Step-by-step guide on how to set up a teams room

Over the last few years, remote working possibilities have increased on a huge scale, thanks in no small part to the impact of the pandemic.

Figures show that around a quarter of the workforce in Ireland are currently working from home, with the number as high as 44% in the UK.

With so many employees pursuing flexible work opportunities, businesses globally strive to enhance their access to online tech and upgrade their level of specialised AV.

Ensuring all employees — regardless of location — can stay connected and participate in meetings is key to keeping the work flowing. To achieve this, a professional communication solution must be implemented. Enter Microsoft Teams Rooms.

What Are Microsoft Teams Rooms?

A Microsoft Teams Room (MTR) is an office space designed with specialist hardware and software to allow for consistent high-quality meetings.

MTRs ensure everyone attending a meeting — whether physically present or not — can be seen and heard by everyone else, and that all participants can collaborate with ease.

To turn a regular office space into an MTR, customisable tech solutions are implemented in a way that maximises productivity and encourages effective teamwork.

What Equipment is Required FOR AN MTR?

This hybrid working system brings together the infrastructure of Microsoft 365 and Teams, incorporating various products and services.

For a native Teams Rooms experience, Digicom installs a custom Microsoft solution in each meeting area. This typically includes microphones, speakers, cameras and touch-screen displays. This eliminates the need for employees to bring their own devices into the room.

The best solution will depend on the size and function of individual rooms. For example, larger spaces will generally require wide-angle cameras and expansion microphones, whereas smaller rooms will only require the appropriate audio/video coverage for the space.

How to Use Microsoft Teams Rooms

Understanding how to use MTRs effectively will go a long way to enhancing the experience for everyone.

Meetings can be easily scheduled, with all participants receiving an invitation with a link to join. Those joining from physical Teams Rooms in the office will view meetings on a large display screen, but can join from their own laptop or other device if desired.

Remote workers will join from their devices at home, with the option to turn their microphone and camera on or off.

When it comes to presenting, each employee will be able to share their screen, which makes it easy for those working from home to lead meetings. If people outside of the organisation are required to join, they can be invited as attendees with limited access.

Additional Teams Rooms features include:

  • One-touch Join — With just one button, workers in physical Teams Rooms can launch a meeting and activate the necessary equipment, such as microphones, speakers and cameras.
  • Proximity Join — Detects devices inside Teams Rooms and allows them to instantly join without the need to be invited.
  • Teams Panels — Dedicated Microsoft Teams devices installed outside of rooms for effortless scheduling of meetings. These panels also display details for meetings taking place inside.

The Benefit of Microsoft Teams Rooms for Remote Workers

These rooms are a great solution for remote workers or stakeholders, because they ensure a consistent experience for online meetings.

Once employees are set up with a Microsoft Teams account, they’ll have reliable access with top-quality audio and video. What’s more, remote workers can see all of the same information that those in the office can see, so nobody has to worry about missing anything.

It’s important to note that it’s not just remote employees who benefit from this technology. MTRs allow office workers to use meeting spaces that are professionally designed to the highest quality. This means meetings are enjoyable, productive and time isn’t wasted on technical difficulties.

Microsoft Teams or Zoom?

When choosing between Microsoft Teams and Zoom, remember that Zoom focuses on video conferencing, whereas Teams is a comprehensive communication solution.

Learn more about each option to decide which is best for you.

Learn More

Ready to explore how Microsoft Teams Rooms will benefit your business? Get in touch with our team today to discuss your unique requirements!