How WWT Designs Multi-Vendor Meeting Rooms at Enterprise Scale
In this article
Hybrid work has made collaboration more complex than ever, yet most organizations still rely on outdated meeting room strategies built for an era of in-office work. Today's employees expect intuitive spaces where video, audio and content sharing simply work every time, regardless of location or device.
The challenge? Scaling this experience across hundreds or thousands of rooms worldwide is harder than it looks. Most enterprises use a mix of vendors, each with its own updates, certifications and quirks. When one update breaks a workflow, the entire experience suffers.
That is why many organizations turn to World Wide Technology. We help enterprises design, validate and deploy custom multi-vendor meeting room environments at scale so they deliver consistent, secure and reliable collaboration everywhere.
This article covers:
- WWT's meeting room design approach
- Who we work with and the challenges they face
- Why multi-vendor integration is the reality of modern collaboration
- How WWT delivers results at a global scale
- What makes WWT different
- Real-world examples
- How to get started
What is WWT's meeting room design approach?
Modern meeting rooms are no longer about simply adding a camera and a screen. They need to support diverse workstyles, hybrid participation and consistent user experiences across every space, and eliminate proximity bias.
WWT approaches this with a framework built for enterprise scale, which includes:
- Room type standards: We create templates for small, medium and large rooms so your environments feel familiar, even across different regions and offices.
- Interoperability by design: We make sure your vendors and systems work together without friction.
- Testing before deployment: Every solution is validated in our Advanced Technology Center (ATC), where we simulate real-world conditions and vendor updates to catch issues early.
- Lifecycle planning: We account for firmware changes, refresh cycles and adoption strategies so the investment lasts.
Our goal is simple: meeting spaces that work every time and scale globally without headaches.
Who do we work with on large-scale room refreshes?
A large-scale meeting room refresh is never just an AV project. It involves multiple teams, each with its own priorities and pain points:
- IT leaders and architects: They need an architecture that scales globally, integrates with existing systems and avoids security risks. Vendor lock-in and unmanaged updates are constant concerns.
- AV and collaboration teams: These teams live in the trenches, fighting firmware mismatches, hardware certifications and inconsistent standards across regions. They need consistency and a single source of truth.
- Facilities and employee experience teams: These teams focus on user adoption and space utilization. If a room is too complicated or behaves differently from others, employees avoid it, driving down ROI.
- Business executives: They expect measurable outcomes, including improved productivity, cost control and user satisfaction. They do not want to hear about technical failures or project delays.
WWT brings all these perspectives together. We make sure the refresh strategy addresses technical realities and business priorities equally.
Why multi-vendor integration is the new standard
Hybrid work has driven organizations to mix and match technology for the best possible experience. For example:
- Cisco for trusted video conferencing
- HP Poly, Logitech and Neat for exceptional cameras and audio
- Crestron for intuitive room control
- Jabra and Lenovo for flexible peripherals and specialized devices
This approach delivers flexibility and quality, but it also introduces complexity. Without a holistic strategy and plan that accounts for interoperability, governance and lifecycle planning from the start, enterprises face inconsistent user experiences, unpredictable support issues and integration headaches every time a vendor pushes a new update.
How WWT solves these challenges
WWT's methodology for meeting room transformation is built to address the full lifecycle of collaboration spaces. Our approach includes six key areas of expertise:
- Strategy and planning: We align business and technical stakeholders to define room standards, workflows and technology roadmaps that meet organizational goals. We leverage dynamic persona modeling to understand the needs of different employee groups, while making sure that spaces are designed for real-world usage and adoption.
- Design and engineering: We create standardized room templates, drawing from OEM best practices and our own expertise, so every meeting space delivers a consistent experience while remaining flexible for future needs.
- Validation and testing: We build and test configurations in the ATC under real-world conditions before deployment, eliminating surprises and accelerating adoption.
- Deployment and integration: Our global integration centers and logistics network allow us to stage, ship and deploy hundreds or thousands of rooms quickly and consistently across regions.
- Adoption and training: We provide comprehensive employee training and change management strategies to drive user adoption, maximize ROI and empower employees to feel comfortable and productive in every space.
- Lifecycle management and support: We offer ongoing governance, monitoring, and software licensing and enterprise agreement support to keep meeting rooms optimized, secure and aligned with evolving business needs.
What makes WWT different
- Deep multi-vendor expertise: We maintain strong partnerships with Cisco, Microsoft, Zoom, Google, HP Poly, Neat, Jabra, Crestron, Lenovo, Logitech and other leading meeting vendors, which means faster issue resolution and better integration outcomes.
- Real-world testing in the ATC: We validate interoperability, performance and reliability before you roll out anything globally.
- Global scale: Our logistics capabilities make worldwide deployment predictable and efficient.
- End-to-end support: From design through lifecycle management, WWT stays engaged so your rooms work from day one and every day after.
Real-world examples
WWT's approach to meeting room transformation is proven across a range of environments, from our own offices to complex client deployments.
At Clayco, a leading construction and design firm, WWT unified nine disparate meeting platforms into a single, seamless solution. This enabled Clayco's teams to collaborate effortlessly across headquarters, branch offices and remote sites, resulting in faster project decisions, reduced travel costs, and a significant increase in meeting adoption.
For a global energy company, WWT established a new standard for conference room AV by integrating leading collaboration platforms and hardware across both new construction and legacy spaces. This program delivered feature-rich meeting environments that empower employees with meeting equity and consistent experiences worldwide, while simplifying support and lifecycle management for IT teams.
Finally, our own offices showcase WWT's commitment to intuitive, hybrid-ready meeting spaces. Executive rooms and collaborative areas are designed for interoperability, allowing employees and guests to connect and share content with ease — regardless of device or platform. These spaces serve as living labs for multi-vendor integration, demonstrating how thoughtful design and rigorous validation can deliver consistent, reliable experiences at scale.
These are just a few examples of how WWT has helped clients and our own workforce collaborate more productively, meet seamlessly and drive meaningful outcomes for their businesses.
Ready to simplify your meeting room refresh?
WWT partners with organizations across industries to standardize room designs for consistency and scale, validate multi-vendor interoperability before rollout, and deploy globally with predictable timelines. Our consultative approach includes dynamic persona modeling to make sure every space is tailored for real-world usage and employee adoption. Lastly, with ongoing lifecycle management, governance and employee training, we can help you create collaboration environments that work for everyone — today and into the future.