InterviewUC&C8 Mar 2023 · 9 min read

UC Round Table: Microsoft Teams Rooms

Why Microsoft Teams Rooms matters for hybrid work: UC Today speaks with Crestron, Jabra and Shure on scale, equity, AI video and audio.

Jonny Wills

Another busy and productive month for Microsoft Teams has seen the implementation of AI-propelled features in Teams Premium and a veritable parade of new changes for the platform in chat, collaboration, calling and virtual appointments. Our monthly update video sees Teams expert Tom Arbuthnot and host Rob Scott of UC Today discuss the exciting news that Microsoft Teams has hit more than 280 million monthly active users, plus all the big announcements at ISE 2023. With our latest Round Table topic, “Microsoft Teams Rooms”, we spoke with executives from Crestron, Jabra and Shure to discuss the significant trends and their impact on Teams Rooms and some of the biggest challenges facing organisations as they adopt the system. Plus, we talk about the new features and capabilities coming to Teams Rooms, how firms are dealing with the ongoing shift to hybrid and remote work while using it, and any advice the panel has for staying ahead of the changes.

What do you see as the most significant trends in Microsoft Teams Rooms right now, and how do you think they will impact businesses moving forward?

Richard Knott, Director, Alliances at Shure

[caption id="attachment_49370" align="alignright" width="264"] Richard Knott, Shure[/caption]

According to Shure's Richard Knott, many businesses are still progressively adopting and adapting to new ways of working and using their meeting spaces differently.

He says: "Part of this progression includes enhancing Teams Rooms' audio and visual capabilities to deal with the increased needs and expectations of in-person and remote participants.

Knott adds: "Where previously businesses mostly looked to equip smaller spaces with new videoconferencing tools, we’re now seeing a trend in larger and bespoke spaces being enhanced with Teams Room functionality to support town hall and presentation-type events with best-in-class audio and video devices, allowing organisations to easily bring in larger groups and deliver hybrid meetings without compromise."

Sam Kennedy, Senior Director of Product Marketing, Crestron

"The first thing that comes to mind is scale," comments Sam Kennedy of Crestron.

He posits: "How do I scale collaboration everywhere? Microsoft Teams was pervasive at the start of the pandemic when everyone worked from home."

Kennedy continues: "Now, as people return to the office, how can we enable as many spaces as possible so that users can collaborate from anywhere?

"A recent survey by Crestron revealed that 84 percent of our customers attend weekly hybrid meetings. Ensuring that every space is collaboration-enabled is critical."

He adds: "The next question I have is equally important: How do I drive an equitable experience? If I create a truly equitable meeting environment where everyone can see and be seen, I’ll need intelligent audio, intelligent video, ease of use, and automation. If I have one-button functionality that gives every attendee an excellent view of everyone else, regardless of location."

Nigel Dunn, Vice President and Managing Director EMEA North at Jabra

"Organisations will continue redesigning offices and meeting spaces for hybrid work," says Jabra's Nigel Dunn. "For some, this means downgrading real estate footprints for more concentrated, purpose-built spaces with technology that meets the needs of a hybrid workforce."

Dunn highlights that Microsoft Teams Rooms is transforming how meetings happen, with video leading in creating better hybrid meeting experiences for everyone, whether in the meeting room, working from home or joining on the go.

Dunn continues: "There’s a renewed focus on bringing people closer across the hybrid workplace. Video-enabled conference rooms are front and centre, with increasing demand for easy-to-use room systems optimised for Microsoft Teams Rooms and offering a seamless experience for all participants." He concludes:

"Intelligent video solutions will enable organisations to address the challenges of the hybrid workplace, from AI that tells you the number of people in a meeting room to providing authentic, more inclusive interactions."

What are some of the most prominent challenges organisations face when adopting Microsoft Teams Rooms, and how have they overcome them?

Sam Kennedy, Senior Director of Product Marketing, Crestron

[caption id="attachment_49371" align="alignleft" width="284"] Sam Kennedy, Crestron[/caption]

Kennedy remarks: "This ties into my second point from the previous question: The biggest challenge would be not having the right technology in the right rooms."

He explains: "During COVID, everyone was in survival mode: grab a webcam and a headset — whatever one could find. We saw many rooms with a mishmash of various products, often creating poor experiences.

"In a hybrid workplace, the goal should be achieving consistency built off of the Microsoft Teams solution."

Kennedy proffers what he believes is a huge opportunity: "If every one of an organisation’s spaces — and I’m talking about a scale that could be global in reach — has a consistent user interface, consistent technologies, and consistent experiences that drive accurate equity for every member of the staff.

"It’s the biggest challenge, but it presents the biggest opportunity: The chance to make the hybrid experience truly consistent and equitable at scale."

Nigel Dunn, Vice President and Managing Director EMEA North at Jabra

Dunn understands that one of the biggest challenges is understanding what a meeting room should look like, from the design and layout to deciding what audio and video technology is needed to get the best Microsoft Teams Room experience. He remarks:

"Today, 80 percent of all meetings are either fully virtual or hybrid, with only 20 percent happening in person. Companies want meeting experiences where all participants can be seen, heard and included, where everyone can have an equal presence and impact."

Dunn continues: "Great meetings start with great sound. Devices that are certified for Microsoft Teams deliver reliable, high-quality audio."

He adds: "Organisations are also embracing video conferencing solutions such as Jabra’s PanaCast 50 intelligent video bar, with premium audio and professional-grade microphones so everyone in the room can be heard, combined with a 180-degree field of view that fits everyone in the picture so that all participants in the room can be seen."

Richard Knott, Director, Alliances at Shure

Knott comments: "The Microsoft Teams Rooms design archetypes cater very well for replication and standardisation in a range of room types which can be deployed with even a DIY approach, up to a specific size.

He advises: "To maintain a consistent experience outside of those archetypes — particularly when it comes to larger spaces or those used for presentation, training, or education — organisations should still look to use the services of experienced systems integrators who can design with user-specific and room-specific needs in mind using devices Certified for Teams Rooms, outside of the typical sit-down videoconference use case."

What are some of the most promising new features and capabilities coming to Microsoft Teams Rooms, and how do you see them changing the game for businesses?

Nigel Dunn, Vice President and Managing Director EMEA North at Jabra

[caption id="attachment_49372" align="alignright" width="257"] Nigel Dunn, Jabra[/caption]

Dunn says about his firm, "Jabra has been working with Microsoft to define a new standard global standard for meeting rooms. We have focused on creating a better hybrid workplace meeting experience, looking at how to enhance collaboration capabilities and increase business productivity."

He adds: "A purpose-built, modular room kit like the Jabra PanaCast 50 Room System, optimised for use with Microsoft Teams, is the ideal, plug-and-play solution for companies looking to upgrade their meeting room technology for the hybrid working world."

Dunn relates to the importance of inclusivity in meetings and remarks:

"Room systems that work seamlessly with Microsoft Teams Rooms’ front row layout make hybrid meetings more inclusive and engaging as every attendee can be seen, no matter where they are sitting."

He concludes: "Taking this a step further, Dynamic Composition, an intelligent camera technology, helps bridge the gap between in-person and remote meeting participants by providing a close-up view of participants in the room when they speak."

Sam Kennedy, Senior Director of Product Marketing, Crestron

Kennedy welcomes that Microsoft continually updates its UI to be more intuitive.

He remarks: "Beyond that, they’re leaning into compatibility with extra-wide monitors, specifically the 21:9 aspect ratio. When Front Row is enabled in a 21:9 format, that gives everyone an expanded look at instant messages on one side of the screen."

Kennedy explains: "It’s a tremendous feature for the more introverted attendees in a meeting who feel more comfortable typing a question or comment than chiming in verbally. It also allows for a better look at the “raised hand” icon, so the meeting moderator can quickly identify those who wish to contribute."

He concludes: "When you couple those tools with intelligent video — a video that can track and frame individuals in a conference room and eliminate the “view down the bowling alley” perspective that comes from a single, fixed camera in a conference room — you’re moving to a much more equitable collaboration experience."

How do you think the ongoing shift to remote and hybrid work will impact the use of Microsoft Teams Rooms, and what advice do you have for organisations looking to stay ahead of the curve in this area?

Richard Knott, Director, Alliances at Shure

"Organisations looking to draw staff back to the office need to make that experience worthwhile," comments Knott.

He says: "As such, on-site meeting rooms should be equipped with the latest technology — Certified for Teams Rooms— from vendors who can cater for the most demanding user needs for quality, as well as deployment flexibility and scalability, to ensure consistency and ease of use across the organisational landscape."

Sam Kennedy, Senior Director of Product Marketing, Crestron

Kennedy points out that the technology is so pervasive now that we can understand this platform's flexibility.

He explains: "People will always want to meet in person — but not all the time. With remote work enabled by platforms such as Microsoft Teams Rooms, workers become more productive and happier." He observes:

"People can work from anywhere. That means they can live anywhere — and organisations can now recruit from a global talent pool."

Kennedy adds: "Microsoft — and other manufacturers — are adding features at a lightning pace. This technology is only going to get more refined and more intuitive."

He finishes with some advice for enterprise: "Make sure every space is connected, large and small. And make sure it’s connected with the right technology for the space. We’re truly in a world where people can collaborate no matter where they happen to be."

Nigel Dunn, Vice President and Managing Director EMEA North at Jabra

"The shift to hybrid work has led to more demand for video-enabled conference rooms", remarks Dunn. He refers to a Jabra research statistic and says:

"Video makes meetings more inclusive and productive; 61 percent of employees say they feel more included and present when everyone has their camera turned on."

Dunn adds: "Organisations should utilise data and AI to make informed decisions about optimising office space and creating a physical and virtual workplace where everyone is productive.

"Real-time, anonymous people count data can monitor room usage to get an accurate picture of how facilities are being used, and ultrasonic motion sensors can detect people in the room, so the meeting room system wakes up and is always ready to go."

He advises: "Plan for the future and invest in technologies that can create the ultimate hybrid workplace where people go to collaborate and be inspired."

rate this story

helps rank stories across uc today

The discussion0 takes · attributed & checked

Does this reflect your experience?

opening the room…

Read nextordered by techtelligence · every pick explained

same beat · UC&C