Microsoft Teams Room deployment is bringing remote, hybrid, and distributed workforces together in a centralized hub for robust communication and collaboration. Chat, audio/video, and sharing tools make for a more connected and collaborative workplace.

Understanding Microsoft Teams Rooms Deployment

Microsoft Teams Rooms enable employees to connect in-house and remote participants for collaborative sessions. Typically installed in physical meeting rooms, key features and functionalities of Microsoft Teams Rooms include:

  • Video calls
  • Audio conferencing
  • Wireless screen sharing
  • Whiteboarding
  • Integrated calendars
  • Remote management
  • Flexible room controls

Teams is a powerful Microsoft solution for business, but it requires a well-planned Microsoft Teams Rooms deployment strategy for successful implementation. Here are some of the best practices for a seamless integration.

Preparing for Microsoft Teams Rooms Deployment

When preparing to deploy Microsoft Teams Rooms, you need to start by assessing your infrastructure requirements. Evaluate the necessary network, hardware, and software needed to equip your meeting room and run Teams effectively. 

Make sure you have sufficient bandwidth in the room and account for Quality of Service (QoS) prioritization, security, and data privacy. You will also want to make sure you have high-definition cameras, microphones, and speakers.

For a seamless workflow, deploy Teams integrated with your existing systems and business applications, such as CRM and calendars. Identify any issues with compatibility early so you can develop APIs to connect data.

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Teams Rooms Deployment Best Practices

By following best practices, you can accelerate Microsoft Teams Room adoption and avoid common roadblocks that prevent use.

Needs assessment and goal-setting

Carefully evaluate your organizational needs and goals at the start. Determine which locations and groups will benefit most from the technology and how rooms will be used. For example, 

you’ll want to determine meeting room size, usage plans, and group needs.

It’s a good idea to include key employees or stakeholders in the planning process to ensure deployment aligns with business objectives. Develop sample use cases to analyze workflow.

Planning and resource allocation

With your assessment complete, your next step is to create a comprehensive deployment plan. Steps include:

  • Breaking deployment into phases
  • Assigning project owners and responsibilities
  • Developing the budget for deployment
  • Securing executive approvals
  • Execution and tracking progress

Hardware setup and configuration

Your Teams Room configuration is crucial, but many businesses shortchange this process. Setting up and configuring the required hardware components requires careful thought.

For example, mixing and matching devices that aren’t designed to work together often leads to connectivity or compatibility issues. Insufficient bandwidth or infrastructure, network protocols and configurations, and identity access management (IAM) can create roadblocks.

Software installation and integration

It’s a good time to make sure you have the latest software updates installed for any equipment you are using. You may also want to integrate room calendaring through Microsoft 365 and display schedules near room entrances.

Check integrations to make sure things are configured properly. This includes developing any custom integrations you need to work with your apps or workflow.

Testing and validation

Before you unveil your Microsoft Teams Rooms across your organization, it’s crucial to test and validate each component. It helps to create a checklist and work through various use cases to ensure everything works as planned. You should also conduct load testing to confirm network capacity, especially during peak times in your organization.

With testing and validation complete, it’s also a good strategy to run small pilot programs with employees to get some real-world feedback and make any adjustments needed.

User training and adoption

The change management process will be essential for adoption. You will want to communicate and train groups so they can utilize Microsoft Teams efficiently in a conference room environment. 

Besides hands-on training, you should develop step-by-step instructions for use that can be posted or accessed in the room along with help desk support.

Teams Rooms Configuration Best Practices

Here are a few more best practices for Teams Rooms configuration.

Set Up with Optimal Room Design in Mind

A well-designed physical space for Microsoft Teams Rooms will help aid adoption and use. You’ll want to consider room size, lighting, and acoustics for an effective meeting space. 

This may require installing sound-dampening materials to improve quality and isolate your space from outside noise.

You need a comfortable environment and physical layout that enhances the meeting experience.

Optimize Audio and Video Quality

Verify your cameras and microphones meet standards for resolution, frame rate, and noise cancellation. You can enable auto-framing and speaker tracking features for dynamic video.

Don’t skimp on mic arrays and speakers, ensuring full-room coverage. If you want full participation, you need to make sure everyone can hear and be heard throughout the room.

Troubleshoot Common Issues Right Away

If you don’t create a comfortable meeting room environment where everything works as needed — and users can operate it easily — adoption will lag. Make sure you have everything users need to work efficiently.

When meetings are happening in real-time, you also need a system to quickly identify and troubleshoot issues when they occur. With a room full of participants, connecting with other team members or clients, time is of the essence in troubleshooting. 

If you run into problems, it’s a good idea to have resources for further assistance or support, such as leveraging a certified Microsoft consultant like Yorktel.

Prioritize Accessibility and User Experience

You also want to make sure the physical setup of Microsoft Teams Rooms considers accessibility requirements. Optimize the room design to accommodate individuals with disabilities or specific needs, including user-friendly interfaces and intuitive controls.

Establish Proactive Managed Services including Support

Another best practice is to implement proactive managed services to regularly inspect and update the hardware and software components of Microsoft Teams Rooms.

Setting up a dedicated support system to address any issues or concerns promptly goes a long way in getting employees to embrace collaboration.

Make sure you provide users with a clear channel to report problems and get timely assistance.

Easily Configure Teams Rooms to Follow Best Practices With Yorktel

These are just a few of the best practices to help ensure a smooth Microsoft Teams Room deployment. A Microsoft Teams consultant like Yorktel can help design and execute a strategic plan from analysis to setup, configuration, deployment, and support. The certified Microsoft experts at Yorktel can help you get the most out of your Microsoft Teams Rooms.

Contact the Microsoft Teams consultants at Yorktel today to learn more.