Case Study: Office Relocation is a Perfect Time to Redesign Meeting Rooms

Overview

When a growing ASX Listed Australian organisation began planning its new headquarters, they saw an opportunity to rethink how their teams collaborate.

Through internal staff surveys and workplace engagement sessions, a clear trend emerged:

• Large boardrooms were underutilised

• Staff struggled to find available spaces for quick, focused meetings

• Existing meeting rooms relied on inconsistent, manual setups (laptop + HDMI)

The business recognised that simply replicating their old office layout would not support modern hybrid work.

They needed a smarter approach.

The Challenge

The client’s previous office environment was built around traditional meeting room design:

• Limited number of rooms

• Oversized boardrooms

• Basic AV setup (display + HDMI cable)

• No central room booking system

• Inconsistent user experience across rooms

This created several pain points:

• Low adoption of meeting spaces due to complicated setups

• Delays starting meetings while users connected devices

• Poor hybrid meeting experience for remote participants

• Frustration booking rooms, often leading to double bookings or unused spaces

At the same time, their workforce was shifting toward:

• More frequent short meetings

• Increased hybrid collaboration

• Greater reliance on Microsoft Teams

Our Approach

Sydney AV Technologies was engaged early in the design phase to guide the meeting room strategy—not just the technology.

Rather than focusing purely on hardware, we worked with the client to define a future-ready collaboration model.

1. Right-Sizing the Room Mix

Based on staff insights and usage trends, we recommended:

• Increasing the number of small and medium meeting rooms

• Reducing reliance on large, underutilised boardrooms

• Introducing huddle spaces for 2–6 person collaboration

This ensured better alignment between physical spaces and actual work patterns.

2. Moving Beyond “Display + HDMI”

One of the key education points was shifting away from outdated AV setups.

We demonstrated why a “basic” meeting room is no longer enough:

Traditional Setup	Modern Teams Room
HDMI cable required	One-touch join
Dependent on user laptops	Dedicated room system
Inconsistent experience	Standardised across all rooms
No remote optimisation	Built for hybrid meetings

3. Standardising on Microsoft Teams Rooms

We designed a fully integrated solution built on Microsoft Teams Rooms with a Pro management backend, enabling:

• Seamless integration with the client’s Microsoft 365 environment

• Centralised room management and monitoring

• A consistent user experience across every space

The Solution

Each room was equipped with:

Microsoft Teams Room Systems

• Dedicated compute and touch controller

• One-touch “Join” functionality from the room console

• Native integration with Teams meetings

Integrated Audio & Video

• High-quality cameras with auto-framing

• Directional microphones for clear voice pickup

• Optimised audio for hybrid collaboration

Room Booking Integration

• Panels outside each room showing availability

• Real-time calendar sync

• Ability to book instantly or in advance

Teams Rooms Pro Backend

• Central device management

• Proactive monitoring and alerts

• Remote updates and analytics

The Experience (What Changed)

The transformation wasn’t just technical—it was behavioural.

Before

• “How do I connect?”

• “Which cable do I use?”

• “Why isn’t the camera working?”

After

• Walk into the room

• Press “Start” or “Join”

• Begin the meeting instantly

Key Outcomes

✔ Improved Room Utilisation

More smaller rooms meant staff could easily find available spaces for quick meetings.

✔ Faster Meeting Start Times

One-touch join eliminated technical delays and reduced wasted time.

✔ Better Hybrid Collaboration

Consistent audio and video ensured remote participants felt fully included.

✔ Reduced IT Support Burden

Standardisation and central management significantly lowered support requests.

✔ Scalable Future Design

The solution can easily extend across new offices or floors as the business grows.

Why This Matters for Modern Workplaces

This project highlights a critical shift happening across Australian workplaces:

👉 It’s no longer about having meeting rooms👉 It’s about enabling frictionless collaboration

Organisations that continue relying on legacy setups risk:

• Low adoption of office spaces

• Poor employee experience

• Inefficient hybrid work environments

How Sydney AV Technologies Adds Value

At Sydney AV Technologies, we go beyond supplying equipment.

We help organisations:

• Align room design with real employee behaviour

• Standardise on reliable Microsoft Teams Room solutions

• Deliver simple, consistent user experiences

• Future-proof their workplace technology

Planning an Office Move?

If your business is relocating or redesigning its workspace, it’s the perfect time to get meeting room technology right from the start.

A well-designed Microsoft Teams Rooms environment ensures your team can:

• Walk in

• Press a button

• Collaborate instantly

Sydney AV Technologies Specialists in Microsoft Teams Rooms and modern workplace collaboration across NSW.