Case Study V2

The primary goal was to replace their outdated systems with modern, user-friendly HP | Poly video conferencing solutions that could be implemented across multiple locations. To streamline the process, RoomReady created a standardized menu of customizable room solutions, ranging from small huddle rooms to large conference spaces, ensuring that each room was equipped with the right AV technology for its size and purpose. Poly video conferencing systems were chosen for their seamless integration with Microsoft Teams, ensuring that employees could use the familiar Teams interface without disruptions. RoomReady’s team also prioritized clean cable management and strategic camera placement to deliver a polished, user-friendly experience in every space.

Additionally, Presidio supported the Facility Solutions Leader’s transition to the new AV infrastructure and played a pivotal role in aligning technology across locations. Presidio’s ongoing involvement opened the door for potential expansion, allowing RoomReady’s solutions to scale across numerous sites while maintaining consistency and reliability. By offering a standard set of room solutions, RoomReady helped the company avoid the complexity of custom requests
for every meeting space. This approach not only simplified the deployment process but also ensured a consistent experience for employees, regardless of location.

At the heart of every RoomReady project is a proven process designed to deliver consistent, high-quality results with
minimal disruption: the RoomReady Way. This three-phase approach ensures that every solution is tailored to the
client’s needs, installed efficiently, and fully supported for long-term success. By following this structured yet flexible
process, RoomReady simplifies AV deployment and creates reliable, scalable meeting experiences across all locations.

Phase 1: Simplify
RoomReady’s team worked closely with the company to assess their existing AV infrastructure, video conferencing
environment, room configurations, and technical requirements. This detailed assessment allowed them to design a
tailored solution that would meet specific needs while maintaining consistency across locations.

Phase 2: Accelerate
The installation phase involved replacing legacy systems with HP | Poly Teams-certified video conferencing endpoints,
fully integrated with Microsoft Teams Rooms. RoomReady’s AV experts ensured that each installation was executed
efficiently, minimizing downtime and disruption to business operations. The custom room setups were designed to
match company preferences for room sizes, technology placement, and ease of use.

Phase 3: Succeed
Following installation, RoomReady provided comprehensive support and training to employees within the organization.
This ensured that everyone could easily navigate the new video conferencing solutions and take full advantage of the
upgraded capabilities.

The project was completed on schedule, and over 100 standardized Microsoft Teams Rooms supported by Poly video conferencing systems and RoomReady AV services are now active across all locations. The transition has resulted in consistent and reliable user experience, with a minimal need for IT support. The company’s employees now enjoy seamless collaboration, with the ability to join meetings from any room without encountering technical issues.

RoomReady’s attention to detail and commitment to providing a hassle-free experience has resulted in a system that delivers value far beyond the initial installation. With a 90-day warranty and a certification process that ensures every system works as intended, the Facility Management Company can trust that their video conferencing setup will continue to meet their needs for years to come.

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