From Fragmented to Future-Ready

Objective

For a global asset management firm operating across dozens of countries, years of growth had created a fragmented meeting environment, with multiple platforms, inconsistent room experiences and growing support demands.

As the firm expanded its investments in Microsoft collaboration and AI, leaders saw an opportunity to bring meeting spaces into that broader strategy. Rather than treat modernization as a hardware refresh, the organization set out to create a global collaboration standard that could improve the employee experience, simplify operations, preserve existing investments and create an AI-ready foundation for the future.

Diversified was selected to help the firm bring that vision to life—at a global scale.

Solution

The firm took a phased approach, beginning with a pilot across several dozen rooms to validate the user experience, technical fit and business value before scaling globally. Once proven, the Microsoft-aligned Teams Rooms strategy expanded to more than 1,000 rooms across dozens of countries, with a roadmap toward several thousand.

Standardized room archetypes created a consistent experience, while Diversified supported the transformation across deployment, interoperability, adoption, monitoring and managed services.

1000+

Rooms Transformed

Getting More from Existing Investments

Rather than replace existing technology outright, the firm identified hardware that could be strategically repurposed to extend the Teams environment. This protected prior investments, extended the useful life of existing assets and freed capital to help fund the next phase of room expansion.

The strategy generated multi-million-dollar savings. Interoperability between legacy and new platforms enabled a gradual migration, allowing the organization to transition away from its legacy environment without an abrupt cutover that could disrupt daily operations.

50%

Faster Issue Resolution

A More Proactive Global Support Model

Standardization gave the firm an opportunity to improve how its global meeting environment was supported. With real-time monitoring and 24/7 managed services from Diversified, the organization gained greater visibility into room performance and a more proactive approach to issue resolution.

Resolution times have been reduced by roughly half, while support tickets and on-site interventions have declined significantly. Within six months, satisfaction scores improved by double digits—freeing IT resources to focus on higher-value work.

25+

Countries

Laying the Foundation for AI-Powered Collaboration

The Microsoft-aligned Teams Rooms strategy provided the foundation for emerging AI-powered collaboration capabilities. A more standardized environment creates a path for capabilities such as transcription, speaker attribution, intelligent meeting recaps and future AI-assisted workflows.

The firm is now piloting AI-powered meeting capabilities with several thousand users, including automated meeting recaps and AI-driven insights. The pilot represents an early step toward exploring how AI can support collaboration at the team level, rather than remaining focused solely on individual productivity.

Impact

By looking beyond a traditional hardware refresh, the firm transformed its global meeting platform into a more consistent, scalable collaboration environment.

Employees gained a more reliable experience across locations, while IT teams benefited from greater visibility, faster issue resolution and fewer support interventions. Strategic hardware reuse extended the value of existing investments and freed capital for continued expansion.

More importantly, the firm created a platform aligned with its broader Microsoft AI strategy. Meeting spaces can now evolve from operational infrastructure into a source of organizational knowledge—creating a path for the insights, decisions and actions generated in everyday conversations to become more accessible and valuable across the enterprise.