Supporting a UK-wide Microsoft Teams Rooms Deployment and helping to meet sustainability and social goals

Working with a leading UK electrical retailer, this case study showcases change. Firstly, a need for better video conferencing as part of a return to office strategy as well as supporting a move out of large headquarters, into a modern shared office space in central London.  Not only were we tasked with providing modern and intuitive meeting spaces for Microsoft Teams Rooms, but the customer also wanted the project to help support their Sustainability and Social Impact strategy. 

Let’s start from the beginning

We were contacted by an existing New Era customer who is one of the top 10 online retailers for electricals in the UK with stores and warehouses across the country.  

Following the challenges of the COVID pandemic, our client put in place a new hybrid work initiative. They turned to us to help design, implement, support, and manage a complete end-to-end solution for their Microsoft Teams Rooms ecosystem. There was also a secondary objective of integrating energy-efficient hardware to uphold sustainability credentials, contributing to an ambitious goal of achieving net-zero emissions by 2040. 

Part 1: How it started

New Era initiated a thorough discovery phase that resulted in a plan fit for the new way of working, whilst taking into consideration the best choices to provide energy efficient hardware with the best energy ratings and credentials to help our customer to achieve their sustainability goals.   

We deployed native Microsoft Teams Rooms video conferencing and presentation solutions across several types of meeting rooms on a UK-wide scale: 

• Small huddle rooms
• Medium rooms
• Large meeting rooms
• Large auditorium / event spaces

Understanding the user journey

New Era looked to understand the end-user journeys, workflows and expectations in order to support and match the right technology to meet needs and business outcomes.   

For the smaller rooms we installed an appropriate camera, Audio Visual and dedicated Microsoft Teams certified meeting room equipment, whilst larger rooms required a more integrated AV approach with installed ceiling microphones, speaker technology and camera tracking.  

All of this was delivered coupled with New Era’s care support agreement which includes: 

• Next day on-site technical support for AV / video conferencing systems and peripherals
• Fault detection and resolution
• Advanced parts replacement of faulty components
• International access to our helpdesk 24/7/365

We empowered the customer with a multi-location unified communication strategy to support hybrid working across the UK and worldwide, resulting in improved connectivity between group offices, remote workers, partners, and suppliers. 

Part 2: When change strikes again

Like many other companies looking for the most effective utilisation of real estate, cost efficiencies and a frictionless, modern solution catering for multiple end user personas, our customer decided to move from their large headquarters into a smaller space in central London.  

New Era were engaged early throughout the design and conception plans, working closely with designers and main contractors to help shape their vision and ensure we could preserve many of the meeting room solutions and hardware investments already made. We needed to simply move them into the new space, repurposing in a sympathetic manner to minimise disposal and electronic waste. 

Zero waste

In some cases, larger meeting rooms were placed into new, medium sized ones, leaving them with surplus equipment. With a focus on preserving existing hardware investments and a commitment to reducing the impact of the energy and resources we use, the ‘surplus’ equipment was repurposed to create small hub spaces across other geographical locations including warehouses and showrooms. 

This provided employees with convenient meeting spaces and reduced the need for additional technology procurement. The resulting setup enhanced collaboration and offered geographic flexibility for in-person group meetings, aligning with the new modern office strategy. 

Not only are we able to help support our customer on their journey towards their collaboration goals, but also their sustainability goals, helping them get there faster and with a marked reduction in their carbon emissions.