The first meeting is easier when joining the room is not the main task of the day. Give participants a short introduction before an important discussion and use a simple checklist to get the practical details ready.
Are accounts and devices ready?
Confirm organisation access, invitations and the required application. Charge supported headsets and check their network connection. Ask everyone to try joining in advance where possible, rather than waiting until a client or guest is ready to begin.
Can people hear and follow one another?
Test audio and explain the basic controls for speaking and navigating the room. Give participants time to ask questions. Keep the first exercise straightforward so people can practise without also trying to make an urgent business decision.
Is the presentation prepared?
Check the actual material through the sharing process you will use. Make sure the host knows how to display it and participants can follow it. If notes or recording are planned, explain those arrangements and check the organisation’s requirements.
Does the session have a clear purpose?
Set an agenda, a sensible duration and the outcome you want. Discuss access needs and agree another arrangement where necessary. After the session, ask what helped and what was difficult. A successful first VR meeting gives the team confidence to judge when the format is useful, rather than expecting novelty to do all the work.