In this article, you’ll discover:
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The most common problems caused by traditional boardroom AV systems
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Why “good enough” eventually costs you more than replacing
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How you can determine whether your boardroom is outdated, step by step
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And we’ll give you a practical evaluation tool
After reading this article, you’ll know exaclty which problems cost you money and how to make a substantiated business case for renewal.
The hidden downside: why traditional systems fail
At AVEX, we’ve guided organisations with implementing boardrooms that really work for over 35 years. During those years, we’ve noticed a pattern: the most frustrating problems are caused by traditional AV systems that weren’t designed for modern needs.
The difference between a boardroom that causes problems and a showcase room? Successful organisations recognise these critical issues in time and address them systematically.
The most common problems with traditional boardroom AV systems we hear about, are:
In this article, we’ll go over these problems one by one, so that you know exactly how they impact your organisation and how to recognise them.
Connection problems: when “plug and play” becomes “plug and pray”
Why this is the most frustrating problem
Laptops that simply refuse to connect. In traditional boardrooms you often deal with outdated HDMI outlets, incompatible adapters, and systems that don’t rhyme with modern laptops.
Especially external visitors use MacBooks, iPads, Surface tables or ultrabooks – and nothing works. The result: every meeting starts with 5-10 minutes of technical troubleshooting.
The hidden costs
At 20 boardroom meetings a week, you easily lose 2 hours of productivity. Each year: over 100 ours wasted on connection problems. If eight managers cost € 150,00 per hour, then you lose € 30.000,00 per year – on waiting time alone.
Practical impact
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Meetings always start too late
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External visitors get an unprofessional impression
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Presentations are delayed or canceled
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Your trustwortiness as IT/Facility Manager will be put under pressure
Slow boot times: Waiting for the system to “wake up”
Why speed is crucial in modern business
Modern business moves fast. Your boardroom AV system doesn’t. Traditional systems often have a boot time of 5-15 minutes. Projectors need to “warm up”. Central systems need to be turned on. Audio needs to calibrate.
Practical impact
Compatibility issues: When your boardroom AV system doesn’t rhyme with modern technology
Why traditional systems lag
A traditional boardroom AV system is designed for a world that doesn’t exist anymore. They don’t support 4K resolutions. They aren’t compatible with USB-C connections. They struggle with modern video codecs.
The result? Presentations that look blurry, videos that lag, and frustation among users that are used to crystal clear image quality.
Even worse: many systems can’t handle the safety protocols of modern laptops, causing the connection to get blocked often.
Practical impact
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Presentations look amateuristic compared to modern norms
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Video content can’t be played
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Security protocols block connection
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Users don’t trust the system anymore
Unreliable wireless connection: When “wireless” causes more stress than comfort
Why wireless often causes more problems
Wireless connection sounds amazing – until it stops working. Traditional wireless systems often deal with:
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Interference from other WiFi networks
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Bandwidth issues with 4K content
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Abrupt disconnection in the middle of presentations
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Compatibility issues with different operating systems
Ironically, you only install wireless technology to make meetings run more smoothly, but end up with more disruptions than before.
Practical impact
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Presentations are interrupted by connection drops
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High-quality content can’t be shared wirelessly
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Users revert to cables as the “safe” option
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The advantage of wireless technology disappears
Outdated interfaces: Control pannels from the Stone Age
Why user-friendliness is essential
Have a look at the control pannels in your boardroom. Does it look like something from 2010? Then they probably are from 2010.
Modern users are used to intuitive touch interfaces like their phones. Traditional AV control pannels often have:
The result: only the “AV expert” in the office dares to operate the system. Everyone else calls the helpdesk.
Practical impact
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Only technically advanced colleagues can operate the system
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Increased dependence on IT support
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Users avoid the boardroom due to fear of technical problems
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Limited use of available features
Lack of technical support: When something goes wrong, you’re on your own
Why this might be the biggest problem
Traditional systems often fail, but help is out of reach. Many older systems are no longer supported by the original supplier. Parts are no longer available.
And if there is support, a technician costs € 150,00 per hour, for recurring problems.
In reality: you solve problems temporarily with workarounds and duct tape solutions, while the real problem – an outdated boardroom AV system – stays.
Practical impact
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You’re dependent on expensive external support
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Problems keep recurring without a proper solution
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Downtime during critical moments
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No proactive monitoring or preventive measures
From boardroom problems to showcase room
These problems can’t be avoided. They’re symptoms of outdated technology in a modern business world.
Companies that switched to a modern boardroom AV system, report:
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80% less technological disruptions
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Meetings are 15 minutes shorter (on average)
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90% higher user satisfaction
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Significantly improved reputation in external meetings
The most important insight: what you’re now experiencing as “normal” boardroom problems, are actually symptoms of a system that’s outdated.
Your evaluation tool: the right questions for improvement
Do you want to know how big these problems are in your situation?
For each question, give a score from 0 (not applicable at all) to 5 (very often/severe). Add up the points per category:
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0–10 points: occasional problem, keep an eye on it
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11–20 points: structural problem, needs attention
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21+ points: big problem, action required
This gives you a concrete number that provides insights into your situation and where you can prioritise improvements.
About problems:
□ Do you often delay meetings due to technical issues?
□ Does the service desk receive many reports each month about the boardroom AV systems?
□ Do you recognize several of the 6 mentioned problems in daily use?
□ Do you have to spend time weekly troubleshooting the boardroom yourself?
About costs:
□ Does lost meeting time noticeably lead to frustration or lower use?
□ Is external IT support often called in to solve boardroom problems?
□ Have AV malfunctions ever caused reputational damage during important meetings?
□ Have decisions on projects been delayed due to technical problems?
About alternatives:
□ Is the system noticeably outdated or has it not sufficiently grown with the organisation?
□ Does the current solution still meet modern business requirements (hybrid working, reliability)?
□ Do you experience uncertainty about whether suppliers will fulfill their promises regarding reliability?
□ Do you expect that the current solution will actually cause more costs in the coming years?
This score shows you how urgent your boardroom challenges are. The higher your total score, the greater the impact on productivity, costs, and reputation. This is the starting point for implementing targeted improvements and creating a reliable boardroom experience.
