{"id":10698,"date":"2019-07-11T16:06:02","date_gmt":"2019-07-11T23:06:02","guid":{"rendered":"https:\/\/www.microsoft.com\/insidetrack\/blog\/?p=10698"},"modified":"2023-06-14T16:19:23","modified_gmt":"2023-06-14T23:19:23","slug":"with-microsoft-teams-rooms-comes-a-globally-scalable-modern-meeting-experience","status":"publish","type":"post","link":"https:\/\/www.microsoft.com\/insidetrack\/blog\/with-microsoft-teams-rooms-comes-a-globally-scalable-modern-meeting-experience\/","title":{"rendered":"With Microsoft Teams Rooms, comes a globally scalable modern meeting experience"},"content":{"rendered":"
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This content has been archived, and while it was correct at time of publication, it may no longer be accurate or reflect the current situation at Microsoft.<\/p>\n<\/div>\n<\/div>\n

By deploying the Microsoft Teams Rooms solution in 2,500 rooms in Microsoft\u2019s Puget Sound campus, Microsoft Digital built a portfolio of standardized meeting-room capabilities that is easily leveraged, scaled, and supported everywhere. Read how we created this standards framework and are using a core software experience, customizable A\/V peripherals, and a centralized procurement and support infrastructure to globalize the meeting-rooms solution in 5,500 rooms over the next year.<\/p>\n

At Microsoft, the in-room meeting experience is critical to employee satisfaction and productivity. However, like most major enterprises, we have found that implementing the latest advancements in audio and video broadcasting, content sharing, remote connectivity, and other new conferencing capabilities on a global scale has traditionally been cost- and time-prohibitive. Due to the cost and complexity of premium conferencing solutions, IT experts have had to selectively implement modern conferencing technology in a few locations across the enterprise. That\u2019s led to a meeting experience that\u2019s unsatisfying and unreliable for users, and difficult and costly to maintain and upgrade for technology teams.<\/p>\n

Instead of continuing with this traditional site-by-site setup, the Microsoft Digital team conducted a project to modernize all of Microsoft\u2019s meeting-room configurations using the\u00a0Microsoft Teams Rooms<\/a>\u00a0system. By deploying a configured set of meeting-room standards under one technology framework, the team aimed to provide employees with a familiar, reliable, and consistent meeting experience across Microsoft.<\/p>\n

This case study describes how Microsoft Digital created and implemented this modern framework for meeting-room standards and rapidly deployed one simple, consistent, and reliable global-conferencing solution across thousands of diverse meeting rooms at Microsoft.<\/p>\n

This case study is part of a series on how Microsoft Digital\u00a0deployed Teams across Microsoft. To learn about adoption and change management, read the case study\u00a0\u201cMicrosoft Teams adoption strategy prepares employees for a new culture of work.\u201d<\/a>\u00a0To learn more about our Teams meeting experience, read the business article\u00a0\u201cEnabling simplified, modern meetings with an integrated Microsoft Teams solution.\u201d<\/a><\/i><\/i><\/p>\n

Accelerating the modern meeting-room experience<\/h2>\n

Microsoft Digital has struggled to work around the limitations of existing A\/V conferencing options. Historically, the A\/V industry has been able to deliver a premium meeting experience in a few instances, like executive-level conference rooms, but not at scale. For Microsoft Digital, a great meeting experience in one environment isn\u2019t enough; a great meeting experience is one that is reliable and consistent across all devices, rooms, meeting scenarios, and locations and is accessible to all employees.<\/p>\n

Internal satisfaction surveys at Microsoft showed that an inconsistent meeting-room infrastructure led to user frustration with in-room meeting setup and use. The surveys also showed that time was being wasted on managing different projection setups, content-sharing options, and audio, camera, and device connectivity between rooms. Microsoft Digital saw a significant opportunity.<\/p>\n

Instead of upgrading each room on its traditional four-year upgrade cycle, Microsoft Digital wanted to support a consistent, collaborative meeting experience across the enterprise on a more rapid timeline. Concurrent advancements in meeting-join options within the Teams Rooms system, global user adoption of the Microsoft Teams software system, and the inclusion of simplified\u00a0A\/V components<\/a>\u00a0created the right infrastructure for Microsoft Digital to reach this goal.<\/p>\n

Starting in 2018, Microsoft Digital was able to rapidly deploy the Teams Rooms solution at scale and create a consistent, collaborative meeting experience for all employees. Figure 1 illustrates what the solution looks like for many different meeting-room types and meeting scenarios. Currently, Teams Rooms are in 3,500 conference rooms, with the goal of complete room saturation in 5,500 A\/V-enabled global conference rooms by 2020.<\/p>\n

\"Example
Figure 1. The Microsoft Teams Rooms system works for many different meeting-room configurations at Microsoft. In the past, conference technology was expensive to install and existed in only a fraction of global conference rooms. With the Teams Rooms system, a modern meeting infrastructure can be implemented for all room types.<\/figcaption><\/figure>\n

The solution: a standardized meeting-room architecture<\/h2>\n

Microsoft Teams Rooms includes a core software experience with a framework of device configurations. The solution encompasses the Teams meeting software, the Teams Rooms system, and an ecosystem of Teams Rooms-certified A\/V peripherals fit for each room. This framework covers three areas:<\/p>\n

A consistent yet flexible meeting-standards framework<\/h3>\n

Unlike previous generations of A\/V technology, the Microsoft Teams Rooms system is built on a standardized architecture with a framework of multiple device configurations and room-customization choices. This framework enables Microsoft Digital to ensure the same standards of consistency and simplicity for employees and visitors across Microsoft meeting rooms while offering cost-efficient customization at scale. This standards framework includes:<\/p>\n

A consistent software experience with Windows 10-based meeting-room solutions<\/h4>\n

At the core of the Teams Rooms solution is a standard software solution implemented in each and every room. Each room is equipped with a single PC that runs Windows 10 and the Teams software.<\/p>\n