Global Technology Security Leader Case Study
AVI-SPL Guides Global Collaboration Refresh and Support for 30 Locations
Organization
Global Technology Security Leader
Location
Washington, USA
Services
Professional Services, Training Services, Enterprise Elite
Solutions
Biamp, Logitech, Microsoft Teams, Neat, Sony
Global Return-to-Office Strategy Demands Future-ready AV/UC Infrastructure Overhaul
A leading global tech security company was preparing for a widespread return-to-work strategy. But its AV/UC infrastructure wasn’t up to the task.
Across 30 locations in 18 countries on five continents, offices relied on outdated technology. On top of that, the company’s centralized meeting space control platform was nearing an unexpected end-of-life.
“[The client] had rooms with older touch panels and gear that would be obsolete in a matter of seven months,” said Vince Clarke, AVI-SPL account manager.
IT knew it had to transition to a new collaboration platform and refresh more than 400 rooms globally. Each site featured a collaboration (huddle) room, a medium-sized meeting space (8-12 people), a large conference room (14-20 people), a lounge, a training room, and all-hands/game spaces.
The company selected Microsoft Teams as its collaboration platform and Neat solutions as its core meeting space technology. But IT would need a global technology integration provider to ensure each component was installed and launched efficiently in each region.
Future-Ready AV/UC Transformation with AVI-SPL
The tech security leader partnered with AVI-SPL to design a future-ready AV/UC environment and guide every phase of the journey, from strategy to deployment to management.
Plan: Aligning on Microsoft Teams Strategy and Standardizing AV/UC Design
With the client’s meeting controller platform set to sunset and Teams selected as the new Unified Communications and Collaboration standard, the organization needed a global strategy. The plan had to align stakeholders, address IT concerns, and define a standardized AV/UC+C experience across all 30 offices.
AVI-SPL facilitated this process through a Microsoft Teams Rooms Lifecycle Workshop and strategic solution design.
Working closely with AVI-SPL’s Microsoft Practice, AVI-SPL consultants, Andy Blumreich and Jim Kelly, hosted a three-day workshop to assess and ensure that Microsoft Teams would meet the organization’s functional needs.
The workshop covered Microsoft Teams Rooms (MTR) touchpoints, how to create Microsoft device resource accounts, device mailbox accounts, security and administration, and device monitoring and management.
The AVI-SPL team provided structured guidance to help IT get up to speed on every aspect of the MTR lifecycle and address any concerns.
“In addition to our standard workshop practices, we spent time going over vendor-provided monitoring and management tools and their connection to MTR, since we knew Neat was a core tech component of their infrastructure,” Blumreich said.
IT also had concerns about configuring Microsoft Teams within its existing security policies.
Jim Kelly shares, “Initially a major roadblock for their migration, we were able to help them move through with a solution and keep the project on track.”
MTRs require IT to coordinate with other departments. AVI-SPL’s Microsoft Teams Lifecycle Planning Workshop helped this global organization strengthen team relationships and establish new practices.
“The workshop brought people together, some of whom had never met before, fostering connections and building bridges,” said Blumreich.
Coming out of this workshop, AVI-SPL tech experts proposed a multi-tier plan and best practices, featuring:
- Remote and in-person Microsoft Teams Rooms and Microsoft Teams training (the core Teams Desktop Application)
- Remote and in-person Microsoft Teams Rooms Training
- Seven-room conversion to Microsoft Teams
Standardized AV/UC Solution Planning and Design for Global Scale
AVI-SPL collaborated with the client to design a solution using the required Neat tools and introduce tech scaled to each room type, including Sony displays, Biamp solutions, and Logitech devices.
In addition to the systems, AVI-SPL’s Enterprise Elite Maintenance was incorporated for consistent global room support coverage featuring 24/7 support, fixed pricing, and coverage portability to future-proof against unexpected changes.
Deploy: Supporting a Seamless Collaboration Technology Refresh
The next challenge was executing a fast, seamless rollout of Microsoft Teams and standardized AV/UC hardware without disrupting operations or sacrificing user experience.
Personalized Microsoft Teams Training
To ensure a seamless MTR launch and user adoption, AVI-SPL hosted remote and in-person training for room devices and platforms.
AVI-SPL’s Ben Owens collaborated with the global tech security leader’s learning and development team to bring everyone up to speed.
“The organization was transitioning to Teams in two to three months,” said Owens. “It was a tight timeline. But by connecting with execs onsite and other offices remotely, we were able to make the transition seamless.”
The AVI-SPL team provided virtual and on-site training services for large groups and remote teams. Sessions included Microsoft Teams Basic, Town Hall Meetings, and Webinar training. AVI-SPL also provided Microsoft Teams Rooms Basic and Train-the-Trainer sessions.
“Our Microsoft Teams Rooms and Teams platform trainings are designed to be engaging and support different learning styles,” said Owens. “Some people are visual, tactile, or auditory. So, we read people’s body language to keep training organic and make sure they are understanding the material.”
AVI-SPL’s remote and onsite training service walked employees through the intuitive Microsoft Teams platform, the differences from their current platform, and more.
“The transition became easy as the sessions went on and individuals made calls and collaborated with coworkers.”
To support long-term adoption, AVI-SPL provided room manuals and video guides for the learning and development team. The team designed these materials as training reinforcement to help overcome any minor issues and minimize IT support requests.
The seamless transition empowered employees to work and collaborate confidently from day one. Training reduced IT support requests, allowing the learning and development team to refocus on other key initiatives.
International AV/UC Deployment
AVI-SPL also brought in its global deployment group to support the custom AV and Microsoft Teams solution rollout.
The client’s IT team and AVI-SPL’s global deployment experts collaborated to coordinate schedules, mitigate risks, and standardize the solution.
The approach considered regional logistics, procurement, office architecture, and socioeconomic factors.
Operate: Enterprise Elite – Flexible and comprehensive support
Support continued beyond the launch of Microsoft Teams and the Neat-based solution. AVI-SPL provided ongoing confidence in the capabilities of its new tech infrastructure with Enterprise Elite Maintenance.
In this scenario, the client experiences comprehensive coverage of Microsoft Teams, Microsoft Teams Rooms, and standardized and custom conference rooms across its 30 locations.
The global technology security leader’s Enterprise Elite Maintenance plan features:
- Unlimited onsite support for more than 400 rooms over four years
- 24/7 unlimited global remote help desk support
- Facilitation of repair and replacement for manufacturer warranty programs
Additionally, Enterprise Elite is transferable worldwide. This flexibility allows the organization to shut down, relocate, or expand room coverage as needed.
Trusted Service Delivers Consistency and Drives Confidence for Long-term Partnership
“IT is pleased with our solution and Enterprise Elite service. We’re starting conversations about AVI-SPL’s Enterprise Managed Services offering,” said Clarke.
AVI-SPL empowered IT to confidently roll out Microsoft Teams within their security standards and ensure quick adoption of the platform.
The international technology security company’s standardized AV/UC solution empowered productivity and seamless collaboration across five continents.
The introduction of Enterprise Elite Maintenance has set a confident tone for room management and space optimization.
The success of these services is supporting additional audiovisual and unified communications needs. These needs include cloud administration and video production for corporate town hall meetings and other executive broadcasts.
Partner with AVI-SPL, a technology provider with the resources, detailed expertise, and global reach to ensure your systems launch and run smoothly.
Also, did you know your organization may qualify for Microsoft funding for this type of project? AVI-SPL’s Microsoft Practice is happy to review available programs with you.
Let’s transform how your teams communicate and collaborate. Get scalable AV/UC solutions, training services that drive seamless adoption, and expert support that keeps everything running. Contact us today!
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