Logistical challenges once made it difficult to connect remote teams, but technological advances have significantly improved this. While many employees continue to work remotely, some companies are now requiring a full return to the office. To support remote and in-office staff, having well-equipped conference rooms is essential. Ideally, these communications spaces exist at the intersection of design, technology and functionality, and must accommodate a company’s conferencing platform of choice.
In recent years, Microsoft Teams has become the one-stop solution for holding online meetings between participants in different locations. During the pandemic, Microsoft saw a sharp uptick in the number of daily active Teams users, reaching 75 million by April 2020 (compared with 20 million daily active users in November 2019). That number continues to grow, with Microsoft reporting 320 million daily active users in Q1 of 2024.
As communication software evolves, organizations that seek to create or redesign their spaces for Microsoft Teams Rooms must adapt to support seamless functionality, while also focusing on the room’s equipment, design and setup. Let’s take a closer look at how you can build your business’s ultimate Microsoft Teams room.
Let’s face it: traditional conference rooms can feel stuffy and uninspiring, especially if it’s been several years since their last facelift. With the rise of video collaboration tools like Microsoft Teams, the way we meet has changed significantly, so it only makes sense to update conference rooms to keep up with the times. Creating a dedicated Teams room that focuses on functionality and engagement is critical to unlock the full potential of your virtual meetings.
When planning your Teams Room remodel, keep these general conference room trends in mind:
Ditch the harsh overhead fluorescents, opt for natural light whenever possible, and consider warm, adjustable lighting options that can be tailored to a meeting’s particular needs. Soft lighting not only reduces eye strain during long video calls but also creates a more inviting atmosphere that encourages open communication.
Echoes and background noise can quickly derail a virtual meeting. Soundproofing materials such as acoustic panels can minimize noise distractions, while strategically placed furniture can help absorb sound. Proper acoustic management makes it easier for both in-person and remote participants to hear clearly and stay focused.
Replace the boring, stiff chairs of conference rooms past, and opt for modern, flexible furniture that’s both stylish and comfortable. Incorporate mobile tables and chairs with good back support to encourage active participation and more focused attention during MS Teams meetings. Virtual reality (VR) design services can help you visualize how different furniture options fit into your space.
Setting up your ideal Microsoft Teams room can be challenging, as the goal is to encourage employee engagement and productivity. With these tips, will help you create a functional and aesthetically appealing meeting efficiently and effectively..
The first rule of creating the ideal Teams Room setup is not to overlook the basics. While they aren’t flashy, these considerations are essential to any meeting room.
Before starting work on your Teams Room, it’s important to think about your meeting requirements and the equipment needed to accommodate them — including the right camera, microphone, speakers and display. As you weigh your options, consider:
Bringing your vision for a Teams Room to life doesn’t have to be daunting. At DGI, we provide a comprehensive experience that allows you to visualize your ideal Microsoft Teams room using VR technology, giving you confidence in your design before any physical work begins.
Don’t let your tech choices overwhelm your space. Use these design tips to bring a bit of visual harmony to your Teams Room.
To keep your space adaptable and relevant for years to come, consider integrating smart automation features such as voice-activated controls, touchless solutions, and systems that automatically adjust lighting and camera settings based on meeting type or occupancy. AI technology and camera tracking systems can further enhance the immersive experience, making your Teams room a space that evolves with technological advancements.
Remember, beauty is in the details. A well-designed Teams Room should inspire collaboration and foster productivity while also being an inviting space.
Contact DGI to explore solutions that help implement your vision of an optimal meeting experience.