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How Microsoft Teams / Zoom Rooms Solve Your Meeting Pain Points

Corporate · March 24, 2021

Don’t let easily solvable problems ruin your collaborative video conferencing meetings before they even begin

Fluid Sound sees Microsoft Teams and Zoom as the saviors of 2020. These video conferencing platforms came to save the day when the unforeseen circumstances of COVID-19 struck. Along with these two platforms came their commercial counterpart, Teams Rooms and Zoom Rooms. These two solutions allow for both in-person and remote collaboration in the corporate setting. Whether these solutions are being deployed in huddle rooms, conference rooms, or other meeting spaces, they give organizations of any size a streamlined way to communicate and collaborate effectively.

The success behind these two platforms is comprised of their user-ability and simplistic backbone. Take a look at the items below to learn how your organization can benefit from one of these solutions.

1. Room Automation and Scheduling 

Microsoft Teams and Zoom Video integrate with Google Calendar, Office 365, and Microsoft Exchange for streamlined room scheduling. One of the biggest pain points in organizations is booking out a room for a meeting and having it already in use. This disrupts the flow of operations and voids that time of what would have been used for productive collaboration.  

When a meeting is booked within a Teams / Zoom room, the time slot automatically blocks other users from booking the room at the same time. A meeting invite with a link to the video conference is sent to all meeting participants and automatically added to their calendars. This information is also posted on the control interface outside the room to allow for an easy single-touch start to the meeting on arrival.  

Outside of the meeting rooms itself will be a small scheduling panel display that shows the availability of that room and can be used to book on-the-spot meetings if available. When walking by each of the rooms, you can easily see which one is occupied and which one is vacant. With a single touch, meetings can be started, scheduled, or canceled, while simultaneously updating the room’s status.   

2. Starting a Meeting 

Another pain point around meetings is simply having them set up and working properly when the time comes. Every minute spent on trying to troubleshoot the system draws from the agenda of the meeting and breaks focus and productivity. With an integrated Microsoft Teams or Zoom room, the hardware and software solutions eliminate these hurdles, allowing for more efficient meeting workflows.  

The idea of a “one-touch” system is what truly sets these Teams and Zoom rooms apart from the traditional video conferencing systems. If there is a meeting scheduled, simply select the reservation on the control interface and tap “Start Meeting”. This allows both in-person and remote participants to join the meeting, no matter where they’re located. For on-the-spot meetings, the user can spontaneously book a session as long as there is availability on the scheduler.  

3. Sharing Content – BYOD 

One of the pain points that gets overlooked is the idea of having the Microsoft Teams meeting hosted on the device rather than the room itself. If the device is the software host – you’ve added extra steps to get the meeting to work. If the room is the software host – you negate all of these steps.

No one enjoys fumbling with different cords and cables and trying to find out how to get your device hooked up to the display. This is another pain point that almost every single meeting has, which is easily solved with a Teams or Zoom room. Whether the meeting participant is in-person or remote, they can wirelessly share their screen from their device through a single click. The idea of using wireless BYOD (Bring Your Own Device) sharing allows participants to spend more time collaborating and less time untangling HDMI cords.   

Let Fluid Sound Help Improve Your Meeting Solutions 

Fluid Sound is a professional AV integrator and dealer of Microsoft Teams and unified-collaboration Zoom Video conferencing solutions for commercial spaces of all sizes. We proudly serve organizations all over California as they search for new ways to communicate and collaborate through both in-person and remote conferencing platforms.  Contact us today to schedule a consultation.

Filed Under: Corporate Tagged With: Microsoft Teams Room

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