Microsoft Teams Rooms Installation Case Study
for Global Enterprise

ABOUT THIS PROJECT

Provider: iNREACH AV is the audio visual division of iNREACH Group, a technology services business headquartered in Milton Keynes, UK. iNREACH Group delivers IT, communications, managed print, and audio visual solutions to businesses across the UK.

Client: A leading global enterprise operating in the employee benefits, healthcare, medical insurance, and dental insurance sectors, with operations across multiple continents and a UK estate of Microsoft Teams Rooms managed entirely by iNREACH.

Project Type: Microsoft Teams Rooms upgrade and new meeting space build across a UK regional office estate.

Technology Deployed: Crestron Flex MTR systems, Microsoft Teams Rooms licences, intelligent auto-framing cameras, touchscreen room controllers, and high-fidelity audio hardware.

Scope: Hardware supply, bespoke installation, user experience testing, and full lifecycle managed AV support across all UK MTR systems.

Industries: Enterprise, healthcare, employee benefits, insurance.

THE CHALLENGE

For a global enterprise whose UK-based staff, clients, and suppliers depend on daily video collaboration, meeting room quality is a productivity, brand, and decision-making issue, not just a facilities one.

The client’s UK estate had fallen behind the demands of modern hybrid working. Meeting rooms that should have been enabling collaboration were instead creating friction at every level of the organisation.

Problem	Business Impact
Poor usability and unreliable older systems	Microsoft Teams meetings delayed or cancelled
Sub-par audio quality	Fatigue in long sessions, reduced engagement
Over-subscribed executive rooms	Scheduling bottlenecks, wasted time
Wi-Fi overload from multiple personal devices	Dropped calls, unstable video, drained batteries

The cumulative effect was slowed decision-making, internal frustration, and the risk of appearing under-equipped to external participants joining from better-resourced environments.

DISCOVERY

Rather than arriving with a pre-set solution, iNREACH AV embedded itself in the client’s environment through multiple UK site visits, pilot room installations, controlled user feedback, and workshops with IT and Facilities stakeholders.

The guiding principle that emerged was simple: a Microsoft Teams Room should be as easy to use as a smartphone or a home TV. No specialist knowledge. No pre-meeting troubleshooting. Walk in, tap, and meet.

This shaped every decision that followed.

SOLUTION

Platform

The client’s existing Microsoft ecosystem made the platform choice clear. Microsoft Teams Rooms licences were selected for seamless integration with existing infrastructure, providing centralised device management, enterprise-grade security, remote diagnostics, and full compatibility with the client’s UK cloud and network standards.

Hardware: Crestron Flex MTR Systems

Crestron Flex was specified for its reliability, enterprise pedigree, and native Microsoft Teams integration.

Component	Purpose
Crestron Flex MTR unit	Central hub for all room AV and Microsoft Teams connectivity
High-fidelity audio system	Natural, fatigue-free audio for extended Microsoft Teams meetings
Intelligent auto-framing camera	Automatically tracks and frames active speakers
Touchscreen room controller	One-touch Microsoft Teams join and content sharing, no technical knowledge required
Managed endpoint registered to client Microsoft tenant	Secure, compliant, centrally administrable

Each room was individually tailored with custom cabling, hidden cable management, and specialist access panels designed for straightforward future maintenance. Every configuration was validated with real users before handover.

Installation

Installations were scheduled around peak room usage and co-ordinated with the client’s UK room booking and facilities teams. Having worked with iNREACH Group across previous deployments, all stakeholders were aligned from day one, keeping the project on track and within budget with no significant disruption to the working day.

RESULTS

The company had a fleet of MFD’s that were nearing the end of their lives. They wanted to ensure their replacements were up-to-date with the latest technology.

Operational

• Microsoft Teams Rooms consistently available and fully operational from day one across the UK estate
• Fewer cancelled or postponed Microsoft Teams meetings
• Reliable Microsoft Teams Rooms audio and video performance across all upgraded meeting spaces
• Scheduling bottlenecks resolved as more rooms became genuinely usable

Experience

• High-fidelity Microsoft Teams Rooms audio enabled natural conversation without fatigue
• Intelligent cameras automatically framed active speakers, giving remote participants a clear, consistent view
• Microsoft Teams meetings became more inclusive and interactive for in-room and remote attendees alike

Strategic

• High-fidelity Microsoft Teams Rooms audio enabled natural conversation without fatigue
• Intelligent cameras automatically framed active speakers, giving remote participants a clear, consistent view
• Microsoft Teams meetings became more inclusive and interactive for in-room and remote attendees alike

Microsoft Teams Rooms became the default across the UK estate, not a premium option reserved for executive suites. Every team, regardless of seniority or room size, gained access to professional-grade hybrid collaboration through a consistent, centrally managed Microsoft Teams environment.

Looking to implement Microsoft Teams Rooms across your UK business? Speak to iNREACH Group about a tailored audio visual solution for your organisation.

CLIENT TESTIMONIAL

“The support from InReach Group has been exceptional from the outset. With a proactive and highly responsive approach, the team consistently goes above and beyond to ensure a seamless experience.”

ONGOING SUPPORT

iNREACH Group provides a layered managed AV support service structured around the criticality of the client’s UK estate.

Service	Detail
Remote diagnostics	Real-time Microsoft Teams Rooms monitoring and fault identification
Proactive maintenance	Software updates and Microsoft Teams Rooms health checks
Extended warranty management	iNREACH manages manufacturer processes end-to-end
Fast-track hardware replacement	Replacement units arranged to minimise Microsoft Teams Rooms downtime
On-site intervention	UK-based engineers dispatched when remote resolution is not sufficient

Monthly service contracts give financial stakeholders predictable costs. iNREACH also acts as first-line support with manufacturers, keeping Microsoft Teams Rooms operational while repairs or replacements are arranged and shielding internal IT teams from lengthy escalation processes.

WHY iNREACH GROUP

iNREACH Group is an independent technology partner, not a reseller. Audio visual solutions are designed around a client’s existing ecosystem, integrating new technology with existing assets to avoid unnecessary cost and waste.

The relationship with this enterprise client spans multiple years and several major technology transitions across the UK estate, including the migration from legacy Polycom H.323 video conferencing to Microsoft Teams, and the replacement of an on-premise Cisco Call Manager voice estate with Microsoft Teams Voice services. That depth of history means faster alignment, more informed decisions, and a partner that understands the environment before a project begins.

FREQUENTLY ASKED QUESTIONS

UPGRADE YOUR MEETING ROOMS WITH MICROSOFT TEAMS ROOMS

Reduce meeting friction, improve collaboration, and deliver a consistent hybrid working experience across your UK estate. Talk to iNREACH Group about a free, no-obligation AV audit for your business. Call 0330 053 8180, email enquiries@inreachgroup.co.uk, or Book an Audit.