Transitioning to Microsoft Teams Video Conference Room

Published Apr 26 2021 11:48 AM 10.8K Views
Microsoft

Several organizations have started to incorporate the usage of Microsoft Teams for collaboration, establishing communication, and audio/video meetings. This virtual platform has been technologically embraced and its adaptation has escalated due to the Covid-19, pandemic that began in early 2020.

Microsoft Teams has acted as a backbone for numerous organizations in assisting them to not only survive the pandemic but also to help them easily transform into work from home circumstances. After working virtually for a significant amount of time, employees are now planning or returning to work. They are experiencing difficulty joining teams meeting with audio/video from their conference rooms. Some of the reasons why employees are struggling will be elaborated below.

Organizations can put their efforts into helping their employees to resolve their problems while providing them a convenient working environment. I will elaborately address the ways through which organizations can efficiently join Teams meetings from their conference rooms. In addition to that, I will also be discussing Microsoft licensing and FAQs following the end of this blog post.

Note: The devices mentioned in each section are merely suggestions; I strongly advise you to test, pilot and select the appropriate device for your setup. Please visit http://aka.ms/teamsdevices for additional information. I also recommend you watch this video before reading this article. 7 mins video to learn about Microsoft Teams Room.

 

Below enlisted are some of the few reasons because of which employees struggle to join Teams meetings from the conference rooms.

 

  1. The existing conference room only has a conference speaker on the table.
  2. The existing conference room only has a monitor/projector and speakerphone for audio.
  3. The existing conference room is the latest Cisco Rooms, recently invested.
  4. The existing conference room is a native Zoom Conference room.
  5. The existing conference room is a legacy room (Cisco, Bluejeans/Polycom etc.).
  6. The existing conference room has a dedicated PC to use as a conference room device.
  7. The existing legacy boardroom or executive rooms doesn't work with Teams meeting.
  8. The existing training room is not designed to work with Microsoft Teams.
  9. Executive office room small side table setup doesn’t work with Teams meeting.
  10. The existing conference room is setup with Surface Hub in Skype only mode, doesn’t work with Teams meeting.
  11. Teams Audio/Video device in Clinicians and Patient room.

Elaborating these consecutively.

 

The existing conference room only has a conference speaker on a table.

For a variety of purposes, organizations utilize only a speaker in this set-up. Users will accompany their laptops to the conference room and dial a phone number to attend the meeting, or call back from the meeting to the phone number labelled on the conference phone. Users can dial into a meeting when the Teams user who configured the meeting has an Audio conference license. Nothing changes for the user except, they won't be able to project on a large screen. This is a major problem that must be resolved.

 
 

Sample: Huddle spaceSample: Huddle space

 

 

This space can easily be converted into a Microsoft Teams video conference room by the organization. Assuming this is a tiny huddle space. My single favourite gadget with all built-in functions for the room is the Yealink VP59 Teams Video phone which has HDMI output for connecting to a widescreen. In small rooms, Crestron Teams Video Phone and Lenovo Think Smartview can be considered viable alternatives.

 

Sample: Modern Teams Video Phone RoomSample: Modern Teams Video Phone Room

 

 

Some of my personal suggested Teams room devices that are modest and easy to set up are.

Note: Requires monitor in the room to connect the video.

  1. Poly Studio X30
  2. Yealink A20
  3. Logitech Rally Bar Mini
  4. Audiocodes RXV80

There is the availability of a range of distinct alternatives, and we are adding additional partner devices; please visit https://aka.ms/teamsdevices

Moreover, Microsoft Surface Hub would be ideal for this space, as users would be able to join Teams meetings with audio/video, whiteboard, and collaborate efficiently. It would also be good to have both the Surface HUB and MTR installed in this room to have a coordinated join pleasant audio/video experience while being able to communicate in real-time with remote participants.

 

The existing conference room only has a monitor/projector and speakerphone for audio.

Usually, the existing conference room where only a monitor or projector and desktop speakerphone to dial into a meeting is installed.

Employees will require to bring their laptops into the meeting room, plug them into an HDMI or wireless HDMI input system (such as Clickshare or AirMedia), and share the screen to address the prospectus. Considering the absence of a video camera and the fact that video is only available from an employee's laptop, this doesn't provide a pleasant experience.

Organizations can conveniently convert this space into a Microsoft Teams video Conference room.

 

Sample: Modern Teams room for the medium size roomSample: Modern Teams room for the medium size room

 

Some of my personal suggested Teams room devices for medium-sized rooms which will blend perfectly in and be modest and reliable to set up are.

  1. Logitech TAP with Rally Sound System
  2. Crestron Room Systems
  3. Yealink Room System MVC800

There is the availability of a range of distinct alternatives, and we are also adding additional partner devices continuously; please visit https://aka.ms/teamsdevices

Moreover, Microsoft Surface Hub would be ideal for this space, as users would be able to join Teams meetings via audio/video, whiteboard, and collaborate efficiently. It would also be good to have both the Surface HUB and MTR installed in this room to have a coordinated join pleasant audio/video experience while being able to communicate in real-time with remote participants.

 

The existing conference room is the latest Cisco Conference room.

Because Cisco Room devices are recently deployed, it is unlikely organizations will replace them with Microsoft Teams Room native devices.

In this case, you can integrate Cloud Video Interop Service from Cisco, Poly, Pexip or Bluejeans. CVI is a SaaS service from partners that can be quickly set up in the cloud, nothing to deploy on-premise and apply a license to each Office365 user who will schedule a meeting. You can also enable one-button join or one-touch dial into Cisco devices, allowing users to walk into the conference room and join Teams meeting with one touch. CVI Partners offers a Trial service, highly recommended to enable at least two partner CVI solutions running Pilot and later you can finalize with one.

Some Cisco Rooms Webex Boards, Room devices and Desk pros) also supports WebRTC; please discuss with the Cisco rep. WebRTC enables Teams meeting to join from existing Cisco rooms without CVI in place; however, there are some limitations on experience. 

Teams with CVI Meeting inviteTeams with CVI Meeting invite

 

 The existing conference room is a native Zoom Conference room.

Customers have begun their expedition to equip Zoom room devices with after accustoming Zoom video communications.  These native Zoom room devices have provided an Audio/Video meeting experience while users were at the office. Users are more likely to arrange and join Teams meetings from conference room devices now that companies are switching to Microsoft Teams.

What are the options to resolve this issue?

Option1: Maintain Zoom room the way it currently stands and enable Direct Guest approach to join Teams meeting. Zoom Enhances Interoperability with Zoom Rooms Direct Guest Join Capability for Microsoft Teams Meet...

Option2: Integrate Cloud Video Interop Service from Cisco, Poly, Pexip or Bluejeans. CVI is a SaaS service from partners that can be quickly set up in the cloud, nothing to deploy on-premise and apply a license to each Office365 user who will schedule a meeting and going to use Zoom rooms.

Option3: Convert Zoom Rooms to Teams Native (Latest models)

Most of the latest models of Room devices from partners Poly, Crestron, Yealink, Logitech, and a couple of other hardware supports both platforms. Please consult with your AV partner to remodeling their system by upgrading it to Microsoft Teams Room Native.

Option4: Convert Zoom Rooms to Teams Native (Older models)

I have observed many customers deployed older model Zoom rooms, such as IPAD, on the table; this is unsupported setup converting to Teams Rooms. In such specific instance, you will require to consult with your AV Vendor or Partner to substitute with the Native Teams Room listed here: http://aka.ms/teamsdevices

In certain instances, you can use the existing Microsoft Teams certified peripherals, such as Logitech Meetup camera, Logitech Rally sound system, Huddly Camera, Polycom Cameras, and several others.

So what should we do with IPAD and the PC that came with the zoom rooms? For addressing that, you can repurpose PCs for users at work or home, and use IPADs to join Teams meetings through the Teams App, which is installed on IPADs as a secondary device for users at work or their home.

 

The existing conference room is a legacy room (Cisco, Bluejeans/Polycom etc.).

Enhancing Rooms is a process that requires time and budget, along with rigorous preparation and implementation. Meanwhile, you can use Cisco, Poly, Pexip, or Bluejeans' Cloud Video Interop Service(CVI) to operate existing legacy rooms with Teams. CVI is a SaaS service from partners that can be quickly set up in the cloud, nothing to deploy on-premise and apply a license to each Office365 user who will schedule a meeting. 

One-Touch Dial (OTD) calendaring to Teams can also be facilitated on Polycom/Poly room systems and personal systems (along with CVI) (and OTD to Zoom, WebEx, BJN, etc). For further details, please interact with a Poly representative. CVI Partners provides a trial program, which is highly recommended for enabling at least two partner CVI solutions to run a pilot before settling on one.

 

CVI Partners offers a Trial service, highly recommended to enable at least two partner CVI solutions running Pilot and later you can finalize with one.

Step2: Engage Microsoft Teams Devices Partners for Pilot

The majority of Microsoft Teams Certified device partners deliver loaner/test units for a few weeks to enable organizations to try Microsoft Teams Room devices. For that one will have to deploy and test to see just how effective it is to implement, operate, and experience.

Step3: Start the groundwork regarding transitioning to Microsoft Teams Room.

Step4: Interact with Microsoft Account representative to see if there is any FastTrack room offer. FastTrack room grants white-glove room deployment as a compliment for customers to experiment. This system is likely to modify each year; please inquire with your Microsoft Account representative for additional details.

 

The existing conference room has a dedicated PC to use as a conference room device.

I've seen a fair amount of conference rooms with fully loaded Windows PCs where users can log in and access the Meeting app with their credentials. This is simply an outdated, insecure and unautomated approach to use the conference room's shared device.

All PCs and their peripheral devices should be withdrawn and authorized the deployment of Microsoft Teams Room, either as the Windows or Android version. Surface Hub2 would also be an ideal choice for this room.

 

Sample: MTR and HUB togetherSample: MTR and HUB together

 

 

Microsoft FastTrack Room program: You will have to discuss with a Microsoft Account representative to see if a FastTrack room is available. FastTrack room grants white-glove room placement as a compliment for customers to try. This system is likely to modify each year; please inquire with your Microsoft Account representative for additional details.

My personal suggested appliances for medium-sized rooms which will blend perfectly in and be modest while being reliable to set up are.

  1. Logitech TAP with Rally Sound System
  2. Crestron Room Systems
  3. Yealink Room System MVC800

There is the availability of a range of distinct alternatives, and we are also adding additional partner devices; please visit https://aka.ms/teamsdevices.

 

The existing boardroom or executive rooms doesn't work with Teams meeting.

The boardroom and executive room are typically big. They have a variety of gadgets including ceiling speakers and microphones, DSPs, video switchers, wireless microphones, and multi-camera support. Embodying steps described below will surely bring Microsoft Teams meeting experience into these rooms.

Step1: The organization should integrate Cloud Video Interop Service from Cisco, Poly, Pexip or Bluejeans. Apply CVI license to Executive Assistants and Executives who will most likely schedule Teams meeting and walk into a conference room to start the meeting with one touch.

Step2: Deploy Microsoft Teams Room

Microsoft has partner solutions that can be integrated with existing room peripherals setup, replacing central console, i.e. Cisco/Polycom or other solution. Often times there are lights and blinds, controls also integrated with the room console; therefore, highly recommended to discuss with your AV design partner and design/deploy/integrate accordingly.

Below are a few of the products that are suitable to be used in Large/Boardroom or Executive rooms. Please visit  http://aka.ms/teamsdevices  for additional  details.

  1. Poly - Studio X series - Small meeting room / Focus room / Executive office / Room system | Teams de...
  2. Poly - G Series - Midsize meeting room / Large meeting room | Teams devices (microsoft.com)
  3. Yealink - MVC II series - Extra large meeting room / Education / Large educational spaces / Healthca...
  4. Crestron - UC C160 Series - Midsize meeting room | Teams devices (microsoft.com)
  5. Logitech - Tap with Rally - Midsize meeting room | Teams devices (microsoft.com)

Sample: Teams Executive/Large Conference roomSample: Teams Executive/Large Conference room

 

Sample: Teams Executive/Large Conference roomSample: Teams Executive/Large Conference room

 

 

The existing Training room is not designed to work with Microsoft Teams.

Training rooms are typically quite large, thus a better audiovisual system is needed. The majority of training rooms are comprised of just a single projector or several big monitors. In such specific instances, organizations can deploy Microsoft Teams Room devices into large rooms. CrestronYealinkPoly, HP, and Dell can equip models that are compatible with Large Meeting training spaces.   Shure line of products has recently been certified for Teams, making them suitable audio peripherals for meeting rooms. You can find additional product details at  http://aka.ms/teamsdevices.

A large training room can act as a challenging setup while attempting to provide an appropriate working environment for trainees. I recommend discussing this issue with AV Vendor and create a personalized training room that can be used with Microsoft Teams.

 

Sample: Training and Divisible RoomsSample: Training and Divisible Rooms

 

Sample: Training and Divisible RoomSample: Training and Divisible Room

 

Executive office room small conference side table setup, enabling Teams meeting.

Many executive offices have small conference room table on the side. As you can relate to this picture, there is either a desk phone or conference phone on the table for executives to join meetings by dial-in into meeting phone number. This setup is not intuitive, modern nor has video.

 

Exec Small room.jpg

 

Organizations can make this conference room look elegant by including simple Microsoft Teams Room Android devices. Below are a few products you can deploy to upgrade the look of these conference rooms.

  1. Teams Video Phone VP59
  2. Poly Studio X30
  3. Yealink A20
  4. Logitech Rally Bar Mini
  5. Audiocodes RXV80

There is the availability of several alternatives, and we are also adding additional partner devices; please visit https://aka.ms/teamsdevices.

Unless there is a separate MTR Resource/Room account being used in MTR, executives Active Directory accounts are likely to have MFA enabled, Windows-based MTR is not the right choice in this condition. After receiving new updates, Windows MTR has the nature of automatically rebooting itself. Thereby MFA will not enable it to fully prepare after the reboot. So this tends to create complications.

 

The existing conference room is set up with Surface Hub in Skype only mode, doesn’t work with Teams meeting

Users won't be able to do one-click join in Surface Hub unless your IT has authorized it for connecting to the Microsoft Teams meetings. Visit this blog post for instructions on how to use Surface Hub for Teams meetings. Download the Microsoft Teams app for Surface Hub - Microsoft Tech Community

 

Teams Audio/Video device in Clinicians and Patient room

Microsoft Teams is being promptly implemented by healthcare professionals to streamline several applications through a single one. They are using healthcare communication platforms like TigerText, Vocera, Paging App, Zoom, Webex, and several others.  To enable Audio/video at the patient's bedside and to connect and interact with a patient virtually, Teams Audio/Video personal device can be installed in the clinicians' offices and at the patient's bedside.

 

Doing this will establish secure communication and will make virtual rounding duties much quicker. This will particularly help the healthcare professionals to strive and provide the best service possible to their patients remotely.

Sample Patient Examine RoomSample Patient Examine Room

 

 

Licensing: Microsoft Teams Rooms licenses - Microsoft Teams | Microsoft Docs

Microsoft has two (Standard and Premium) dedicated SKUs for licensing meetings and calling on a per-device basis for meeting room devices (such as Microsoft Teams Rooms, Microsoft Surface Hub, and collaboration bars for Microsoft Teams). It is not recommended to use any other licensing other than the Microsoft Teams Room license for shared audio/video room devices.

 

Difference between Standard and Premium License.

Great meeting room experiences: Meet the new Microsoft Teams Rooms Standard and Premium - Microsoft ...

 

Enable Teams Room with Voice (Telephone Capability)

You can enable the Microsoft Teams Room or Surface Hub device to be used as a standard Telephone (without a meeting). The use case would be calling any phone number to join the audio-only meeting or to call any PSTN phone number. To enable this feature, you will need a Phone System plus a Calling Plan license from Microsoft. The phone system license is included in the Microsoft Teams Room standard or premium license. You can add a Domestic or International Calling plan license to the user account, which enables a dial pad in Microsoft Teams Room to make a phone call without the meeting.

 

MTR  With Dialpad and Zoom/Cisco Meeting enabledMTR With Dialpad and Zoom/Cisco Meeting enabled

 

FAQs:

  1. Microsoft Teams Room be deployed in any PC Hardware?
  • No, Only Microsoft Certified Partner Teams devices can be deployed.  
  1. Do I need to create AD Account for Room?
  • Most likely no, unless this is brand new conference room, you already should have Room AD Account to reserve room which you can apply MTR License to transform into Teams Room account, and then you, will need to sign in with that account in the MTR Console.
  1. Do I need Deskphone or Conference phone in addition to MTR
  • No, MTR will have full Audio/Video and Telephone capabilities. You should be able to remove all wires, desk phone and conference phone from the room to make it clean setup.
  1. Can I connect MTR with my Telephone PBX so I don’t need Calling Plan?
  • Yes, you can, you can deploy Direct Routing to integrate Teams with on-premises voice trunks
  1. Do I need to join MTR with Domain?
  • Using Intune and Conditional Access to secure MTR would be an appropriate choice. If you don't prefer this or don’t have access to technology, you should join with AD domain, keep MTR AD PC Name object in a separate OU, and avoid imposing standard GPOs and Applications related to regular Windows OS. This MTR Windows won't be accessible to users, In addition to that users will not access to use any other program other than the MTR App. MTR will receive updates from Windows Update service.
  1. How do I troubleshoot for Quality issues?
  • IT administrators should inspect with the Call Analytics to see if there is a presence of any quality issues.  Soon, users will be able to evaluate the real-time quality and output data.
  1. Any prerequisites before deploying MTR?
  1. Can I join Zoom and Webex Meeting from MTR?
  • Yes, but you must activate it from the MTR Touch console. Enable is a function that only the administrator has access to, so doing this would be vital.
  1. Who do I call if there is an issue?
  • For hardware-related issues, you can contact the MTR vendor. Similarly, you can contact Microsoft to open a case if you're having problems with your account or a meeting. Whereas, Microsoft can provide proactive and reactive remote assistance if you have an MTR Premium license.
  1. How do I monitor MTR?

 

The innovative transformation has led our customers to utilize Microsoft Teams during this difficult time. Microsoft Teams Video Conference Room has acted as a life saviour and has been able to provide a sophisticated experience to users in different sectors. Microsoft Teams helped organizations and the entire technology world to address virtual services and have acted as a driving force to elevate the global customers during this catastrophe period.

 

5 Comments
Microsoft

Fantastic Article with tons of information!  Will be sharing with the MW Meeting Rangers team.  Great work!

Senior Member

great bundle of video room transitioning information

Occasional Contributor

Team-

 

I noticed the arcticle targets orgs which are already using microsoft teams meetings. Good one.

 

Would be good to get some understanding and benefits of why we would transition to microsoft teams rooms specially for non microsoft teams orgs. 

Orgs which are on Slack, Webex , Zoom meetings. 

 

Regular Visitor

Great article, 

 

Its an issue we have been struggling with across our business ever since we integrated our on-prem Skype for Business with our Cisco Bridge system, things have moved on a fair bit, and we are now Teams integrated with Cisco systems using Pexip however we are still looking at replacing the equipment in the rooms with new Cisco hardware rather than use Teams rooms setups. The one thing that we feel is missing from the Teams room system is the ability to manually dial a CVI bridge and input a conference number, our users really struggle with the transition from being able to just grab a meeting room and punch in a conference ID rather than inviting the meeting room to the meeting.

Microsoft

Graham,

Responding to this statement: The one thing that we feel is missing from the Teams room system is the ability to manually dial a CVI bridge and input a conference number, our users really struggle with the transition from being able to just grab a meeting room and punch in a conference ID rather than inviting the meeting room to the meeting.

 

Microsoft Teams Room supports Webex and Zoom meetings natively therefore you don't need to dial CVI, you can just start meeting with one touch. See the last image on this blog.

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