Drive adoption of Microsoft Teams Rooms

Our three-step model will help you achieve faster adoption and business results.

1. Plan

Use our template to define your success plan and view our checklist to help inform your users.

Go to plan

2. Launch

Set up your new service with our admin support guides and download some ready-to-use assets to announce the new service to your users.

Go to launch

3. Optimise

Learn how to use analytical tools to help you understand your users' behaviour and find out how to encourage inactive users to get started.

Go to optimise
1. Plan

    Download our success plan template and start planning your adoption journey.

     

    Download now >

    Here's a checklist of things you might need to tell to your users to ensure the best experience:

     

    • The date when the room will be ready for use.
    • Promote the simplicity of one app, familiar interface.
    • How to invite the room to your meeting from the app.
    • How to find the room from the directory, what is the naming convention?
    • Reminder to book the room as well if required.
    • Where to find information on the rooms touchscreen console/room device how to make a phone call.
    • How to start unscheduled meeting by walking into the room.
    • Tips on how to manage a hybrid meeting.
    • Reminder of in-meeting controls i.e. sharing content.
    • Where to access any training and who to contact for support.

    Top tips:

     

    1. Identify what the change means for users – Understand and communicate how the new solution will impact users' daily routines and workflows.

    2. Create awareness – Ensure users are aware of the upcoming changes and the reasons behind the switch to the new service. Ensure you use the right communication channels to inform your users, so they don’t miss the message.

    3. Provide step-by-step instructions – Offer clear, step-by-step guides on how to get started with the new solution.

    4. Share learning resources – Provide links to tutorials, webinars, and other resources that help users learn how to use the service.

    5. Remind users of updates – Keep users informed about updates and new features through prompts and notifications within the app.

    6. Highlight key features – Emphasise the most relevant features that will enhance users' productivity and collaboration.

    7. Offer hands-on demos – Conduct live demonstrations or virtual sessions to show users the new system in action.

    8. Set up a support network – Establish a network where users can seek help, including dedicated support teams and peer-to-peer assistance.

    9. Collect feedback – Gather user feedback and make improvements based on their suggestions to show their input is valued.

    10. Celebrate milestones and wins – Acknowledge and celebrate key milestones, such as successful deployment phases or reaching user adoption goals. Recognise individuals and teams who are leading the way.

    11. Gamification – Implement a points system where users earn points for completing training modules, attending demos, or providing feedback, with recognition for top performers.
    2. Launch

    Admin and User support

    We have additional support pages for your Admins and Users.

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    Admin support

    Share this link with your admin to help them with the set-up and management of the service.
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    User guides and training

    Share this link with your users to help them get started and learn more about the service.
    3. Optimise

      We recommend you analyse the usage of your service regularly. A lot of insight is available to help you ensure your users have a positive experience and are getting the most out of the service. Learn how to use the reporting tools available.
       
      Remind your users of the service and share guides and training videos with them if they need more support. Reminder email >

      You might want to consider creating a simple questionnaire to determine why your users aren't using your rooms.

       

      Questions you could ask:

      1. Are you using any tool for meetings other than Microsoft Teams Rooms?
      2. Are you having problems with the technology in the rooms?
      3. Do you need help with using the rooms?