The prevalence of hybrid and remote work has made it necessary for organisations to employ audio and video conferencing tools such as Microsoft Teams and its associated infrastructure. Microsoft Teams Rooms (MTR) is one of the many ways Teams has revolutionised remote collaboration, offering professional and seamless meeting experiences. As the second-biggest Teams-dependent country, many of the approximately 1.9 million companies in the UK that use Teams also benefit from Teams Rooms.

In this guide, we'll shed light on everything you need to consider when choosing a Microsoft Teams Rooms system. This will help you to select the right Teams Rooms kit and license for your organisation, while also taking your budget into account.

Understanding Microsoft Teams Rooms (MTR)

A Microsoft Teams Room is a dedicated set of hardware installed in collaboration spaces to provide a professional and immersive video conferencing experience. It integrates the Teams interface with Microsoft-certified devices to facilitate easy content sharing, high-quality audio and video, and one-touch join for both in-room and remote participants.

Key Components of Microsoft Teams Rooms

A standard Teams Room consists of the following features:

• Compute unit (core device): The compute unit is the brain of the system, which runs the Microsoft Teams Rooms app. It comes in two main platforms—Windows-based MTR and Android-based MTR.

• Touch console: This is the central control panel placed on the meeting table like a remote control. It allows users to start or join Teams meetings, share content, control camera and audio, and adjust room settings.

• Audio devices: The audio equipment consists of microphones and speakers. The microphones can be ceiling-mounted, tabletop, or integrated into soundbars where they can pick up voices clearly. Similarly, the speakers can be mounted in the walls or ceiling or part of an all-in-one soundbar where they can evenly distribute audio playback.

• Cameras: These could include fixed cameras, Pan-Tilt-Zoom (PTZ) cameras, or intelligent cameras with speaker tracking or auto-framing. The goal is to ensure all participants are clearly visible regardless of room size.

• Display(s): This typically involves one or two large flat-panel displays. The screen displays the video feed of remote participants. If it's a dual-screen setup, another screen is used for shared content.

• HDMI ingest or wireless sharing for presenting content from laptops or other devices.

• Room scheduling panel (optional): Mounted outside the room to show room availability and promote instant bookings.

• Cables and mounts

Types of Microsoft Teams Rooms 

There are two main types of Microsoft Teams Rooms (MTRs), including:

• Teams Rooms on Windows
• Teams Rooms on Android

The key difference between them lies in the operating system used by the core device. While the Windows-based MTR offers a more traditional PC experience, the Android-based Rooms is more streamlined and often integrated into all-in-one video bars.

Teams Rooms on Windows:

The Windows-based Teams Rooms system employs a Windows PC as the compute unit. It offers a wide range of features, including front-row layout, Together mode, and the ability to join meetings across different Teams clouds. Many certified Teams hardware solutions such as those from Creston Flex and Poly Studio R30 can be configured as a Windows-based MTR.

Teams Rooms on Android:

An Android-based Rooms system uses an Android operating system and can be connected to a touch console via IP or USB. Its streamlined and unified nature makes it more suitable for small to medium-sized meeting rooms. Neat Bar is a popular example of an Android-based Teams Rooms solution.

Assessing Your Meeting Space

Before choosing your Microsoft Teams Rooms system, you have to consider your meeting space.

Types of Meeting Spaces

For Teams Rooms, meeting spaces can be broadly divided into four types, including:

• Huddle rooms
• Small to medium-sized rooms
• Large conference rooms
• Multi-purpose or training rooms

‍Huddle Rooms:

A huddle room, which typically consists of 2 to 4 people, is a compact space for quick meetings or one-on-ones. It requires simple plug-and-play MTR systems such as integrated soundbar plus camera units.

Small to Medium-sized Rooms:

Small to medium-sized rooms comprise 4 to 8 people and is the most common room size for team meetings. Such meeting spaces need more powerful microphones and wider-angle cameras. Hence, they may benefit from a dual-screen setup for content sharing plus remote participants.

Large Conference Rooms:

With a capacity of 8 to 20+ people, large conference rooms require multiple mics, wide or intelligent cameras, and separate speakers. In addition to dual displays, extra control accessories (e.g., a wall-mounted scheduler and centre-of-the-table console) would be beneficial.

Multi-purpose or Training Rooms:

As highly flexible configurations, multi-purpose and training rooms need modular or mobile MTR systems. They often benefit from wireless mic systems, PTZ cameras, and matrix switching for AV sources.

Key Factors to Consider When Choosing an MTR System

Aside your meeting space, here are other essential considerations to make when selecting your MTR system:

Core Components

It's important to carefully select your microphones, speakers or integrated sound bars, camera types, camera placement tips, touch consoles, room scheduling panels, and of course, your compute unit (Windows-based or Android-based).

Network Reliability and Security

For an MTR system, Wi-Fi may not be reliable. So, you may need to have wired Ethernet connections in place for stability, especially for large conference rooms. You also need to prioritise Quality of Service (QoS) to minimise latency and jitter.

MTR devices should be on a secure VLAN, with firewall rules allowing Microsoft Teams traffic. The IT admins should also keep firmware/software up to date for security patches.

Certified Hardware Vendors

It's best to stick with Microsoft Teams-certified hardware vendors for guaranteed compatibility and support. Some of the leading brands include Logitech, Poly (HP), Yealink, Creston, and Lenovo. With certified vendors, you can enjoy seamless plug-and-play setups, regular updates, and long-term reliability.

Integration and Scalability

You should choose systems that integrate with Microsoft 365 and its associated tools, calendars, and device management tools. Similarly, organisations should opt for modular setups that allow them to scale from small to large rooms as they expand. Teams Admin Center (TAC) or efficient third-party platforms can help with remote monitoring and updates.

Budgeting and Licensing

It's wise to consider your budget for hardware, installation, licensing, and maintenance. However, you shouldn't compromise on quality because of price. Microsoft offers two main MTR licenses—Teams Rooms Basic (free with limited features) and Teams Rooms Pro (paid with advanced features).

Here's a detailed comparison of Teams Rooms Basic and Pro.

Don't forget to also factor in future upgrades and potential expansion.

Deployment and User Experience

Your deployment should include professional installation, proper cable management, and initial testing. It's also imperative to prioritise a clean, intuitive user interface (UI) with consistent behaviour across rooms. Additionally, organisations should train users and provide quick-start guides to promote adoption. It's best to aim for a “walk in and start” experience with minimal IT involvement.

Bottom Line

Your choice of Microsoft Teams Rooms system should depend on your organisation size and meeting space, budget, and specific organisation needs. Ensure you don't mismatch hardware for room size, ignore environmental and acoustic factors, and overlook software licensing. Finally, choose certified hardware vendors and make adequate network planning.

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