Meeting Spaces
Most organisations have too many meeting rooms booked and too few actually used. Poorly equipped rooms frustrate users. Video calls drop frequently. Audio quality makes remote participants feel disconnected. The result: people stop trusting meeting spaces and book alternative ways to meet.
SCC delivers multi-vendor meeting room solutions: equipment selection, Rooms as a Service subscription model, remote monitoring, and proactive management so meeting spaces actually work.
Why this matters
Meeting room failure happens gradually. You install AV equipment five years ago. It works fine initially. But usage patterns change. Remote participation increases. Audio quality degrades, speakers distort, microphones pick up too much room noise. Video calls drop. Users start booking video calls from individual desks instead of using the meeting room. The room sits empty. Yet you’re still paying for the equipment and space.
Then there’s the complexity of supporting multiple vendor platforms. Some teams want Teams, others use Webex, some use Zoom. Your meeting room equipment needs to work with all three. Buying endpoint hardware that supports multiple platforms, getting it all integrated, and keeping the integrations current requires expertise most organisations don’t have in-house.
And there’s the cost model problem. You buy equipment outright, the finance team forgets about it, maintenance gets deferred, the equipment fails three years later, and you buy new equipment. You’re paying capital costs for equipment that degrades and fails, with no clarity on true cost of ownership.
Successful meeting room deployments solve these problems. They start with understanding your actual usage patterns, which rooms are used, when, and for what. They deploy quality equipment sized appropriately for each room. They support multiple platforms consistently. They use Rooms as a Service model so costs are predictable and refresh is automatic.
How it works
Step 1
Audit current meeting spaces and usage patterns
We start by understanding what you have and how you’re using it. We visit your meeting spaces and audit existing equipment. We review booking data to understand utilisation patterns. We interview your teams about pain points, what works, what frustrates them. We identify which rooms need upgrades and which might be consolidated. We assess your platform mix, what UCaaS platforms are your teams using.
Step 2
Design meeting room environment
Based on the audit, we design your meeting room environment. We specify equipment for each room, endpoints, audio, video, control systems, matched to the room’s size, usage, and platform requirements. We design a consistent user experience so people know what to expect in any meeting room. We specify network and power requirements. We produce a prioritised list of rooms to upgrade, based on actual usage and pain points.
Step 3
Plan and schedule deployment
We plan the deployment to minimise disruption. We source equipment from our partners. We coordinate installation with your facilities team. We schedule upgrades during times that minimise impact on meeting room usage. We stage equipment before installation to avoid delays. We plan training and rollout.
Step 4
Deploy and optimise
We deploy equipment to your meeting rooms. We configure endpoints, test audio and video quality, verify network connectivity, integrate with your UCaaS platform. We conduct final testing before handing off. We train your facilities team and key users on the new equipment. We monitor for issues during the first weeks and optimise based on real usage.
Step 5
Ongoing managed services and optimisation
Once deployed, we manage meeting rooms through Rooms as a Service or managed support. We monitor equipment health and audio/video quality. We replace parts before they fail. We upgrade firmware and software. We proactively identify optimisation opportunities, sometimes a microphone placement adjustment improves audio quality significantly. We provide technical support. We help you understand utilisation so you can right-size your meeting room portfolio.
Partners
Accreditations and recognition
Microsoft Teams rooms certified installer, Cisco Webex equipment partner, Yealink authorised service provider, Rooms as a Service specialist.
Microsoft Solutions Partner – Modern Work
Cisco Preferred Partner – Collaboration
Yealink authorised service provider, Rooms as a Service specialist
Next steps
Meeting room failures are rarely about the equipment, they’re about design and management. Most organisations have meeting rooms that sit unused while people book alternatives. Others have rooms with poor equipment quality that people avoid. The first step is understanding your current state: which rooms are actually used, what problems your teams face, what your platform mix is.
Start with a current state audit. Let’s understand your actual utilisation, design a meeting room programme that matches your needs, and deploy equipment that your teams will trust.
FAQs
What’s the difference between Rooms as a Service and traditional equipment ownership?
With traditional ownership, you buy equipment, you’re responsible for maintenance and replacement, and you pay capital costs upfront. Equipment ages and eventually fails. With Room as a Service (RaaS), you pay a monthly subscription, we handle maintenance and refresh, and costs are predictable. RaaS is better for organisations with multiple locations or distributed teams because we manage everything remotely. Traditional ownership can work for small organisations with simple needs.
Can we mix and match equipment from different vendors in the same room?
Yes, but consistency matters for reliability and user experience. A room with a Yealink endpoint works differently than a room with an HP/Poly endpoint. If users encounter the same interface across all meeting rooms, adoption is easier. We recommend consistent endpoints within an organisation, though we can integrate multi-vendor setups if you have specific requirements.
How long do meeting room endpoints typically last?
Quality endpoints last 5 to 7 years before they should be replaced. Cameras, microphones, and displays degrade gradually. Audio quality declines. Video resolution becomes outdated. With RaaS, we manage this refresh automatically. With traditional ownership, you’re responsible for planning replacement.
What about meeting rooms in smaller offices or satellite locations?
Smaller locations can have meeting room endpoints just like larger offices. We scale equipment for room size and budget. A small office might have just one meeting space with a high-quality endpoint. A large office might have multiple rooms with various endpoint types. We right-size for your needs.
How do we handle platforms like Zoom if we’re primarily Microsoft Teams?
We can configure meeting room endpoints to work with Zoom, Teams, Webex, or any combination. A single endpoint can support multiple platforms. If your teams use Zoom, the meeting room endpoint works with Zoom. If they switch to Teams, the endpoint works with Teams. This flexibility is valuable as platforms evolve.
What’s included in Rooms as a Service pricing?
RaaS typically includes equipment, installation, remote monitoring, proactive maintenance, parts replacement, software updates, and technical support. It doesn’t include structural changes to meeting spaces or relocations. We can add ancillary services like audiovisual enhancements or furnishing. We scope exactly what’s included when you sign up for RaaS.