Introduction
Digital Health and Care Wales (DHCW) delivers national technology and data services for NHS Wales, supporting clinical and administrative teams. As part of their ongoing modernisation, DHCW sought to upgrade meeting rooms to better support Multi-Disciplinary Teams (MDTs) collaborating across the organisation. The goal was to enable seamless Microsoft Teams video conferencing, digital collaboration, and real-time content sharing with minimal onboarding or retraining for staff.
Problem
DHCW needed to address:
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Creating meeting environments that supported both in-person and remote participants equally.
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Ensuring an intuitive, consistent experience that leveraged existing staff familiarity with Microsoft Teams and Windows.
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Providing flexible collaboration spaces adaptable to varying meeting sizes and formats.
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Delivering clear audio and video in diverse room layouts.
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Minimising complexity to reduce training and change management efforts.
Solution
Two Microsoft Teams Rooms (MTR) environments were deployed:
Key Components:
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Portable 50” Microsoft Surface Hub 2S on a roaming Vision stand, allowing flexibility to move collaboration points between spaces as needed.
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Wall-mounted 85” Microsoft Surface Hub 2S in the main meeting room to support larger group sessions.
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Logitech Rally camera systems with RightSight technology for dynamic framing and focus as participants moved.
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Shure microphone and DSP system, supported by a Dante amplifier, delivering clear audio across various room layouts.
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Both setups enabled simultaneous shared content viewing for remote and in-room participants without the need for screen switching.
Design Rationale:
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Interface consistency across devices ensured staff familiar with Microsoft Teams and Office 365 could join meetings and collaborate without new workflows.
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Portable systems allowed rapid reconfiguration of spaces depending on meeting size and purpose.
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The solution supported a hybrid-first working culture where remote participation is integrated, not an afterthought.
Results
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Quick adoption by teams due to familiar Microsoft interfaces.
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Remote participants experienced clear audio and video; in-room users gained flexible meeting options from seated presentations to standing collaboration.
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The system has since been expanded to support over 40 meeting spaces across DHCW.
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The upgrade helped sustain productivity while supporting evolving hybrid workflows.
Key Takeaway
By leveraging Microsoft Teams Rooms and Surface Hub hardware, DHCW created a consistent, flexible hybrid collaboration environment that meets the needs of diverse teams with minimal disruption. The solution’s intuitive design and portability empower users to collaborate effectively, whether in person or remotely.
Client Feedback
“We’ve found the creation of Microsoft Teams Rooms, with the Surface Hubs as the central technology both seamless and also a big step forward.
The whole team is familiar with Windows and the Microsoft Teams interface, so they can quickly join virtual meetings and have a great experience both in the room and as a remote participant.” - DHCW