Customer story Enterprise Teams Rooms interop Connect

How to uncover the meeting room problem you don’t know you have

In a nutshell

The customer: A global financial institution with around 150 Microsoft Teams Rooms.

The challenge: IT believed Teams met its users’ needs. But without visibility into meetings on other platforms, it couldn’t see how employees were working around the limitations of its meeting rooms.

The solution: A Pexip trial revealed previously unseen demand for joining meetings on platforms such as Zoom, Google Meet, and Webex from existing Teams Rooms, giving users a better way to meet and IT a clearer view of its collaboration environment.

When no complaints don’t mean no problem

The organization had invested significantly in Microsoft Teams Rooms, and from IT’s perspective, there was little reason to think anything was missing. Users weren’t asking for better access to Zoom, Webex, or Google Meet meetings.

Primarily because they had already found their own workarounds.

Some were joining meetings from laptops rather than using the meeting room technology available to them. Because this had become normal behavior, IT had little visibility into how often it was happening or which users were affected.

Let usage tell the story

To find out, the organization enabled Pexip in its Teams Rooms for a trial period.

For users already joining external meetings from the room, very little changed: they could still walk in and join with a button. But the trial also gave employees who had previously relied on their laptops a better way to use the meeting rooms for meetings outside Teams.

Over several months, usage increased. IT discovered external collaboration happening across the business that it hadn't previously seen, including regular C-level meetings with organizations using Zoom.

Challenge

Need to facilitate communication between 6 intercommunal bodies bringing together the territory's 92 communes and their internal & external contacts. Replacement of Bluejeans' video interoperability service in 2023.

Results

Secure, flexible and easy-to-use cloud service. Operational stability and guaranteed quality of service. User satisfaction: easy connections from video meeting rooms and/or Microsoft Teams.

Solution

Pexip interoperability solution with interconnection to Microsoft Teams.

Pexip services used

Pexip Connect standard: with gateway (CVI) to Microsoft Teams.

Better meetings, better visibility

The trial changed the organization’s understanding of its own meeting environment:

A hidden need became visible

IT could see that employees were regularly collaborating beyond Teams.

Meeting rooms became more useful

Employees could use existing room technology for external meetings rather than defaulting to their laptops.

Users got a better experience

External meetings became part of the room experience employees already knew.

IT gained a broader view

The organization could understand its wider meeting ecosystem, rather than seeing only its Teams environment.

From trial to 150 rooms

Today, Pexip is used across around 150 meeting rooms and has become part of the organization’s collaboration environment. As it transitions rooms from Windows-based to Android Teams Rooms, Pexip can continue to support interoperability across both platforms.

The lesson was simple: a lack of complaints didn’t mean there wasn’t a problem. By looking at how people were actually meeting, IT uncovered a need it couldn’t previously see and gave employees a better way to use the technology already in the room.