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This article introduces an end-to-end approach to planning, delivering, and operating Microsoft Teams Rooms as part of your overall meeting and conference room strategy. You'll find planning information below covering the recommended approach and key decisions that you need to make, with links to supporting technical information. We recommend that you review the Plan, Deploy, and Manage sections even if you're already fully deployed.

Microsoft Teams Rooms provides a complete meeting experience that brings HD video, audio, and content sharing to meetings of all sizes, from small huddle areas to large conference rooms. Microsoft Teams Rooms help is a great resource to find out more about Microsoft Teams Rooms and how it can add value as part of your deployment.

You can procure these components as preinstalled bundles from a number of vendors, or you can purchase the supported components individually by following the requirements documented in this article. Use the approach illustrated below to guide you through your deployment, and customize the sample outputs provided as needed for your organization. Begin with understanding what conference rooms you have and envisioning what would work best for you in the future, then move through selecting and procuring the equipment you need, readying your sites, configuring and deploying your service, managing change and user adoption, and developing operations and maintenance procedures.

You might need to coordinate these activities across several teams. We provide a high-level view of the main activities that you should cover, and also suggestions for the teams who are typically involved in deploying and managing conference room systems, to help you decide who you need to work with. The first step is to inventory your organization's existing meeting spaces and conference rooms to understand their environment, room size, layout, and purpose.

You can then identify the capabilities you want each room to have such as intelligent cameras, whiteboarding, content camera, etc. After you create an inventory of the equipment and capabilities in each existing room, your requirements for that room feed into your device selection planning to create a rich conferencing solution. The modalities audio, video needed for each room—in addition to room size and purpose—all play an important role in deciding which solution is most appropriate for each room.

As part of your discovery, it's key to consider room acoustics and layout. For example, check that the chairs in the room won't block the camera view. Verify that the room doesn't have excessive echo or noisy air conditioning, and that it does have sufficient power for the screens and Microsoft Teams Rooms. There are many factors to consider that your audio-visual AV team or partner will be able to advise on.

Evaluate which Microsoft Teams Rooms solution is the most suitable for each room based on the future capabilities you want for the room.

Decide which AV peripheral devices are the best fit, depending on room size and layout. For guidance for the type of system and peripheral devices by room type and size, see the Microsoft Teams Rooms requirements article. Based on the vendor you prefer, use the information provided in the requirements article to define your Microsoft Teams Rooms and supported peripheral device configuration per room type, and use this as a template for your deployment.

Pro Tip — Now is a great time to start gathering information about the Microsoft Teams Rooms solution you've chosen. You can acquire Microsoft Teams Rooms from a number of partners who are listed in the requirements article. Please visit the partners' websites to learn more about these solutions and procurement options. Depending on your deployment scale and approach, you might decide to have the Microsoft Teams Rooms and supported peripheral devices shipped to a central location for initial configuration and assignment.

This might be a good approach for a staged rollout across many sites. Or, you might choose to ship the bundles directly to your sites. Your organization must execute monitoring, administration, and management tasks on an ongoing basis, and it's key to agree who will undertake these tasks early in your deployment. Many organizations have an AV team or partner who manages their conference rooms and devices.

Decide who will manage the Microsoft Teams Rooms devices going forward to monitor performance as well as deploy software updates and hotfixes. Consider which helpdesk queue you'll route Microsoft Teams Rooms-related calls to, and provide an FAQ to the helpdesk team so they can better understand how to use Microsoft Teams Rooms and the key troubleshooting steps they can take.

A good starting point for this FAQ is the user help and Known issues. Microsoft Teams Rooms systems introduce new capabilities to your users. It's important that you recognize that this will be a change for your users, and you should ensure your internal marketing campaign identifies the benefits the new system will have for your users and the key talking points leads can use to discuss with their teams.

Consider scheduling show-and-tell events and poster drops at each site to inform your users of the new capabilities. You might also create in-room "quick start guides. Skip to main content. This browser is no longer supported. Download Microsoft Edge More info. Table of contents Exit focus mode. Table of contents. Submit and view feedback for This product This page. View all page feedback. In this article.

Decision points. Will you deploy Microsoft Teams Rooms in your organization? How will you procure your Microsoft Teams Rooms systems? Next steps. Identify who will undertake the key activities throughout your deployment. Review the meeting rooms you have and plan to set up to understand where you want to deploy Microsoft Teams Rooms and the peripheral devices that would be appropriate for the room size.

Room inventory and capability planning. Configuration and deployment. Deployment checklist. Review the rooms in scope, and define Microsoft Teams Rooms configurations for them. From your inventory, which types of rooms are in scope for your deployment? Which systems will you deploy for each room type? Start to gather key operational material for your chosen systems, and engage your procurement team.

Will you ship the components directly to a site or to a staging facility? Who will manage the staging facility if you decide to use one? Decide who will manage Microsoft Teams Rooms. Decide which helpdesk queue to route Microsoft Teams Rooms—related calls to.