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Solution Spotlight: When to Upgrade Meeting Room Technology

Business March 6, 2023

Summary: Solutions Architect, Mark Klooster, shares five signs that it’s time to upgrade your meeting room technology. Does your current AV solution have Mark’s must-have collaboration features? 
Many companies recognized the benefits of virtual collaboration tools long before the pandemic. But adoption of these tools accelerated sharply in the Spring of 2020 when remote work and virtual collaboration became the norm.    

Now that more companies are returning to the office, we’re questions from customers about whether the meeting room technology they had in place before the pandemic is due for an upgrade. The primary reason: employees got used to a certain experience during the pandemic, and pre-pandemic meeting rooms can’t match that experience. 

If you’re wondering when it’s time to upgrade your meeting room technology, this post is for you. We recently sat down with Mark Klooster, one of our Solutions Architects. Here are the five signs he’s seeing from mid-sized and enterprise-level customers that indicate it’s time for an upgrade.  

5 signs it’s time to upgrade your meeting room technology 

Sign #1: Your strategy demands It

Of course, the best sign it’s time to refresh your meeting room technology as part of a long-term strategic plan. In these cases, your hardware lifecycle management software will trigger a hardware refresh, and then you order new technology through your procurement process.   

But only some companies can take this approach. Some are playing catch-up, and others have competing priorities or limited budgets. You're not alone if you’re not working against a two- or three-year roadmap. The following signs on Mark’s list are for you. 

Sign #2: Systems are less reliable, delivering poorer quality or breaking down 



This is the most obvious sign and the one you’re probably most familiar with. If you can’t consistently rely on your current meeting room technology to perform at the level you need, it’s time to upgrade. 

What’s more, if your existing meeting room technology struggles to deliver clear and reliable audio and video, that’s a significant obstacle to effective collaboration. 

Sign #3: New hardware for new software 

As software continues to evolve, developers come up with new ideas that require more horsepower. And unfortunately, older hardware may have less horsepower. If your meeting room technology is more than a few years old, the hardware and software are likely outdated. This can lead to slow performance, compatibility issues, and security vulnerabilities. And it’s frustrating for IT managers and systems administrators who need to manage frequent maintenance and support requests and may worry about data breaches and cyberattacks. 

Sign #4: You’re playing catch-up with vendors and partners 

If your partners implement new tech faster than you, it can cause challenges down the line. Similarly, if your current technology can't handle the latest operating systems or device types, it can be difficult to collaborate effectively when partners come onsite.  

With the rise of remote work and hybrid workplaces, as well as people’s desire to use their own devices, it's essential that your meeting room technology support laptops, tablets, and smartphones. Otherwise, you can’t deliver a seamless user experience. 

Sign #5: Your FOMO has turned into FOFB (fear of falling behind)  

We’re huge tech fans, so we know the feeling of wanting the latest and greatest features. But there’s also a point at which your fear of missing out turns into the realization that you’re falling behind. In a 2022 survey by Cisco, 89% of respondents said that video conferencing was essential or important for their business.  

If you’re in FOMO mode, that’s one thing. Just make sure you have the tools you need to achieve your goals and stay competitive in today’s business environment.   

Our pro’s advice? Plan to invest in upgraded meeting room technology every 3-5 years  

Product innovation cycles are shorter today than ever as manufacturers keep pace with technological innovation and competition within the industry. That’s why Mark recommends that you refresh key core components every three to five years to keep these solutions aligned with current IT desktop computing strategies. 

Wondering where you stand? According to Mark, the bare minimum capabilities you need in a meeting room technology solution today are collaboration tools such as video conferencing, screen sharing, and virtual whiteboards. Without them, you’ll find working effectively with remote teams and external partners harder.  

If your current meeting room technology is no longer meeting your needs, our team of Solutions Architects can help.



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