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The Beginner's Guide to Microsoft Teams Rooms - Get Support IT Services - Optimizing the meeting experience |
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Upgrade to Microsoft Edge to take advantage of the latest features, security updates, and technical support. This article is intended to guide users on how to optimize meeting spaces with Microsoft Teams Rooms solutions and devices. It includes information on Teams Rooms device and solution uses, layouts, and specifications.
Microsoft Teams Rooms solutions offer flexibility of purpose and even flexibility of movement throughout a space that traditional meeting rooms do not. For example, with Teams Rooms devices, users can enhance their collaboration with a digital whiteboard, and intelligent people-tracking cameras make sure every local participant can be seen no matter where they are in the room.
Any type of space and any type of meeting can be optimized with Teams Rooms devices or Teams Rooms solutions. Meet and present meetings are the first bucket, and this meeting is generally more formal. Audio-visual is a priority, and there is a focus on presenting content.
The device is typically fixed, allowing users to remain seated while interacting with the device from a center-of-table console. Meet and present spaces prioritize presentation and discussion, which means the layout and technology must be optimized for content sharing and remote co-creation. Everyone needs to be involved in the discussion and must be able to see and interact with shared content.
Meet and present space layouts: Tables should be fixed and located in front-of-room displays. In smaller rooms, the tables may be attached to the wall, but in larger spaces, they must be separated to accommodate camera considerations.
Meet and co-create meetings are generally less formal with a priority on co-creation, inking, and whiteboard. Access to personal files is also a focus for this bucket. The device can be mobile, encouraging users to stand up, gather, and interact with the device. The right space bridges users and the technology seamlessly and eliminates friction for even the most novice users.
Teams devices are designed to be user-friendly enough for young students or new users to navigate adeptly, and for educators or admin to control and customize from first use. Meet and co-create space layouts: Tables and co-creation equipment can have flexible positions and should accommodate groups of people working at either the tables or the equipment. Remember, both types of rooms can handle both types of experiences when needed.
Rooms can also be designed to accommodate both easily by having technology for each use. The important thing to remember is that no matter what space you are equipping, from a private office to a lecture hall, it needs to be Teams enabled. Combination presentation and co-creation space layouts: A combination of use cases from other meeting scenarios can be combined to form multi-purpose rooms where presentation-focused meetings, as well as co-creation work, can be achieved with equal efficiency, often simultaneously.
A great meeting experience is the result of using the best possible technology for a meeting space in ways that facilitate the exchange of ideas without being intrusive. Teams Rooms go beyond what can be done with Teams on personal devices by providing unique in-room capabilities, like one-touch join, content cameras to share physical whiteboards into the meeting in an intelligent way, and proximity features like seamlessly transferring a Teams meeting from your personal device to the room.
Non-native and self-built systems that rely on external services, or a bring-your-own-device connection, will never truly match the ease of use or immersive quality of a native Teams Room. It's understood that over the course of a deployment, there may need to be intermediate steps such as quickly deploying bring-your-own-device meeting rooms implemented on your path to a fully native Teams experience in your meeting spaces.
By having both Teams on all your personal devices and properly deployed Microsoft Teams Rooms in all your spaces, you will be able to facilitate the best possible meeting experience for every one of your users. As you plan to achieve the best possible experience, you will need to address all your spaces in terms of both technological deployment and end-user guidance and training. It's normal when planning for a large-scale, company-wide rollout for it to happen in stages with some rooms seeing technology added at different times, or even certain components being installed earlier than others such as deploying Teams panels for scheduling in every room in a particular building while installing Teams Rooms solutions one floor or even room at a time.
Prepare your users to do this in stages to maximize your Teams meeting experience at every point along the way. You can start with this plan by addressing all your non-AV or non-collaboration-equipped meeting spaces.
You can still take advantage of Teams in your meeting rooms, even if those meeting rooms have not yet had Teams devices installed. Video: When these rooms are used, individual users can bring their own devices to share in the Teams meeting content and capture their expressions with their individual cameras. Users can then designate someone to be the single source of audio for the local group, connecting that personal device to the certified audio device, so that everyone both local and remote has a positive experience with meeting audio.
Engagement: Enabling your meeting rooms for a better Teams meeting experience, even when it requires the use of personal devices and peripherals, will still allow your users to expand on what they can do with Teams. When your users are situated in private offices and at individual workstations, Teams facilitates in-person discussions in addition to engaging with remote participants.
If you install Teams Rooms solutions or if you already have rooms that have already been deployed with appropriate Teams Rooms devices for their respective spaces, then you are well on your way to having great meeting experiences. Audio: Audio for these meeting spaces will be handled by the Teams Rooms solution and its Microsoft-certified audio devices. Video: Video in these spaces will be handled by the Teams Rooms solution and its Microsoft-certified cameras.
Engagement: Your end users will be able to take advantage of the complete Teams Rooms experience for their meetings, ensuring that everyone can join meetings easily and have great and audio and video. Training your users to use technology in coordination leads to the most efficient and streamlined outcome.
The best possible scenario is a combination of installed technology and personal devices. Audio: Most meeting-room connectivity and audio-video work will be handled by the Teams Rooms solution, while individual users can join the same meeting with cameras on and audio off for a completely immersive experience.
Video: Remote users will be able to see everyone take part in the meeting beyond just speaking and content sharing. A remote user can turn on personal video to gain a view from anywhere in the room with the ability to focus in on any participant. Engagement: Chat can remain dynamic with all participants, local and remote, involved and engaged. Video sharing from both Teams Rooms and via individual cameras allows remote participants to feel engaged with everyone.
Using Teams on all devices ensures that local room users and remote users feel equally engaged in meetings. The right audio and video technology choices will help users get the most out of their Microsoft Teams meetings. Audio considerations are critical to ensure both remote and in-room participants can be clearly heard and understood. Microphone and speaker coverage must include every seat in the room without leaving gaps.
A single source of audio for a space is required to ensure that there are no audio issues in a meeting room. Pairing the right microphone and speakers for each space will give the best possible results for being heard clearly without distraction.
In shared spaces, the options expand, but the same principles remain: meeting participants need to be heard and hear others clearly. All-in-one audio devices are easy-to-deploy, high-quality options for smaller spaces with a limited number of participants seated relatively close to the audio device. In larger spaces , the microphones and speakers separate to ensure maximum coverage across all participants in the space.
Many solutions for medium- to large-sized rooms are available as part of a kit that requires no configuration, only physical installation of microphones and speakers.
In the very largest and most complex spaces , solutions are available that allow for a variety of microphone and speaker types to be used together, such as capturing a lecturer and audience voice from a large hall while simultaneously bringing the call to everyone.
These solutions are best achieved when deployed with a Microsoft partner who has expertise in the design and deployment of more technically involved solutions.
Video is equally important as audio. Capturing physical, non-verbal communication like facial expressions or gestures is as important as the classroom or meeting content to ensure maximum engagement and understanding. Rooms need to be equipped with the appropriate size of display so that everyone can experience the meeting properly, whether in the room or remote.
This is why rooms also need to have the right camera coverage and field of view FOV to effectively capture all the in-room meeting participants for those joining remotely. As important as good audio, high-quality video is a necessity for modern Teams collaboration. Technology for cameras has advanced significantly with high-quality cameras now available for all spaces. Included cameras in devices like laptops and tablets should be used in all meetings to ensure that everyone is seen and heard.
For users looking to bring a richer video experience to a personal space , external cameras represent a step up from embedded devices and can be used in a greater number of scenarios and configurations, ensuring that call participants share the best quality view of themselves. In shared spaces, the options and features expand.
Smaller rooms may be covered by cameras included within all-in-one audio devices, such as soundbars. These cameras typically feature a wide field of view, ensuring that they capture every participant in the space in a single shot. Many of these cameras also feature things like intelligent framing of the image, so that the camera only shows the people in the meeting and not empty chairs, or people counting, to track and understand space utilization.
In larger rooms , cameras feature the technology needed to capture participants in a variety of locations at varying distances away. These cameras can capture groups or focus on specific individuals while maintaining great visual clarity. Devices that can track and feature only active speakers are regularly used in larger spaces so that many participants may be featured individually throughout a meeting as they contribute their thoughts. This section explores how Microsoft is transforming standard conference rooms into enhanced Microsoft Teams Rooms that bring the best of the new Teams front row experience.
Use this article for room design and technology guidance, recommended products, and Microsoft Corporate Facilities reference specifications. The future of work will be fluid, dynamic, and powered by the cloud. Microsoft enables meeting experiences that allow people to be there, from anywhere, at any time.
These meetings are hybrid, which means you can join them seamlessly. Meetings enhanced with Microsoft devices are inclusive; every voice is heard, and everyone is clearly represented. Microsoft sees a future where meetings are immersive and spaces are designed around people. Our dynamic meeting views keep everyone connected to the content and each other: Formal presentations are paired with collaborative chats.
Digital canvases unleash group creativity. Everyone can connect face to face wherever they are. The vision for the future of meetings is grounded in a simple belief: meetings should offer so much more than just a one-time transaction. Meetings will be designed for everyone, whether they're in the room or across the world. In Microsoft's hybrid workplace, the next generation of room standards are informed by the needs of both remote and in-room participants.
An enhanced room is a Microsoft Teams Room designed to deliver an elevated hybrid meeting experience, fostering more natural and immersive connections while enabling everyone in the meeting to feel included, represented, and productive. The room follows a set of principles made real through a combination of Teams Rooms software and hardware capabilities and room configuration guidance.
The concept for the enhanced Microsoft Teams Room is designed around two key goals that are supported by a set of experience principles. An enhanced room experience is all those components and ideas put together with no single feature defining the experience.
The individual features and concepts found in our enhanced Microsoft Teams Rooms may also be deployed on their own. Take advantage of our new front row front-of-room display experience in all types of meeting spaces where there is a Microsoft Teams Room solution that supports it.
Implement curved tables and front-facing layouts with traditional Microsoft Teams Room experiences to promote better human connection in the room while maintaining continuity of experience across all meeting spaces.
Enhanced Microsoft Teams Rooms are not meant to be a replacement for all other meeting spaces inside your organization, but rather to act as a supplement to existing meeting spaces that utilize Microsoft Teams. They should be deployed strategically within your organization to the spaces and locations where face-to-face interactions with remote meeting participants will be most valued. Microsoft Teams Rooms will continue to deliver people-centric hybrid meeting experiences made available through software updates.
However, there are hardware technologies and room configuration guidance that play a key role in optimizing some of the enhanced experiences.
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