Microsoft Teams Room Planning –  Hybrid working is no longer a “nice to have” — it’s now a core part of how UK businesses operate. As a result, more organisations are standardising their meeting rooms around Microsoft Teams Rooms to deliver a consistent, reliable experience for staff and visitors.

However, many Teams Room projects struggle not because of the technology itself, but because of poor planning.

This guide explains how to plan a Microsoft Teams Room properly, what UK businesses should consider before purchasing hardware, and why early design decisions make such a big difference to long-term success.

What is a Microsoft Teams Room?

A Microsoft Teams Room (MTR) is a dedicated meeting room system designed to run Microsoft Teams natively, rather than relying on laptops and cables.

A typical Teams Room includes:

• A room compute device running Teams

• A touch control panel

• One or more displays

• Cameras, microphones, and speakers designed for meeting spaces

When implemented correctly, Teams Rooms offer:

• One-touch meeting join

• Consistent user experience across rooms

• Better audio and video quality

• Easier support and management for IT teams

Step 1: Define how the room will actually be used

Before choosing any hardware, it’s critical to understand how the room will be used day-to-day.

Key questions to ask:

• How many people typically use the room?

• Will meetings be mostly internal, external, or mixed?

• Is the room used for presentations, collaboration, or board-level meetings?

• Will multiple people speak during calls, or just one or two?

Many Teams Rooms underperform simply because they were specified for the wrong type of meeting.

Step 2: Match the Teams Room design to the room size

Teams Rooms should always be designed around room size and layout, not just budget.

Small meeting rooms (2–4 people)

• Single display

• Compact camera with integrated microphones

• Simple touch controller

These rooms benefit from simplicity and fast meeting start times.

Medium meeting rooms (6–10 people)

• Dual displays (content + participants)

• Dedicated microphone coverage across the table

• Camera with auto-framing or speaker tracking

This is where audio quality becomes critical.

Boardrooms and large spaces

• Multiple microphones or ceiling arrays

• Larger displays or projection

• More advanced camera tracking

• Integration with room control systems

Larger rooms often require bespoke design rather than “off-the-shelf” kits.

Step 3: Prioritise audio quality over everything else

Poor audio is the number one reason Teams Rooms fail.

Common planning mistakes include:

• Relying on built-in display speakers

• Placing microphones too far from participants

• Ignoring room acoustics (glass, hard surfaces, open ceilings)

Good audio design ensures:

• Everyone can be heard clearly

• Meetings feel natural and inclusive

• External participants stay engaged

In many cases, improving audio design has a bigger impact than upgrading cameras.

Step 4: Consider room control and user experience

A well-planned Teams Room should feel intuitive for anyone to use.

Key considerations:

• Touch panel placement

• Clear cable access for guest devices

• Simple room controls (volume, mute, display selection)

• Consistent setup across multiple rooms

Consistency is especially important for businesses with multiple offices or meeting spaces.

Step 5: Plan for scale, support, and long-term management

Many UK businesses start with one Teams Room and then roll out more later.

Planning for scale early makes future expansion easier:

• Standardised room types

• Documented designs

• Remote monitoring and updates

• Clear ownership between IT and facilities teams

This is where working with an experienced AV integrator often saves time and cost over the life of the system.

Why many businesses involve an AV integrator at the planning stage

While Teams Rooms hardware is widely available, successful deployments usually involve professional design and integration.

An AV integrator helps with:

• Room assessment and layout planning

• Audio and acoustic design

• Hardware specification

• Installation and commissioning

• Training and ongoing support

This reduces risk, avoids rework, and ensures the room performs as expected from day one.

Common Microsoft Teams Room Planning Mistakes

Even well-intentioned Microsoft Teams Room projects can fall short if planning is rushed or key factors are overlooked. One of the most common mistakes is underestimating audio. Businesses often focus on displays and cameras, assuming audio will “just work”. In reality, poor microphone placement or inadequate speaker coverage quickly leads to frustrating meetings, missed information, and disengaged remote participants. Clear, consistent audio should always be prioritised during Microsoft Teams Room planning.

Another frequent issue is ignoring room acoustics. Hard surfaces such as glass walls, exposed ceilings, and minimal soft furnishings can cause echo and reverberation that severely impact call quality. Even high-quality equipment will struggle in rooms that haven’t been assessed acoustically. Considering the physical environment early can prevent expensive retrofits later.

Many organisations also make the mistake of buying hardware before finalising the room design. Choosing Teams-certified devices without understanding room size, layout, or usage often results in equipment that is underpowered or unsuitable. Effective Microsoft Teams Room planning always starts with the room, not the product list.

Inconsistent room standards are another common challenge, particularly for businesses with multiple meeting spaces. When each room is configured differently, users become confused, support requests increase, and meeting efficiency suffers. Standardising room types and user experience makes adoption far smoother.

Finally, the lack of a long-term support plan can undermine even well-designed Teams Rooms. Ongoing software updates, hardware monitoring, and user support are essential to keep rooms reliable over time. Planning for support from the outset ensures Teams Rooms continue to perform as business needs evolve.

Final thoughts

Microsoft Teams Rooms can dramatically improve how teams collaborate — but only when they are planned correctly.

By focusing on room usage, audio quality, user experience, and future scalability, UK businesses can avoid common pitfalls and create meeting spaces that actually work.

If you’re planning a Teams Room or looking to standardise meeting rooms across one or multiple UK locations, getting the design right upfront is the most important step.