Choosing headsets for business calls and Teams meetings

Why the headset matters

When someone joins a call on laptop speakers and microphone, the people on the other end hear keyboard clatter, room echo and everyone else's conversations. Microphone quality is the part that matters most to listeners, and laptop microphones and many consumer earbuds pick up far more background noise than voice. In a busy open-plan office, that makes calls tiring for everyone involved.

A good headset also helps the wearer. It blocks out distractions, lets them hear quiet callers clearly, and avoids the ear fatigue that comes from straining to listen. For staff on calls for much of the day, such as reception, customer service and sales, it is one of the most effective small purchases you can make.

There is a health angle too. People who spend hours on calls with poor audio tend to raise their voices, lean toward the laptop and hunch over the desk. A comfortable headset with a clear microphone lets them sit back, speak normally and move a little while talking, which matters over a long week of back-to-back meetings.

Microphones and noise cancelling

There are two kinds of noise cancelling, and they solve different problems. Active noise cancelling in the ear cups blocks noise for the wearer, helpful in a loud office or on a plane. Microphone noise cancelling filters background noise before it reaches the caller. For business calls, the microphone side matters more, so look for a boom microphone positioned near the mouth with good noise filtering.

Headsets where the microphone is built into the earbud or the ear cup without a boom tend to pick up more background sound, though modern designs have improved. If staff sit in noisy areas, a boom microphone is still the safer choice. Test a few models in your actual office before buying in bulk.

Wired, wireless, USB or Bluetooth

Wired USB headsets are simple, reliable and never need charging. They suit staff who stay at their desk. USB-C or USB-A connections plug straight into laptops and docks, and the headset is recognised automatically by Teams and other apps.

Wireless headsets give freedom to move, which suits people who walk to the printer while on a call or switch between desk and meeting rooms. Business wireless models usually connect through their own USB dongle rather than relying only on the laptop's Bluetooth, which gives a more stable connection and better audio in crowded offices. Many can also pair with a mobile phone at the same time. Check battery life covers a full working day.

Range and density are worth thinking about in larger offices. Many wireless headsets in one space can compete for radio channels, and some technologies handle that better than others. Business brands publish guidance on how many headsets can work in an area. If your open-plan floor will have dozens of wireless users, choose a model designed for dense environments and test before rolling out.

Certification and call controls

Headsets certified for Microsoft Teams or Zoom have been tested for audio quality and include call controls that work with those apps: answer, end, mute and volume buttons that do what you expect, plus a Teams button on many models. Mute indicators, such as a light on the microphone boom, help prevent the awkward moment when someone talks while muted or forgets they are not.

If you use a cloud phone system or Teams Calling, check that the headset works with the softphone and any desk phones you still have. Some offices use the same headset for computer and desk phone with a base station, which suits reception desks.

Comfort, hygiene and fit

Comfort decides whether people keep wearing a headset. Lightweight designs with padded headbands and soft ear cushions are essential for long days. Some prefer single-ear designs so they can hear the office around them; others prefer both ears to block noise. Offer a choice between two or three approved models for different roles, rather than one size for everyone.

Headsets are personal items. Give each person their own rather than sharing, and keep replacement ear cushions in stock, as they wear and become unhygienic over time. For hot-desking offices, staff can keep their headset in a locker or bag along with their laptop.

Managing headsets across the office

Standardise on a few models from one or two brands. Many business headset manufacturers offer management software for updating firmware, setting defaults and tracking devices, which helps once you have more than a handful. Firmware updates can fix connection issues and improve call quality.

Record headsets in your asset register if they are higher value wireless models, and include them in onboarding and offboarding checklists. When someone leaves, the headset is usually reissued after cleaning and new cushions, or replaced if it is near the end of its life.