Empowering CIOs to Transform Hybrid Collaboration with Teams Rooms

As CIO, you’re at the helm of a transformative era. The way we meet, connect, and collaborate has changed and your ability to deliver a high-performing hybrid experience is now essential to business continuity and employee satisfaction. The workplace no longer starts and ends at the office. Today, it’s a dynamic blend of physical and digital, where the experience must be seamless, reliable, and inclusive.

But many organisations are still struggling to bridge that gap. Frustrated users report inconsistent meeting room technology. IT teams are overwhelmed with support tickets. Meeting rooms are either underutilised or misused. And for those in your role, tasked with leading digital transformation across every facet of the organisation, this is more than a tech issue - it’s a business risk.

A Strategic Imperative, Backed by Data

Global research confirms what CIOs are seeing on the ground. According to Gallup, 52% of employees now work in a hybrid model, with remote work saving an average of 56 minutes in daily commute time that can be reinvested into higher-value work.

Gartner goes further, stating that companies embracing human-centric hybrid strategies are 3.8 times more likely to see high employee performance and 3.2 times more likely to retain top talent.

And Forrester, in a Total Economic Impact (TEI) study on Microsoft Teams Rooms, calculated a 342% return on investment for enterprises deploying modern, integrated video conferencing solutions largely through increased productivity, reduced travel costs, and fewer IT disruptions.

These are not aspirational numbers. They’re achievable with the right foundation, and that’s where Ricoh’s Teams Rooms Solutions, powered by Poly, step in.

Simplicity, Performance and Scale Delivered

Ricoh’s approach to Teams Rooms is built around the realities CIOs face today.

First, we eliminate complexity: Poly’s intuitive user interface allows staff to start a meeting with a single touch, ensuring consistency across every room, every location, every time. No more calls to the helpdesk five minutes before a meeting starts. No more patchwork hardware that behaves differently from space to space.

Second, we raise the bar on quality: Poly’s enterprise-grade cameras and audio systems equipped with AI-driven features and beamforming microphones ensure that everyone, whether remote or in the room, can engage clearly and confidently. No lag, no awkward silences, and no blurred communication.

Third, we empower your IT team with intelligent, remote management: With Poly Lens and Ricoh’s nationwide service layer, you gain real-time insight into device health, room usage, and adoption patterns all of which help you proactively resolve issues and improve resource allocation. Rather than firefighting, your IT staff can focus on the strategic work they were hired to do.

The solution is also built to grow with you. As Microsoft evolves Teams, your systems evolve alongside it, with certified firmware updates and integrations that keep you ahead of the curve. And thanks to Ricoh’s flexible financing models including as-a-Service offerings you can align procurement with your financial strategy, whether that’s CapEx, OpEx, or a hybrid approach.

Delivering Tangible Business Outcomes

These capabilities translate directly into business impact. Helpdesk tickets and onsite support calls drop significantly thanks to the system’s ease of use and remote manageability. With standardised rooms across your sites, you eliminate variability a known driver of IT escalations.

Analytics help you make data-driven decisions around meeting room scheduling and office space usage, giving visibility into ROI that previously went unmeasured. The improved meeting experience also fosters greater collaboration, particularly for distributed teams, reducing travel costs without compromising engagement.

Beyond the technical gains, there’s a reputational advantage as well. For executives, clients, and stakeholders joining your meetings, first impressions matter and nothing says “modern, forward-thinking organisation” like a frictionless, professional hybrid experience. For your employees, it demonstrates that you value their time, their input, and their need to collaborate effectively whether they’re working from the office, home, or the road.

A Partner You Can Trust

Ricoh is more than an AV provider. We are one of the world’s top three AV integrators, and a long-standing Microsoft Partner with deep expertise in workplace transformation. 

Our partnership with Poly a brand now integrated within HP’s ecosystem means we can offer globally recognised, locally supported Teams Rooms solutions that are fully aligned with the Microsoft roadmap. Our local teams work side by side with your IT and facilities leads to ensure a smooth rollout, backed by proactive service and support across the country.

Importantly, we bring all of this together under one agreement. From print and document services to cybersecurity and cloud infrastructure, Ricoh helps unify your digital workplace removing silos and creating consistency across platforms.

Lead the Future of Work - Today

Hybrid work isn’t a passing phase. It’s a permanent shift, and the organisations that get it right will reap the rewards in talent, productivity and reputation. With Ricoh and Poly, you have a proven path forward one that reduces IT overhead, elevates employee experience, and delivers measurable business outcomes.

Whether you’re looking to pilot Teams Rooms in one site or scale across your national footprint, Ricoh can help. We start with a discovery session to understand your environment and pain points. Then we build a roadmap tailored to your goals, with a deployment plan that’s scalable, supportable, and financially sustainable.

It’s time to move beyond reactive fixes and into strategic, data-driven collaboration. Ricoh Teams Rooms, powered by Poly, give you the platform and the partner to make it happen.