Outdated AV Systems Are Costing You
Outdated AV Technology is Costing You (Here’s How to Fix It Fast)
How often do your meetings start late due to AV issues? Maybe the video conferencing system lags, the audio doesn’t connect, or the screen share refuses to work. These disruptions don’t just waste time; they cost your business money and frustrate your team.
Outdated technology isn’t just an inconvenience. It’s a business liability. It slows down workflows, frustrates employees, overburdens IT teams, and makes you look unprofessional in front of clients.
If any of this sounds familiar, you’re not alone. Many companies struggle with aging AV technology but hesitate to upgrade due to concerns about cost, disruption, or a steep learning curve.
The reality is, maintaining outdated AV systems costs more in lost productivity, IT labor, and business opportunities than upgrading to modern AV technology.
Let’s break down the hidden risks, the real cost of these aging systems, and how to upgrade without overcomplicating the process.
The True Cost of Outdated AV Technology
Many organizations don’t realize they’ve outgrown their AV technology until it actively slows them down. Here are the biggest red flags that your aging technology is costing more than it’s worth.
1. Your IT Team is Overwhelmed with AV System Failures
Your IT team should be focused on strategy and innovation—not constantly fixing AV system failures or troubleshooting why “the screen won’t share.”
Are support tickets normal? Yes.
However, if your team is constantly troubleshooting meeting room AV failures, the real issue isn’t your IT team. It’s your technology.
2. Unreliable Meetings Are Costing You Hours Every Week
Ever sat through a 15-minute delay because the AV system needed to "restart" or "update"? Or does your team waste time juggling multiple platforms because everyone prefers a different tool?
Impact: It’s reported that on average, workers spend almost 3 hours a week dealing with tech issues. (Electric ai)
There will be issues or confusion at times, it’s technology, but there’s easier and more cost effective ways to ensure your team isn’t always dealing with them.
Upgrading to modern AV technology eliminates wasted time with one-touch meeting start solutions that integrate seamlessly with Microsoft Teams, Zoom, and Webex—reducing delays and increasing meeting efficiency.
3. Poor AV Technology is Damaging Your Business Reputation
Your technology is a direct reflection of your company. If your AV system is unreliable, what does that say to clients, investors, or potential hires?
For Example: You’re a professional services organization struggling with poor audio quality in virtual consultations, making communication between your experts and clients difficult. Meanwhile, your competitors offer seamless, high-quality interactions—leaving your company at a disadvantage.
If your outdated AV system is frustrating employees and clients alike, it’s time to upgrade.
Why Businesses Delay Upgrading AV Systems (And Why That’s a Mistake)
We get it. Many businesses struggle with figuring out their technology stack or upgrade AV systems due to these common misconceptions:
🚫 “It’s too expensive.”
✅ Reality: Maintaining outdated AV technology often costs more in lost productivity and IT labor than upgrading.
🚫 “Upgrading will disrupt our business.”
✅ Reality: A well-planned AV system upgrade can be phased in strategically, minimizing downtime. The right partner makes all the difference.
🚫 “Our team won’t want to learn a new system.”
✅ Reality: Modern AV technology is designed for ease of use and often requires less training than outdated setups. It’s not about the equipment, it’s about the experience.
The Best Way to Upgrade Your AV Technology Without Disrupting Business
If your business is dealing with any of the above issues, this is your sign to take action. But upgrading doesn’t have to be overwhelming. Here’s how to do it the right:
1. Upgrade to Seamless, UC-Integrated AV Systems
Why? Employees need AV solutions that integrate with Microsoft Teams, Zoom, Webex, and Google Meet without extra logins or cables.
In fact, this is one of the most common benefits our clients see when using unified AV technology—meeting start times are faster and fewer tech interruptions.
📌 See how we’ve helped businesses upgrade their AV systems
2. Reduce IT Headaches with AI-Powered AV Troubleshooting
Why? AI-powered AV systems can help self-diagnose issues, run automated updates, and notify IT of problems before they disrupt meetings.
We know AI can be scary if you’re dealing with sensitive information, but there are several ways to use it to enhance productivity without requiring major changes.
For Example: AI can be used to recap meetings, summarize discussions, and automate follow-ups, giving employees more time to focus on high-value tasks.
3. Improve Meeting Room Efficiency with Smart Scheduling & Digital Signage
Why? Employees book rooms efficiently, preventing double bookings and wasted space.
When employees struggle to find available meeting spaces or face double bookings, productivity takes a hit, and frustration grows. Smart room scheduling eliminates these inefficiencies by providing real-time availability, automated booking confirmations, and integration with workplace calendars.
This not only reduces wasted time but also ensures that office space is used effectively, helping businesses optimize their real estate investments and create a more organized, efficient workplace.
4. Move to Cloud-Based AV for Scalability & Cost Savings
Why? Cloud-based AV allows remote management, real-time updates, and effortless scalability as your company grows.
Impact: Transitioning to cloud-based solutions can lead to substantial cost savings; for example, businesses have saved up to 85% in energy costs annually.
Relying on outdated, on-premise AV systems often means high maintenance costs, unpredictable downtime, and a lack of flexibility as business needs evolve.
Cloud-based AV solutions solve these issues by enabling remote management, automatic software updates, and seamless scalability, ensuring your technology adapts as your company grows. This shift not only reduces the burden on IT teams but also ensures a more resilient and future-ready AV infrastructure that supports hybrid work, remote collaboration, and long-term operational efficiency.
The Bottom Line: Don’t Let Outdated AV Technology Hold Your Business Back
Every business is unique, but one thing is universal: Outdated AV technology is costing you more than you realize.
When your meetings run smoothly, productivity improves. When IT isn’t overloaded, innovation accelerates. When AV systems are reliable and modern, your clients, customers, and employees have a better experience.
The companies that invest in modern AV solutions today will have a competitive advantage tomorrow.
