Join the Virtual Meeting
VIVERSE for Business is a large-scale enterprise VR platform with complex workflows, diverse user roles, and strict access controls. I led the UX design from 0 to 1, including technical feasibility and business goals.
Company:
VIVERSE
Role:
Lead UX Designer
Year:
May 2022 - Nov 2024
Our Team
2
UX&UI Designers
1
Visual Designer
25
Developers
6
Quality Control
Overview
Since the pandemic, remote work has become mainstream. However, physical distance has made in-person communication and teamwork more challenging. VR meeting tool allows teams to immerse themselves in a virtual workspace, allowing them to join the meeting in reality.
There's only 1 direct competitor when working on this project, so I did a simple design study to compare and see what the advantage is for the product
The problem - No Product Requirement
The product requirement document isn't ready when the project kicks off; it all starts from urgency.
What I did was to shift to a partial release approach: parallel with PM by overcommunication and do the simple competitor research and user flow to align with the product goal.
Clarify the complex requirements and discover user truly needed when in the virtual meeting.
I had to transform the product requirements into intuitive information, such as defining roles (hosts, guests, space owners) and permission rules, entry/leave meeting, and navigation.
While working with technical constraints, the product’s scope was broad, timelines were tight, and team members left during the mid-project.
The 4 quadrants help us to split the phases, based on the requirement discussion with the product and the engineering manager.
I made an IA to help me organizing, structuring, and labeling content in a way that makes it easy to find and understand, ensuring users can navigate a system effectively.
The challenge
This is the 0 to 1 product design that I joined from end-to-end project.
Under the requirement that frequently changes, this is the map that helps me clear my thoughts when I'm not sure about the latest product requirement.
Solution
I focused on designing workflows that set clear user needs with PM, aligned information with the product team, and reduced confusion. Let's go through it:
Join / Leaving Meeting Rooms –
Defined role-based entry permissions, transition definition, and leaving behaviors.
However, the product requirement didn’t explain the details — such as where users should go after leaving the meeting, how the experience might differ depending on their role, or what permissions are needed to enter.
To complete the experience, I construct the essential user flow at an early stage to help PM and developers picture what the logic will be, and if any technical constraints may arise.
To fill these gaps, I initiated a series of discussions with PM. Together, we mapped out the capabilities of each role, clarified the purpose of each space, and identified potential limitations and error cases we needed to prepare for.
Design validation for the essential user flow to enter a meeting room
Scheduling / Editing / Canceling Meetings – Streamlined calendar integration and made the interface simple for both VR and non-VR participants.
The use case shows how to create a meeting from the Calendar.
The create meeting flow is unlike most online meeting flows. Since it's a virtual world, it is better if users know where they want to host and the room capacity when scheduling.
Due to the designer shortage, I was also responsible for some of the UI design.
Checking Schedules – Through menus, users can check their personal schedule and select the meeting or event they want to join without leaving the meeting room.
When personal calendar is connect to the VR platform, users can reduce to switch back and forth between computers and VR devices, making the experience more consistent and reducing usage difficulties.
High-fidelity user flow: open Calendar to check the meeting schedule in VR
Map Navigation – This multi-functional map, given the businesses have access to multiple virtual buildings and spaces in their premium plans, allows users to not only view their current location but also switch between buildings for quick travel.
I also add the occupancy status of each meeting room, indicating which spaces are available.
Private Talk – Enabled one-on-one audio calls within VR without leaving the shared space, respecting privacy boundaries.
User can call someone else by selecting from the Space management or from the Nameplate card.
Chats – Combined text, voice calls, and quick reactions in a single accessible interface for real-time and async communication.
This is a late-production feature. We've noticed that users often ignore messages from colleagues while in the VR world (immersively), often having to take off their VR headsets to check every in a while. Eventually, we hope to add a feature that allows users to connect with colleagues even in VR without switching between devices, you can message to colleagues when using the product.
The Key Takeaway
In Part 1, I learned how to distill ambiguous, second-hand requirements into clear, testable design flows by developing detailed user flows based on inferred needs and validating with key stakeholders.
By grounding decisions in role-based rules and predictable behaviors, I created a foundation that scaled across multiple enterprise scenarios. The experience reinforced my adaptability and ability to deliver clarity from complexity.