Microsoft Teams Rooms is an incredible tool, empowering companies to turn any space into an inclusive, collaborative environment. It ensures you can rapidly access all of the software you need to enable high-quality video and audio conferences, share content wirelessly, and unify your staff.
However, companies still need to access the right technology to bring their collaborative spaces to life. This means carefully assessing a range of video and audio solutions, accessories like digital whiteboards, and even software for room and device insights.
Here’s your guide to choosing the ideal tech for your Microsoft Teams Room.
Step 1: Assess Your Teams Rooms Use Cases
Meeting rooms in today’s world come in a variety of shapes and sizes, from small huddle rooms and focus rooms for ad-hoc hybrid meetings, to large conference spaces. The technology you’ll need for your Microsoft Teams Rooms will depend heavily on how many people will be using your space at any given time, and how they’ll be using it.
For instance, if you’re going to be holding a number of large all-hands meetings in a bigger conference room, you may need to access multiple screens, as well as multiple cameras that can provide a comprehensive view of all your meeting participants. You may also want to consider more advanced speaker systems, and additional accessories like digital whiteboards.
If you’re creating smaller meeting rooms, you might find it’s more cost-effective to invest in simple all-in-one meeting bars, such as one of the Logitech Rally Bar family of products, for an all-in-one solution for video and audio in one plug-and-play system.
Step 2: Explore Deployment and Configuration Options
Once you know what kind of Microsoft Teams meeting room you’ll be building, the next step is figuring out how you’re going to deploy and configure your spaces. If you want to purchase meeting room technology outright, you can choose to purchase a variety of best-in-class cameras, speakers, microphones, and accessories that connect seamlessly with each other.
Alternatively, you could work with a leading AV vendor to access a pre-built meeting room kit, specifically designed to give you all the tools you need for your style of meeting room. Some vendors like Logitech even offer access to room configuration tools, to help you design the perfect space. Plus, they give companies the freedom to access meeting room as a service options through partners, so they can hire their required equipment, rather than paying for it up-front.
If your employees have pre-existing devices and tools they’ll want to use in a meeting space, such as smartphones and tablets, ensuring your vendor supports “bring your own device” (BYOD) and “Bring Your Own Meeting” (BYOM) solutions is also essential.
Step 3: Examine Certified Audio and Video Tech
Next, it’s time to start looking at the core hardware that’s going to power your audio and video meetings. This means exploring a range of cameras, speaker systems, and microphones that will bridge the gaps between distributed workers.
As mentioned above, you could choose to purchase an all-in-one video bar, for smaller meeting spaces, that combines audio and video tech into one tool. However, for larger meeting spaces, it’s worth considering more advanced solutions, with additional cameras and microphones. When selecting the right AV tech for your conferences focus on:
- Microsoft certification: Choosing technology produced by a Microsoft certified partner will ensure you can bypass any integration and configuration issues when setting up your Microsoft Teams Rooms.
- Intelligence: Intelligent features built into your audio and video technology can significantly improve the quality of meetings. Look for smart switching software, to improve meeting equity, and cameras and microphones that can automatically improve the quality of interactions, track speakers, and deliver consistent clarity.
- Integration: Ensure your meeting room solutions can connect seamlessly with each offer, offering a simple and aligned experience for your employees.
Step 4: Consider Displays and Accessories
With your cameras, microphones, and speakers in place, you’ll be ready to think about other tools that can enhance the collaborative experience for your teams. For instance, displays are often crucial in a meeting room to ensure teams can share content seamlessly. You might even consider investing in interactive displays, or digital whiteboards, for creative collaboration.
Other accessories to consider include:
- Room management software: Simple room management software, like Logitech Sync make it easier to set up your meeting room in seconds and apply updates remotely.
- Hardware extensions: Depending on the size of your meeting room, you may want to invest in additional cameras, speakers, or microphones, to help improve conversation clarity.
- Sensors: Sensors can help give you an insight into meeting room usage statistics, as well as environmental metrics, helping you to improve the wellbeing of your teams.
You could also look into room booking screens, projection solutions, document cameras, and other solutions that empower staff to accomplish more in their meetings.
Step 5: Think About Management Software and Support
Finally, think carefully about how you’ll manage your meeting rooms and devices. While you can access some management tools within the Microsoft Teams Rooms software, you may need more comprehensive control and insights to help you make the most of your investment.
Solutions like Logitech Sync can help you to track device usage on a comprehensive level, configure and update your hardware from any location, and even manage meeting room bookings. This can help to improve the flow of collaboration in your workplace.
If you need extra support, you could also consider working with vendors who can offer comprehensive technical assistance and guidance for your meeting rooms. For instance, Logitech offers the Select service, which includes access to Logitech Sync, 24/7 customer service, rapid device replacement, and technical expertise.
Build the Ideal Microsoft Teams Room
Creating the perfect meeting environment requires more than just an investment in the right software. Microsoft Teams Rooms is packed with intuitive features that can help your teams collaborate. However, you’ll still need access to the right device and meeting management tools, intuitive hardware like displays, cameras, and microphones, and support from the right vendor.
Follow the steps above, and you should be able to design and implement the perfect meeting room for your evolving workforce.
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