5 Considerations when integrating Microsoft teams across your organisation

Jul 2022 replay Return to news list

There may not be an ‘I’ in ‘team’, but Internet puts the ‘I’ in Teams Integration

Microsoft, for many, is the go-to software provider for businesses large and small. And Microsoft Teams has quickly become the dominant communication and collaboration tool, operating across multiple devices such as smart phones, tablets and PCs. As an industry-leading expert in Microsoft Teams integration, Internet Videocommunications has been commissioned to team up with countless clients and navigate them through the complexities and nuances of implementing enterprise-wide solutions. Here are just five of the key questions that need to be answered to ensure a successful deployment across your organisation.

1. What Hardware and Software requirements do I need to be aware of?

As a Microsoft ‘Reference Design’, all Microsoft Teams Room systems are required to consist of only Microsoft-certified components. Any aspect of the system which is not certified is highly likely to put the operational stability of the solution at risk and impact on the performance of microphones, speakers and cameras.

The Microsoft ‘Reference Design’ may be set up for either single or dual monitor configuration, each supplied with a 1080p digital video signal from the in-room Teams computer running the Microsoft Teams Room software.

On the software side, you will need to have a Microsoft Teams license and also have either Exchange Online or Exchange On-Premise. It is also essential to ensure that all the appropriate ports are suitably configured and the proper protocols enabled for access via your firewalls or proxy servers.

2. What licences will my organisation need?

Without the correct licences, most of the functionality and features of Microsoft Teams Rooms will be unavailable to you.

You should use either the Microsoft Teams Rooms Standard or Microsoft Teams Rooms Premium license. These are Microsoft 365 licenses that contain all the required licensing components for Microsoft Teams Rooms. Every Teams Rooms has a unique resource account and it is this resource account that will need the license. Using a meeting room license ensures that you have everything correctly configured on the licensing side.


The Teams Rooms Premium license adds a managed service component to the Teams Rooms Standard license. This managed service is run by Microsoft and will help you manage, monitor, and maintain Teams Rooms across your organisation. It will help you have an optimal experience with Teams Rooms.

3. How do I optimise our organisation’s network for Teams and Microsoft 365?

For decades, an organisations would design their network with the focus on connecting to an internal data-centre. But with the rapid growth of cloud services such as Microsoft 365, the traditional network designs are not necessarily valid anymore. Understanding the optimal way to connect from your home or office to Microsoft Teams will provide the best Microsoft 365 experience, especially for audio and video. With the emergence of ‘Software as a Service’ (SaaS) and ‘Platform as a Service’ (PaaS) offerings, much of the traffic previously destined for internal corporate servers is going outside the corporate network to cloud service providers using the public internet.

Because of the way the Microsoft network is designed, placing edge sites as close as possible to users around the world, the time you spend on the internet is greatly reduced. By reducing the amount of time your traffic spends on the open internet, you minimise the risk of jitter, latency, and packet loss, all of which can impact the audio and video quality and therefore the user experience in the meeting. The Microsoft network has been architected to focus on Microsoft-specific technologies and not the general-purpose internet.

Best practice is to introduce local internet breakouts, where possible to do so. However, this is a large and important topic to get right, which is why it forms a critical part of Internet Videocommunications’ consultancy process. There is a lot to discuss and decisions to be made regarding where you should have local internet breakouts and whether every office or every location needs to have a local internet breakout. 


4. How am I meant to understand the media flows in Microsoft Teams?

When two people call each other, it's known as a direct or a ‘peer-to-peer’ call. That means the media will travel directly from your workstation to your peer’s workstation. But if there are firewalls proxy servers or NATs blocking direct communication between two Teams clients, how do they connect?

In this instance, they use a server called a transport relay. Both Teams clients will connect to the transport relay, and this forwards the traffic to each Teams client. As soon as you add a third person to the Teams call, that person’s call is automatically promoted to a meeting and all attendees connect to a transport relay.

But, if you schedule a meeting with attendees from around the globe, where will that meeting be hosted? The answer is . . . it depends on who joins the meeting first. Even if you are the one who sends out the Teams meeting invite, but a colleague in a distant country is the first one to join the meeting, that meeting will be hosted in the Microsoft 365 data centre for that country. This means that your media must travel to that data centre where it is then combined with the media from your colleague and sent back to you. The first person to join a Teams meeting dictates where that meeting will be hosted. The theory is that most attendees of a meeting will be in the same basic region and it really doesn't matter who joins first.

However, it does matter if ten people are invited to a meeting and nine of them are in region A and the tenth is in region B. If that tenth invitee joins the meeting first, the media from the other nine invitees in region A must now travel back and forth, to and from, the Microsoft data centre in region B in order to be joined.

Tip:  If you've set up a meeting like this, join it a little earlier to help keep the media in the region where most of the attendees are located.

5. How is our organisation expected to deploy this?

Such a project will undoubtedly be a collective effort, drawing upon different people from different departments. You will definitely need someone familiar with your network to make sure switch ports are set up correctly and firewalls and proxies are properly configured. You will also need someone with access rights to create an Exchange mailbox, change passwords, and perform end-user management. If you are enabling dial-in calling, then your telecommunications department can help to assign telephone numbers. And you will need to work with your facilities group so that everything you are adding to the building is compliant.

 It is no surprise that few organisations have the know-how and the resources in-house to deal with the complexities and challenges of rolling out Microsoft Teams Rooms. This is where Internet Videocommunications can help.

As an expert systems Integrator, with vast, real-world experience of deploying audio-visual solutions in a Microsoft Teams environment, Internet Videocommunications is uniquely set up to fill any and all of the service gaps you may have, whether that is providing a range of consultancy services to assess and validate the solution, or producing the design specification for your boardroom, lecture theatres and conference suites, or providing professional installation / commissioning / training / maintenance support services; or project managing the whole process from start to finish.

Once up and running, the simplicity in communicating and collaborating using Microsoft Teams Rooms belies the numerous considerations and preparation needed prior to implementation.  

Team up with Internet Videocommunications and let us walk you through every step of the way, bring your collaborative ideas to life and ensure that your organisation gets the very best experience that Microsoft Teams Rooms have to offer.