There’s no doubt about it, Microsoft Teams Rooms are having a bit of a moment. For businesses in all sectors, the need for seamless communication between offices, remote workers and nationwide connections further afield remains greater than ever before – and Microsoft Teams Rooms offer a sophisticated yet simple solution. 

A Microsoft Teams Room is essentially a meeting room or conference space kitted out with technology and hardware which integrates with Microsoft Teams or other video conferencing platforms (but more on that later…). The aim of this type of set-up is to deliver a professional-grade video conferencing experience and stop businesses from suffering from poor audio, dodgy connectivity and an all-round rubbish experience for everyone involved in the call. Sounds great, doesn’t it – but how do they actually work?

We’re finding more and more that businesses are coming to us aware that a Teams Room installation would almost certainly benefit them, but still have some questions when it comes to exactly how they can use their new video conferencing tech. We’ll answer these questions in this article, helping you to understand not just how a Microsoft Teams Room works, but also start to imagine just how one will fit into your day-to-day operations.

The Video Conferencing Equipment Included

With any change to the way your business does things, understanding the technology involved is always a good place to start. The video conferencing equipment included in a Microsoft Teams Room will vary depending on the exact nuances of the business and meeting room space but typically includes everything you need to host high-quality video meetings: cameras, microphones, speakers, a central console, and a display screen (or multiple). 

Many brands manufacture Teams Room packages, but our preferred choice has always been Yealink’s systems. They excel in usability and integration, offering reliable devices that seamlessly connect with the video conferencing platform. Yealink’s solutions range from simple setups to all-in-one meeting bars like the brilliant Yealink A40 – and each system is designed to ensure that everyone in the room (and those dialling in) has an excellent experience with premium cameras, versatile mounts, easy-to-use touchscreen control panels, and even AI features as standard. 

How Does A Teams Room System Work?

Using a Microsoft Teams Room system is designed to be intuitive and seamless, yet it can still raise some questions when the technology is unfamiliar. Ultimately, there’s no need to worry as our team will always make sure you are confident and comfortable before completing the installation. However, you can expect your video conferencing to typically work in the following way.

1. Starting The Meeting – A touchscreen console, probably on your meeting room table or wall-mounted, displays all of the upcoming meetings from your Microsoft Teams Calendar. To get the meeting started in a Microsoft Teams Room, you can therefore simply click to Join with one touch or start the meeting if nobody else has yet done so. 
2. Managing The Meeting – Once the meeting is underway, the console will allow you to fully control different meeting features. Adjust audio levels, mute or unmute participants, and even add or remove attendees. Remember, this kind of video conferencing solution is designed to be user-friendly, so switching between layouts or sharing content should always be easy.
3. In-Meeting Technology – Throughout the meeting, the high-quality camera and microphone set-up will help to optimise your experience. With Yealink systems, AI technology helps to focus on active speakers and automatically adjusts the frame for an optimal view of the room. The microphones will ensure everyone can be heard by remote participants, whilst simultaneously eliminating unwanted audio and subsequent distractions. 
4. Leaving The Meeting – When it’s time to say goodbye, simply tap to leave on the console. No complicated end-call procedures are needed, so you can hang up feeling confident that the meeting has been as seamless for colleagues and clients participating remotely as it has been for those in the room. 

What About Zoom, Google Meet & Skype?

If you think everything about a Teams Rooms solution sounds perfect for your business except the Microsoft Teams part, worry not. While ‘Microsoft Teams Room’ is the most commonly used term – thanks to the widespread adoption of Microsoft’s ecosystem in UK businesses – it doesn’t necessarily mean you’re frozen out of the picture if your choice of video conferencing platform is different. 

Many of the AV solutions designed for your meeting room, including Yealink systems, can be configured to work with other platforms including Zoom, Google Meet, and Skype. This flexibility means that you can still invest in a single, high-quality setup and also accommodate clients or partners who may prefer different video conferencing tools. At Agile, we’ll always factor in your chosen platform to our final Teams Room recommendation, ensuring what is installed is a system that enhances rather than complicates your existing business processes and choices. 

Can A Teams Room Be Installed In Any Size Meeting Room?

Absolutely! One of the biggest benefits of this kind of video conferencing solution is that it can, in theory, be tailored to fit any space. The key is always in selecting the right equipment for your needs, but small huddle rooms, medium-sized conference rooms and even large event spaces can be kitted out with Teams Room tech.

Some of our most popular Microsoft Teams Room installations encompass the following room sizes and corresponding video conferencing equipment:

• Small/Huddle – up to 5 seats, with an all-in-one Yealink meeting bar (typically the A10) and option for a 43” screen.
• Medium – up to 14 seats, with a Yealink A40 or MVC S40, WPP30, wireless microphones and a TV.
• Large – up to 40 seats, with a Yealink MVC S90, premium speakers and microphones and multiple large screens. 

How Is A Microsoft Teams Room Installed?

The setup of most Teams Room systems is designed to be as simple as using them and this means that your business can enjoy streamlined video conferencing quicker than you may think. However, it’s important to remember that it’s not just the central console you’ll need to configure when installing your kit – TVs need to be mounted, cables correctly attached (and hidden), consoles mounted in the best possible position and microphones set up. With this in mind, it’s always best to consult a professional for your Microsoft Teams Room installation. After all, if the goal is to improve your video conferencing capabilities, it would be a real nightmare if you only made them worse by doing a shoddy job of the initial setup.

At Agile Comms, we’ve got a wide range of experience in both specifying and installing Microsoft Teams Rooms solutions for businesses of all sizes. Our team can work with you to understand your business needs, recommend the most appropriate solution, and then expertly install the kit in your meeting room. We use this kind of kit ourselves, so we’re the best people to ensure that your business gets everything it needs to get from it – get in touch today to speak to us about your requirements and get a quote for your very own Microsoft Teams Room.