You’ve just seen an impressive XR demo or heard about others in your industry embracing an exciting new technology. You recognize the real benefits and potential this tool could bring to your organization, but gaining stakeholder approval is essential. As exciting as a new product may be, enthusiasm alone isn’t enough; stakeholders need proof, clear communication, and trust.
In a recent webinar, Demystifying XR for Executives: Making Confident Decisions in Emerging Tech, VirtualSpeech was joined by Jeremy Dalton, XR expert, consultant, and author, who shared effective strategies for gaining executive confidence and investment in VR training initiatives, drawing on his industry experience.
At VirtualSpeech, we see firsthand that showcasing impressive technology alone rarely secures stakeholder approval. Building on our expertise and Jeremy’s insights, we’ve distilled the top five tips to help you make a compelling case for XR training within your organization.
You can watch the full webinar below, or explore the key takeaways here to strengthen your approach to stakeholder buy-in.
Tip 1: Lead with the Data
Some experts advise starting with the demo, and depending on your confidence, presentation style, and personal rapport with the stakeholders, that may work. Andy Trainor stated that the demo was vital for securing the rollout of VR training with Walmart. However, that is not always the case.
Jeremy warned that in his experience, this isn’t always the most effective route. By starting with hard numbers, such as cost savings, improved performance, reduced training time, and core statistics of the technology, you build a foundation of trust. The demo then becomes a supporting element that will seal the deal with its impressive nature, but not sell it on the impressive tech alone.
Additionally, technology can sometimes fail. No matter how prepared we are, there can be outside factors like the internet crashing or firewall security issues. By relying on the technology and hitting an issue, you risk negatively impacting your pitch, and with no additional proof to back it up, you may actually cause damage to that initiative for that pitch and beyond.
“Lead with the data. You want to establish credibility first, because if the tech fails during a demo, you’ve lost them before you’ve even started.”
Jeremy Dalton
Tip 2: Connect to Strategic Priorities
When presenting XR to stakeholders, focus on its ability to deliver tangible business outcomes, not just its novelty as a technology. Decision-makers care about cost, ROI, and alignment with strategic objectives.
Frame XR in terms of the KPIs that matter most to your audience – whether that’s reducing onboarding time, boosting employee retention, improving safety metrics, or scaling upskilling programs. By connecting immersive training directly to measurable results, you position XR as a tool for achieving business priorities, rather than a nice-to-have innovation.
“Don’t sell VR as VR, sell it as the solution to a real business problem.”
– Jeremy Dalton
Tip 3: Demonstrate the Long-Term Cost Benefits
A common hurdle to gaining stakeholder approval is the perception of high upfront costs. While XR may seem like a significant initial investment, it typically proves more cost-effective than traditional training methods over time.
To overcome this, break down the numbers. Compare VR’s initial investment with measurable long-term savings, such as reduced travel costs, fewer on-the-job errors, and higher employee retention. Concrete figures carry far more weight in approval discussions than abstract promises.
For example, Strivr found that while traditional training averaged $229.79 per person, VR training initially cost $327.78 per person. However, when measured over three years, the cost dropped to $115.43 per person, thanks to scalable hardware and reusable content. Unlike traditional retraining expenses, the bulk of XR’s investment (headsets and software) doesn’t reset every time a new employee comes on board, making the cost curve even more attractive long term.
“When you’re talking to stakeholders, the conversation needs to be about data and evidence. If you can show them that this technology is not just a shiny toy but something that reduces costs, saves time, or improves outcomes—that’s when you get their attention.“
– Jeremy Dalton
Tip 4: Prepare for Objections and Consider Potential Risks
Hesitation often stems from uncertainty. Traditional training methods feel safe because they are familiar and well-established. To build confidence in XR as an alternative, anticipate the questions and objections that may arise.
Be prepared to discuss IT compatibility, accessibility, data security, and technical reliability. Where you don’t yet have full answers, outline a clear process for gathering that information. By proactively addressing risks and presenting next steps, you demonstrate both thoroughness and control, two qualities that reassure stakeholders and strengthen your case.
“Address the barriers before they bring them up. It shows you’ve thought this through from every angle.”
– Jeremy Dalton
Tip 5: Bring in External Validation with Stories
Data builds confidence, but stories make it memorable. Pair hard statistics with real-world examples from reputable organizations to strengthen trust and credibility.
For example, saying “95% of learners improved” is impactful, but framing it as “95% of VirtualSpeech learners said VR practice helped them prepare better for real-world situations” makes the result tangible and easier to recall.
Look for case studies from similar industries or even direct competitors. Showing that respected organizations are already leveraging XR not only validates your proposal but also highlights the risk of being left behind.
“When someone tells you a story about a person’s life changing because of training, you remember that far more than a percentage point on a slide.”
– Jeremy Dalton
Keep these tips in mind when building your case for XR in your organization. We’ve also created a downloadable one-pager of these top tips so you can easily refer back to them when preparing your proposals.
Securing stakeholder approval isn’t just about showcasing new technology; it’s about aligning XR with measurable business outcomes, addressing concerns with confidence, and demonstrating its proven impact. By combining data, real-world examples, and a clear plan for implementation, you can turn skepticism into support and curiosity into commitment.
Download the PDF today and take the first step toward turning your XR vision into reality.
