding.

 

Here's an overview of recruiting in VR:

 

• Virtual interviews. Candidates wear VR headsets to enter a virtual interview room where they interact with the interviewer's avatar and participate in the interview process.

 

• Skills assessment and simulations. Candidates may be presented with virtual scenarios or simulations relevant to the job role, where they must demonstrate their abilities and decision-making skills in a realistic virtual environment.

 

• Virtual job fairs and career events. Organizations host virtual job fairs and career events in VR environments, allowing candidates to explore job opportunities and interact with recruiters without the need for physical attendance.

 

For example, at a careers fair, Deutsche Bahn, the German railway company, sought to attract young talent by offering VR experiences. Candidates had the opportunity to immerse themselves in the roles of train conductors, electricians, and construction workers.

 

This innovative approach led to a noticeable increase in the quality of applications, with candidates showing genuine interest in the positions after experiencing the VR simulations.

 

 

 

How to Build a VR Meeting App: Tips From Onix Experts

The Onix team has successfully developed a cutting-edge virtual reality office and an application specifically designed for presentations in VR, ensuring immersive and engaging user experiences.

 

For years, we have been developing AR & VR apps for devices like the Meta Quest 3, Valve Index, Pico 4, and Apple Vision Pro.

 

In this section, our team is excited to share our firsthand experience building VR meeting solutions and provide valuable tips on making the most of the virtual meeting room app development.

 

Initiate development with a Lean Inception approach

Our experts recommend starting VR meeting application development using a Lean Inception approach for seamless integration and to maximize potential benefits.

 Development with a Lean Inception approach

 

By adopting Lean Inception at the outset, organizations can:

 

• Align stakeholders' understanding and expectations effectively
• Define clear objectives for the project
• Prioritize use cases that align with business goals
• Analyze user needs comprehensively
• Explore potential applications of the VR meeting app
• Develop a detailed development plan
• Establish a solid foundation for a streamlined and effective implementation of the VR meeting app.

 

At Onix, the Lean Inception process begins by assembling a diverse team of stakeholders, including product owners, developers, and designers. The workshop typically spans one to two weeks and follows a structured agenda designed to achieve specific objectives:

 

• Define the problem and vision. Our team clearly articulates the problem the VR meeting app will solve and defines the vision for the product.

 

• Identify assumptions and risks. We list down assumptions about the market, users, and technology that need to be validated. Also, we identify potential risks and uncertainties that could impact the project's success.

 

• Create personas and user journeys. The Onix team develops user personas representing different types of users and maps out user journeys to understand how users will engage with the app and achieve their goals.

 

• Define features and prioritize. Our experts brainstorm and list all possible features of the VR meeting app and prioritize them based on user needs, business goals, and technical feasibility.

 

• Storyboard and prototype. We create storyboards and low-fidelity prototypes to visualize the user experience and workflow of the VR meeting app.

 

• Define MVP scope. Our specialists define the MVP scope by selecting a subset of features that deliver the most value to users with the least effort. 

 

• Set success metrics. Onis experts establish key performance indicators and success metrics to measure the effectiveness and impact of the VR meeting app.

 

• Plan iterations and releases. We break down the development work into iterations or sprints, each focusing on delivering features or enhancements. We define release milestones and timelines for delivering the MVP and subsequent iterations.

 

 

Choose the right VR platform 

Choosing the right VR platform when building a VR office app is crucial for ensuring compatibility, functionality, and user experience. 

 

Whether you opt for platforms like Oculus, HTC Vive, or cross-platform solutions like Unity or Unreal Engine, ensure it aligns with your project requirements and development expertise.

 

Below, our experts have gathered the key aspects to consider when selecting a platform:

 

• Requirements. Start by defining your project requirements, including features, target audience, scalability needs, budget constraints, and timeline. Consider supported devices, integration capabilities, collaboration features, and development tools.

 

• Device compatibility. Assess the compatibility of each VR platform with popular VR headsets and devices. Consider whether the platform supports major VR hardware, such as Oculus Rift, HTC Vive, PlayStation VR, Oculus Quest, and others, to ensure broad accessibility for users.

 

• Feature set. Look for platforms that offer essential features for VR meetings, such as real-time communication, collaboration tools, presentation capabilities, and customizable environments.

 

• Integration options. Look for platforms that offer APIs, SDKs, or plugins for seamless integration with existing systems, such as messaging platforms, productivity tools, and enterprise software.

 

• Development tools and resources. Evaluate the ease of use, flexibility, and support offered by the platform's development environment, including programming languages, frameworks, IDEs, and debugging tools.

 

• Cost and licensing. Evaluate factors such as subscription fees, licensing models, revenue-sharing policies, and upfront costs to determine the overall cost-effectiveness of each platform for your project.

 

Select VR hardware

To build a VR meeting room app, you need to select VR hardware that provides a seamless and immersive experience for users.

 

"Selecting tech for VR meeting apps is like curating a playlist for a road trip. We want tools that keep the journey smooth and enjoyable, like the perfect soundtrack to an adventure." 

 

- Nikola Makarevych, CMTO at Onix

 

Below, we gathered some popular VR hardware options commonly used for building VR meeting apps:

 

• VR headsets: Apple Vision Pro, Valve Index, Pico 4, Oculus Rift, Meta Quest, HTC Vive.

 

• Motion controllers: Oculus Touch, HTC Vive Controllers, PlayStation Move Controllers.

 

• Room-scale tracking systems: Oculus Sensor, HTC Vive Base Stations.

 

• Accessories: VR-compatible PCs or laptops, smartphones like Samsung Gear VR or Google Cardboard, VR-ready peripherals like gaming chairs, haptic feedback devices, or omnidirectional treadmills.

 

Choose the right technologies

We'll assist you in selecting the tools, frameworks, and programming languages that align best with your app's requirements. The appropriate technology stack will ensure the successful implementation of virtual reality meeting platform features and enhance the app's performance and user experience.

 

Below, our AR/VR technical experts share the key steps we take when selecting technologies for VR meeting application development: 

 

• VR platforms and SDKs

 

We research available VR platforms and software development kits (SDKs) that support the development of VR meeting apps. Our experts consider device compatibility, development tools, documentation, and community support.

 

• Rendering engines

 

Our specialists evaluate rendering engines for immersive virtual environments and 3D graphics. Popular rendering engines for VR development include Unity3D, Unreal Engine, and Godot Engine.

 

"VR meeting app development is like painting a picture of a virtual meeting space. We use technology to bring these scenes to life, adding colors, textures, and details that make users feel like they're really there." 

 

- Vasyl Diachenko, 3D artist at Onix

 

• Collaboration and communication tools

We choose collaboration and communication tools supporting real-time interactions and virtual teamwork. It's vital to look for features like voice chat, text chat, screen sharing, and interactive whiteboards. We consider integrating third-party communication APIs or libraries to enhance collaboration capabilities.

 

• Networking solutions

We assess networking solutions enabling multiplayer interactions and synchronization in VR meeting apps. Our experts choose networking libraries or platforms that provide reliable and low-latency communication between clients, such as Photon Unity Networking, Mirror Networking, or Google Cloud Anchors.

 

• VR hardware compatibility

Onix experts consider the compatibility of VR hardware devices with your chosen technologies. To reach a broader audience, we ensure that the VR meeting app supports popular VR headsets and devices, such as Oculus Rift, HTC Vive, Oculus Quest, and Apple Vision Pro.

 

• Streaming and media technologies

Our specialists evaluate streaming and media technologies for audio, video, and multimedia content in VR meeting apps. We choose streaming protocols, codecs, and media players that offer high-quality streaming with low latency and bandwidth requirements.

 

• Analytics and monitoring tools

We integrate analytics and monitoring tools to track user engagement, performance metrics, and usage patterns in the VR meeting app. We choose analytics platforms that provide insights into user behavior, session duration, feature usage, and user feedback to inform future updates and optimizations.

 

Below, a table shows the technologies and tools we recommend for building a VR meeting app.

Tech stack to build a VR meeting app

 

Start MVP

We recommend you kickstart your project with an MVP. This strategy allows for swiftly validating your app concept and collecting user feedback.

 

Concentrating on core features and functionality can accelerate the development timeline and decrease the time to market. Moreover, constructing an MVP permits testing the feasibility of your app idea while mitigating development expenses and risks.

 

Upon validating your concept and acquiring user feedback, you can make subsequent iterations and enhancements based on real-world insights, resulting in a more resilient final product.

 

 

Focus on user experience

"In VR meeting app development, it's all about putting ourselves in the users' shoes. We listen to what they need, test, and tweak until it feels just right, like inviting friends over for a chat in their favorite spot."

 

- Serhii Vitukhin, Head of Unity department at Onix

 

By focusing on UX design, you can create a VR office app that is intuitive, engaging, and comfortable for users, ultimately driving adoption, satisfaction, and productivity in virtual meetings.

 

Here are some key strategies we use to prioritize UX design in VR meeting app development:

 

• User-centered design. We place users at the center of the design process by understanding their needs, preferences, and pain points through user research, interviews, and usability testing.

 

• Intuitive interfaces. We create intuitive and user-friendly interfaces that are easy to navigate. We use familiar design patterns, clear visual cues, and consistent interactions to guide users seamlessly through the app.

 

• Natural interactions. Our team implements hand tracking, gesture recognition, and spatialized audio to mimic real-world interactions and enhance presence in the virtual environment.

 

• Educational resources. The Onix team provides clear instructions, tutorials, and educational resources to help users learn how to use the VR meeting app effectively. 

 

• Customization. We allow users to personalize their avatar appearance, adjust audio settings, and customize the virtual environment to suit their needs and preferences.

 

 

Onix’s Experience in VR Meeting App Development

 

"Creating VR meeting apps is like crafting a cozy virtual room where users feel right at home. We always focus on understanding what makes people comfortable and engaged to make their virtual meetings a breeze."

 

- Roman Piskun, VR Product Manager at Onix

 

The Onix team developed Unreal Space, a virtual office/coworking solution to stay connected and share ideas in an immersive and interactive environment.

Immersive environment for virtual office built by Onix

 

Our client wanted to use VR to fill in the gaps in communication and cooperation between team members working remotely, make communication more personal, and facilitate great conferencing experiences.

 

Onix experts met the requirements by developing a simple but effective solution that enables dozens of people to communicate and collaborate in a shared, realistic environment.

 

In Unreal Space, users can:

 

• create a team call and book a suitable virtual meeting space
• create their own avatars
• discuss issues using voice chat
• share their PC screens with everyone in the virtual room
• show presentations
• enjoy synced video/audio playback

 

Proper gesture-controlled interactions facilitate a realistic experience.

Example of gesture-controlled interactions built by the Onix team

 

Onix’s VR developers:

 

• created a system for avatar personalization that used inverse kinematics to ensure the required avatar position at three key points – head and hands;
• created realistic detail-rich graphics, highly detailed 3D models, and 3D environments for a variety of VR meeting spaces;
• ensured a smooth live stream from a user’s desktop for dozens of attendees.

 

 

Summing Up

Throughout this article, we've explored the intricacies of virtual meeting room app development, highlighting the necessary functionalities and offering valuable tips for optimizing the development process.

 

Now equipped with the knowledge of how to build a VR office app while avoiding costly mistakes that consume significant time and resources, you're ready to start developing.

 

When starting your virtual reality meeting platform development, remember you don't have to go alone. Our extensive experience and proven methodologies are here to support you, guiding you toward success while saving you valuable time and resources along the way.

 

Regardless of the stage you're at in your VR meeting app development, don't hesitate to reach out to Onix for consultation or assistance. We're here to help!

 

FAQ

 

What are the ways to use virtual reality meetings for business purposes?

Businesses may use VR meetings in many ways:

 

• virtual business meetings 
• as individual virtual workstations, conference rooms, and breakrooms for informal communication
• video calls
• for recruiting and screening purposes
• for networking, workshops, and training
• for team-building purposes 
• as virtual tours of an organization’s headquarters, manufacturing facilities, properties, etc., or non-existing spaces, such as visualized construction projects or other presentations of the company’s work and projects

 

What are the benefits of using VR in meetings, trainings, presentations, etc.?

Immersive experiences facilitated by VR

 

- empower employees, managers, and customers to collaborate remotely from anywhere, including their homes;

- help them stay on the same page and feel involved and connected; 

- block real-world distractions, helping all participants stay focused and productive;

- reinforce presentations or hands-on lessons and support storytelling, education, and entertainment;

- eliminate the need to travel or commute, freeing up the participants’ time and energy and saving money; 

- help businesses reduce travel, venue, and other costs necessary for corporate events, conferences, facility tours, trainings, etc., in real life;

- eliminate restrictions regarding the possible number of attendees at a physical space, as well as health and safety risks;

- reduce the attendees’ carbon footprint.

 

What products promote the use of virtual reality for business meetings?

Some of the applications available on the market include:

 

• Arthur
• Engage
• FrameVR
• Glue
• Gravity Sketch
• Horizon Workrooms
• Immersed
• MeetinVR
• Spatial

 

How to build a VR meeting app?

The basic steps to building a VR business meeting solution are as follows:

 

1) If you lack the in-house expertise, engage experienced VR developers to help with the project.

2) List the business goals and users’ needs and choose the platforms for VR and stores for product distribution.

3) List the product features and requirements in a specification, such as:

 

• an interface for entering, navigating, and exiting the VR experience
• ability to schedule meetings and send invites 
• preset or customizable avatars for the participants
• a virtual reality office or offices
• whiteboards that can be saved in a virtual room and exported out of VR to a computer
• ability to take notes during meetings
• hand tracking, etc.

 

4) Create a proof of concept, if some feature needs validation.

5) Build the required VR content and functionalities.

6) Test the app to ensure it is fast-loading, realistic, effective, user-friendly, and secure.