National Video Conferencing Rollout for Not-for-Profit Organisation
Secure, standardised video conferencing to support critical community services
The Challenge
A national not-for-profit approached Arrow Voice & Data with a fragmented network of legacy video conferencing systems. Each office location used different hardware and software, resulting in:
- Inconsistent user experiences
- Technical issues during critical consultations
- Difficulty collaborating across regional and metro sites
- Limited staff confidence in using the systems
Given the sensitive nature of their work, with internal collaboration and external communication needing to remain secure, seamless, and private, the organisation required a nationally consistent, high-performing video conferencing solution.
They also sought a deployment partner who could deliver discreet, professional installation in high-end office environments, provide onsite training, and secure commercial benefits tailored to not-for-profit organisations.
The Solution
Arrow began with a comprehensive needs analysis to assess existing limitations and map out future goals. The outcome was a customised national rollout plan centred on Microsoft Teams Rooms, fully integrated with their existing Microsoft 365 environment, and powered by Yealink hardware.
This ensured a consistent and intuitive user experience across all locations, while dramatically improving video and audio quality for internal collaboration and remote consultations with clients, advocates, and stakeholders.
Key solution features included:
- Microsoft Teams Rooms Integration: Leveraging the client’s existing Microsoft 365 investment
- Yealink Hardware: Including cameras, microphones, touch panels, and wireless presentation pods
- Customised Onsite Deployment: Tailored installations across six national locations
- Staff Enablement: On-the-day training sessions with optional follow-up support
- Disruption-Free Rollout: Scheduled during business hours to minimise impact
- Sustainable Deployment: Responsible packaging disposal and tidy installations
- Procurement Support: Vendor engagement to secure not-for-profit discounts and value-added services
Arrow’s solution aligned with the organisation’s operational needs, while future-proofing their communication infrastructure.
The Outcomes:
The organisation now benefits from a reliable, high-quality video conferencing solution across all sites. Staff have a consistent and intuitive interface, allowing them to collaborate effectively from any office. Technical support requests have dropped significantly, and the professional, aesthetically considered installations have been praised by executive teams.
Staff adoption was high, thanks to personalised training delivered onsite. The rollout was completed on time, on budget, and with minimal disruption.
- Standardised video conferencing across all offices
- Enhanced security and privacy for sensitive conversations
- Improved collaboration between metro, regional, and remote teams
- Streamlined user experience, reducing training time and confusion
- Reduced technical issues and increased staff confidence
- Access to vendor pricing and benefits for not-for-profit organisations
- Environmentally responsible installation practices
Procurement Specialists
Arrow Voice & Data is your trusted partner for end-to-end business communications and IT solutions. As procurement specialists, we manage everything under one roof—from sourcing and installing hardware to coordinating vendor discounts, training your teams, and supporting ongoing maintenance.
With Arrow managing your deployment, you gain the confidence that your systems are secure, scalable, and aligned with your mission, freeing you to focus on delivering impact where it matters most.