[Plugged in : AV and Tech] 5 Common Mistakes When Upgrading Your Meeting Room (and How to Avoid Them) by Sofyan Sofwan, ESCO Senior System Engineer

Introduction

Picture this: You walk into a newly refurbished meeting room. There are plush chairs, a sleek conference table, and a state-of-the-art display that looks like it belongs in a blockbuster film. You call your team in for the first meeting, expecting that “wow” moment—only to find that half the group can’t see the presenter, the audio keeps cutting out, and no one can figure out how to share their screen without triggering a mini tech crisis.

Upgrading a meeting room isn’t just about fresh décor and shiny gadgets; it’s about creating a practical space that works for everyone. Here are five common mistakes companies often make when revamping their meeting rooms—and tips on how to avoid them.

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Content

1. Ignoring Room Acoustics

Where It Goes Wrong:

Many teams pour their budget into high-end displays and cameras but forget one crucial factor: sound. Glass walls, bare floors, and unadorned ceilings can turn the space into an echo chamber, leaving participants straining to hear or constantly asking for repeats.

A Better Way:

Assess the room: Identify surfaces that could amplify sound, such as glass or wood. Simple additions like acoustic panels, curtains, or even a rug can work wonders.

Choose the right equipment: Invest in microphones and speakers suitable for the room’s size and layout.

Test it out: Get someone to speak from various parts of the room and ensure the sound is clear and evenly distributed.

Think of it like hosting a dinner party. You wouldn’t blast music so loudly that guests have to shout to be heard. The same applies here—create an environment where voices are clear, not lost in the din.

2. Treating the Camera as an Afterthought

Where It Goes Wrong:

You’ve invested in a fantastic 4K camera, but it’s mounted too high, too low, or awkwardly off to the side. The result? Remote participants end up staring at half a table or a partial profile of someone’s head.

A Better Way:

Consider the space: Large conference rooms may need pan-tilt-zoom (PTZ) cameras, while smaller huddle spaces might do well with wide-angle lenses.

Mount it properly: Position the camera at eye level for a more natural and engaging view.

Preview the setup: Test the camera’s perspective to ensure everyone is visible and properly framed.

3. Skipping User Training

Where It Goes Wrong:

Even the most advanced technology is useless if no one knows how to use it. If your team is bewildered by the control panel or avoids using the new setup altogether, the investment is wasted.

A Better Way:

Host quick demos: Take a few minutes to show your team how to join calls, share screens, and adjust settings.

Post instructions: Simple, visible guides or diagrams near the equipment can help avoid confusion.

Offer refreshers: Regular training sessions keep new hires and the entire team up to speed, especially after software updates.

Think of it like teaching someone to drive. You wouldn’t just hand them the keys and say, “Good luck.” A little training goes a long way.

4. Forgetting to Future-Proof

Where It Goes Wrong:

You focus on meeting today’s needs—like 1080p video or basic screen-sharing—without considering future demands. In no time, the system feels outdated, and you’re back to square one.

A Better Way:

Plan for scalability: Opt for equipment that supports higher resolutions (4K or even 8K) and integrates with future platforms.

Invest in cabling: Reliable, high-bandwidth wiring (e.g., fibre optic or HDMI 2.1) can save you from costly upgrades later.

Keep an eye on trends: Stay informed about emerging technologies like AI-powered conferencing or advanced collaboration tools.

5. Skipping Professional Advice

Where It Goes Wrong:

Relying solely on your IT team or a DIY approach can lead to mismatched components and frustrating layouts. While IT staff are brilliant at their jobs, they may lack specific expertise in AV system design.

A Better Way:

Consult an AV expert: They can flag potential issues you might not notice, such as lighting affecting camera angles.

Try before you buy: Pilot programmes or demos let you see how the tech will perform in your unique space.

Ask for references: Reputable professionals can share real-world examples to back up their recommendations.

Summary

A meeting room upgrade should be more than just a visual transformation—it’s about building a space where communication flows, collaboration thrives, and technology feels seamless. By focusing on acoustics, camera placement, user education, future-proofing, and expert guidance, you can create a space that’s not only impressive but functional.

A little planning now can save you countless headaches later. When every voice is heard and every face is seen, your meetings will run more smoothly—and everyone will thank you for it.

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More About Sofyan:

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Sofyan Sofwan is a Senior System Designer at ESCO, bringing extensive experience and certifications to his role, including Crestron Intelligent Video Certification and Audinate Dante Level 1, 2, and 3. With a background as a Project Engineer, Sofyan has been involved in AV projects from start to finish, overseeing everything from system design and shop drawings to on-site installation, control system programming, testing, commissioning, and end-user training. His commitment to AV excellence is underscored by his AVIXA Certified Technology Specialist (CTS) designation, and he sees himself as a lifelong learner, continuously seeking to expand his knowledge of audio and visual technology. Passionate about the growing integration of AV with IT, Sofyan advocates for greater collaboration between design, engineering, and programming professionals. Outside of work, he enjoys playing the acoustic guitar, producing podcasts with friends, and cherishing his role as a father to his 6-year-old daughter, whom he considers his greatest accomplishment.

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