End-to-end video conferencing solution design and platform configuration for a Queensland Government workplace transformation.

The situation

A Queensland Government client was rolling out a new way of working that depended on consistent, high-quality video collaboration across boardrooms, meeting rooms, and individual workstations. Their existing video conferencing setup was inconsistent, vendor-fragmented, and didn’t scale to the new workplace’s hybrid-meeting expectations.

The department needed a solution design that covered the full estate. Boardrooms, large meeting spaces, smaller huddle rooms, individual desks, and remote workers, all integrated with Microsoft Teams as the primary collaboration platform. They also needed the design deployed and configured, not just documented.

Our approach

InnovateX delivered a four-week engagement covering solution design, vendor selection, platform configuration, and deployment.

Requirements and room categorisation

We began with a stakeholder discovery covering executive, IT, facilities, and end-user perspectives. We catalogued every meeting space and categorised them by capacity, use case, and acoustic profile. Each category got a defined hardware specification matched to its purpose.

Solution architecture

We designed an end-to-end architecture covering audiovisual hardware (cameras, microphones, displays, controllers), network requirements (VLAN segmentation, QoS policies, internet bandwidth planning), and collaboration platform integration. The design used Microsoft Teams Rooms as the primary boardroom and meeting room platform, with personal-device experiences integrated through the same Teams ecosystem.

Vendor and hardware selection

We evaluated and selected hardware partners suited to each room category. Logitech for boardrooms and large meeting rooms, smaller Teams-certified devices for huddle spaces, and consistent peripherals for personal workstations. Selections balanced inclusivity (camera framing, audio pickup, accessibility), security (signed firmware, supported management platforms), and total cost of ownership.

Platform configuration

We configured Microsoft Teams Rooms management, device compliance policies in Microsoft Intune, room mailbox policies, conditional access for Teams Rooms accounts, and meeting policies aligned with the department’s security posture. Hardware was provisioned, network policies were validated, and rooms were tested under realistic load conditions.

Operational handover

We documented the design, configuration, and operational runbooks for the department’s IT operations team. Handover included troubleshooting playbooks for common scenarios and escalation paths for vendor support.

Technologies used

Collaboration platform: Microsoft Teams, Microsoft Teams Rooms, Microsoft 365 Exchange room mailboxes.

Hardware: Logitech video conferencing systems for boardrooms and meeting rooms, Teams-certified peripherals for personal devices.

Management and security: Microsoft Intune for device compliance, Entra ID conditional access for Teams Rooms accounts, Microsoft Defender for endpoint protection.

Network: VLAN segmentation, QoS policies for real-time media, bandwidth planning and validation.

Outcomes

• Consistent video conferencing experience across boardrooms, meeting rooms, huddle spaces, and personal workstations.
• Standardised room categories with defined hardware specifications, simplifying procurement and operational support.
• Secure-by-design configuration: device compliance, conditional access, and security baselines applied to all Teams Rooms.
• Operational runbooks delivered to the IT operations team for ongoing support and troubleshooting.
• Inclusive collaboration: camera framing, audio pickup, and accessibility considered in every room category, reducing the gap between in-room and remote participants.
• Scalable foundation for the department’s broader workplace transformation, with patterns reusable across additional sites and rooms.