This comprehensive checklist outlines the essential steps for setting up a new Microsoft Teams Room (MTR) or Zoom Room System. The process is broken down into five logical phases to ensure a successful deployment.
Phase 1: Planning and Room Readiness
This phase focuses on the physical environment and system design.
| Step |
Action Item |
Details & Notes |
| 1.1 |
Perform a Room Survey |
Determine the room's size, seating capacity, layout, and purpose (huddle space, conference room, boardroom). |
| 1.2 |
Design A/V and Layout |
Decide on display size(s) and placement. Plan camera, microphone, and speaker locations for optimal coverage (ensure no attendees are blocked). |
| 1.3 |
Check Acoustics and Lighting |
Assess the room for excessive echo or background noise (e.g., noisy HVAC). Plan for acoustic treatment (panels, carpet). Ensure lighting is soft, natural, and avoids silhouetting the participants. |
| 1.4 |
Confirm Power & Cabling |
Verify sufficient power outlets and network drops are available. Plan for professional cable management (in-wall, under-table, or cable raceways) to prevent tripping hazards and ensure a clean look. |
| 1.5 |
Determine Licensing Needs |
Teams Rooms: Decide between a Teams Rooms Basic or Pro license. Zoom Rooms: Acquire the necessary Zoom Room License for each room. |
Phase 2: Network, Account, and Procurement
This phase covers the back-end setup and hardware purchasing.
| Step |
Action Item |
Details & Notes |
| 2.1 |
Prepare the Resource Account |
Create a dedicated meeting room resource mailbox (Outlook/Exchange Online) or Zoom Room in the web portal. Teams Rooms: Assign the Teams Rooms license to this resource account. |
| 2.2 |
Configure Network Access |
Strongly Recommend: Use a stable wired Ethernet connection (Gigabit). |
| 2.3 |
Verify Network Bandwidth |
Ensure sufficient bandwidth: Teams Rooms recommends 10 Mbps up/down per room. Zoom Rooms recommends 3 Mbps up/down per screen for HD video. |
| 2.4 |
Check Firewall and Proxy |
Ensure the necessary ports are open to the service endpoints (e.g., TCP 80/443). Teams Rooms: Do not use proxy authentication or ensure the device is explicitly exempted. |
| 2.5 |
Procure Certified Hardware |
Purchase the core components: Compute device (PC/Appliance), Display(s), Controller (tablet/touch console), Camera, Microphone, and Speakers. Ensure all devices are certified for the chosen platform (Teams or Zoom). |
Phase 3: Hardware Installation and Cabling
This phase involves the physical mounting and connection of all devices.
| Step |
Action Item |
Details & Notes |
| 3.1 |
Mount Displays and Peripherals |
Install the TV/display mount(s). Mount the camera(s), compute device, and any wall-mounted speaker/mic bars. |
| 3.2 |
Install Microphones & Speakers |
Position microphones (tabletop or ceiling array) and speakers to ensure clear audio coverage for the entire room. |
| 3.3 |
Connect All Components |
Connect the camera, microphone, speakers, and display(s) to the main compute device (PC or appliance). |
| 3.4 |
Finalize Cabling |
Securely manage all cables using channels or pathways to keep them hidden and the room organized. Connect the main compute device and controller to the network (preferably wired). |
Phase 4: System Configuration and Pairing
This phase is where the system is brought online and linked to the service.
| Step |
Action Item |
Details & Notes |
| 4.1 |
Initial Boot and Setup |
Power on all devices. Complete the out-of-box experience (OOBE) for the compute device. |
| 4.2 |
Install Room Application |
Install and launch the required software (Microsoft Teams Rooms app or Zoom Rooms software) on the compute device (if not an appliance). |
| 4.3 |
Sign In to the Platform |
Sign in to the room system using the dedicated resource account credentials (email and password). |
| 4.4 |
Pair the Controller |
Start the controller application (on the tablet/console) and use the displayed pairing or activation code to link it with the main room system. |
| 4.5 |
Configure Default Devices |
Access the room settings on the controller to select the default Camera, Microphone, and Speakers for the room. Adjust the default volume level. |
| 4.6 |
Calendar Integration |
Link the room system to its corresponding resource calendar (Outlook/Exchange or Google Calendar) to enable one-touch join functionality. |
Phase 5: Testing, Training, and Maintenance
The final steps ensure quality and establish an operational plan.
| Step |
Action Item |
Details & Notes |
| 5.1 |
Conduct a Full Test Call |
Start a test meeting with both in-room and remote participants. Verify:
- Audio: Clear voice pickup from all seating areas, no echo or distortion.
- Video: Clear image quality, auto-framing (if available) works correctly.
- Content Sharing: Test wired (HDMI) and wireless content sharing.
- One-Touch Join: Verify that the room controller can start a scheduled meeting with a single tap.
|
| 5.2 |
Calibrate and Optimize |
Adjust camera zoom, exposure, and microphone levels until performance is optimal. |
| 5.3 |
Provide User Training |
Train users on how to schedule, start, and join meetings, share content, and use the controller. |
| 5.4 |
Set Up Management & Updates |
Establish a schedule for software, app, and firmware updates (e.g., weekly updates during off-hours). Teams Rooms: Configure Pro Management Portal or Intune for remote monitoring and maintenance. Zoom Rooms: Enable automatic app/OS updates. |
| 5.5 |
Document Support Plan |
Note the helpdesk contact and troubleshooting steps for the room system. |
