Transforming Hybrid Meeting Spaces with Microsoft Teams Rooms

Our client is a leading global provider of employee benefits, healthcare, and medical and dental insurance, operating across multiple international regions. The organisation manages more than 1,500 Microsoft Teams Rooms globally and relies heavily on hybrid collaboration to support internal teams, clients, and external partners.

iNREACH has supported the client for many years and is responsible for the full lifecycle of all UK-based meeting room systems, including hardware supply, installation, and ongoing support. This long-term partnership has been built on consistent delivery across complex, enterprise-scale AV environments.

As hybrid working demand increased, the client recognised that parts of its UK meeting room estate no longer met user expectations for reliability, usability, or capacity.

The client faced several interconnected challenges across its meeting spaces:

These issues resulted in delayed or cancelled meetings, slower decision-making, and reduced productivity. Externally, unreliable call quality risked damaging the organisation’s professional image and gave remote participants a poor experience.

iNREACH adopted a practical, user-first discovery process to ensure the solution reflected real-world usage rather than theoretical designs.

This included:

Key findings highlighted the need for:

Any misconceptions around meeting room technology were addressed early. The guiding principle was that meeting rooms should be as simple to use as a home TV or smartphone

iNREACH worked closely with on-site teams to experience challenges first-hand and design a solution that balanced user experience, IT governance, and long-term scalability.

The client’s existing Microsoft ecosystem guided platform selection. Microsoft Teams Rooms licences were chosen to provide:

Crestron Flex Microsoft Teams Rooms systems were deployed to deliver:

Each room was tested with internal users and external visitors to ensure:

Every room was tailored to its environment, including:

Thanks to the long-standing relationship, all stakeholders were aligned on objectives, timelines, and success criteria from the outset.

To minimise disruption:

This approach ensured delivery stayed on schedule and within budget.

iNREACH implemented a layered support model tailored to the size and criticality of the client’s estate.

Support services included:

Service contracts were structured on a monthly basis, providing predictable costs for finance teams and peace of mind for operational stakeholders. iNREACH also acted as first-line support with manufacturers, reducing downtime and keeping rooms operational during repairs or replacements.

iNREACH avoids unnecessary replacement of existing technology. Instead, solutions are designed to:

With hybrid working now embedded into daily operations, professional AV solutions are essential. High-quality collaboration technology:

iNREACH ensures organisations do not just deploy technology, but gain a long-term partner committed to their digital collaboration journey.