What a company should prepare before starting a virtual reality training project
before starting, a company should be clear about the problem it wants to solve and how it will measure it, an internal sponsor, experts available to validate the content, the process documentation, a plan for managing the equipment and the sessions, how it fits with HR and training, and the legal and privacy questions settled.
1. A clear problem and a clear objective
- What training problem do you want to solve? (risk, cost, time, quality).
- What result do you expect? (fewer mistakes, less time, wider coverage).
- How will you measure it?
A project with no measurable objective ends up as a demo.
2. A sponsor and a team
- A sponsor with the authority to decide (management, operations, HR).
- A project lead with time set aside.
- Technical experts in the process to be taught.
- Trainers or instructors who will take part.
- User representatives (operators, technicians) to test it.
- IT and information security, to manage devices and data.
- Legal and health and safety, where relevant.
3. Process documentation
- Written procedures.
- Applicable regulations.
- Videos and photographs of the real work.
- Frequent mistakes and real cases (anonymised).
- Plans and equipment models.
More in what content you need.
4. Definition of the learners
- How many, where and how often.
- Level of prior experience.
- Languages.
- Accessibility needs.
- Experience with VR (often low: plan for a tutorial).
5. Hardware and space
- A decision on the type of headset.
- Number of sets and how they will be managed.
- Physical space for the sessions (free of obstacles, quiet).
- Hygiene and charging policies.
- Support staff.
6. Integration with existing training
- Where does VR fit in the pathway?
- How does it connect to the training platform (LMS) and the records?
- How is it complemented by theory and real practice?
- How is it recognised or certified?
7. Legal and privacy aspects
- Employees' performance data: legal basis, purpose, information and retention.
- Worker representation, where relevant, under the collective agreement.
- Health: contraindications, breaks, accessibility.
- Intellectual property in the content and the models.
- Confidentiality with the supplier.
8. Metrics and baseline
- Current figures for times, mistakes, incidents and costs.
- Target indicators.
- A plan for collecting and analysing the data.
See how to measure whether immersive training works.
9. Change management
- Communicate the project to the teams: what it is, why and what is expected.
- Involve the instructors from the start.
- Manage expectations: VR does not solve everything.
- Plan a pilot with feedback.
Mini checklist
- [ ] Objective and metrics.
- [ ] Sponsor and lead.
- [ ] Experts available.
- [ ] Documentation gathered.
- [ ] Learner profile defined.
- [ ] Hardware and space decided.
- [ ] Integration with training and the LMS.
- [ ] Legal and privacy review.
- [ ] Communication plan.
- [ ] Pilot planned.
Key ideas
- Start with a measurable objective and a sponsor.
- The experts and the process documentation are key.
- Resolve hardware, space and integration from the start.
- Look after privacy and employment matters.
- Communicate the change and start with a pilot.
Frequently asked questions
How much time should my team devote?
It depends on the project, but it is essential to have experts available to validate content at each phase.
Do I need an IT department involved?
Yes, especially to manage devices, accounts and data.
Do the trade unions or representatives have to be informed?
Depending on the collective agreement and the type of data collected, it may be necessary or advisable.
Can you start without all the documentation?
Yes, but the agency will have to create it or reconstruct it, which lengthens the project.
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