Microsoft Teams Rooms: Create Consistent Meeting Experiences for Remote and In-Office Employees

Microsoft Teams Rooms: Create Consistent Meeting Experiences for Remote and In-Office Employees

Mike Hanks
December 29, 2020

Many companies have gone entirely or at least partially remote since COVID-19 broke out in early 2020. Going remote has made meetings no less crucial but much harder to conduct effectively. Most current meeting spaces aren’t equipped to facilitate meetings in this new culture of remote work. They instead leave employees feeling disconnected, which causes them to lose productivity. Microsoft Teams Rooms can solve this problem by creating a consistent meeting experience to help participants stay productive.

According to a Stanford study published in June 2020, about 42% of the American workforce works remotely, and according to Microsoft, more than 70% will be remote as the years go on.

Meetings in the World of COVID

While most companies plan to have their employees back in the office in the future, some such as DropBox, Slack, and Twitter plan to give theirs  the option to work from home permanently.

Meetings need to accommodate this change in the workplace. Remote employees will need to feel like they're still a part of something bigger, even if they're miles away from the office. If they can’t easily set up and conduct meetings with their in-office colleagues, they’ll be disconnected and unproductive.

The problem is that meeting spaces often don't meet these needs. Rooms equipped to facilitate meetings in the world of COVID are in short supply. Many meeting rooms sport outdated technology that doesn’t work well with modern collaboration platforms like Microsoft Teams. This technology makes setting up virtual meetings difficult, forcing participants to rely on their IT personnel too frequently.

Conducting meetings shouldn't be so difficult. Meeting Rooms should allow participants to bring their own devices into a touchless environment and start meetings with their remote colleagues with little effort. 

The Ticket to the Ultimate Meeting Experience

Microsoft Teams Rooms extends Teams into meeting rooms to create consistent and inclusive meeting experiences. With industry-leading hardware and Teams-certified conferencing devices, it’s a solution that can transform spaces into meeting rooms for the modern workforce.

The equipment that makes Teams Rooms work can be scaled and customized for any space. A Teams-certified conference room device and camera can turn a sleek sitting area into a huddle space for impromptu collaboration sessions. Large meeting spaces can be equipped with any number of cameras, speakers, and microphones to make sure participants both inside and outside the room can be seen and heard. Products manufactured by OEM’s like Polycom and Crestron are guaranteed to add high fidelity audio and video to the meeting experience.

With Teams Rooms, meetings are easy to set up and start with a seamless one-touch join system. Alternatively, with touchless meeting join, participants can join virtual meetings and share content in their rooms via their personal computers or mobile devices. The Teams mobile app gives hosts full control over the room, allowing them to mute and unmute the room, adjust the volume, turn the cameras on and off, and exit the meeting. As part of the touchless experience, Teams Rooms will also automatically exit meetings once it detects that all the participants in the room have left.

The “bring-your-own-device” environment helps make the meeting experience simpler and more consistent without sacrificing security. The Teams Admin Center allows admins to simplify, customize, and automate device management to keep devices healthy and prevent unauthorized access. Teams Rooms also comes with the protection of Azure Active Directory, Microsoft’s incredibly secure cloud platform.

Teams Rooms creates the ultimate hybrid workplace experience with features that help remote and in-office participants stay engaged and productive. Together mode in Teams allows large groups of people to feel like they’re together in the same space, displaying the participants in a virtual auditorium space. Remote participants also don’t need to worry about their in-office colleagues collaborating on whiteboards out of frame. Intelligent capture allows a dedicated content camera to locate, crop, and frame the whiteboard to share its content with remote participants. With the help of AI, the camera can also blur anyone standing in front of the whiteboard.


Some organizations might elect to replace their whiteboards with Microsoft’s Surface Hub 2S. Built to function as digital whiteboards, these devices enhance collaboration with premium pen and ink capabilities. They can also connect to meetings with high-quality audio and video. The coordinated meetings feature in Teams Rooms can allow any room device to connect to meetings on the Surface Hub. It can even serve as a conferencing device, making your room solution mobile.

Getting Even More out of Teams

Teams is more than just an app in the Office 365 suite. It’s a platform that provides its users with a whole new way to collaborate. Teams Rooms is one of the many capabilities within Teams that can give organizations that use it a more enriched experience and a much higher return on their investment.

Ready to expand your Teams experience and transform your meeting spaces?

Read more about how you can create the ultimate meeting experience.

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