Poor office AV solutions in the UK cost businesses far more than most realise. From failed meetings and wasted staff time to damaged client perception and hidden operational costs, unreliable workplace technology quietly drains productivity every day.

If meetings regularly start late, video calls drop out, screens won’t connect, or staff avoid certain meeting rooms altogether, the issue is rarely the people using the space. In most cases, the root cause is poorly designed, outdated, or unsupported audiovisual systems.

Across the UK, organisations lose thousands of pounds every year to unreliable meeting room AV, inconsistent room setups, and technology that hasn’t kept pace with modern hybrid working. In 2026, with video collaboration now business-critical, these problems are more costly than ever.

This article breaks down the real cost of poor office AV, the common mistakes businesses make, and how UK organisations are fixing them properly.

The hidden cost of poor meeting room AV

1. Lost productivity adds up quickly

Failed video calls, rebooting screens, audio feedback, and staff calling for help mid-meeting all chip away at productivity. What often feels like a “small issue” becomes a major cost over time.

If just five people lose 10 minutes per meeting, once or twice a week, that can easily total 40+ hours per room per year. Multiply that across multiple meeting spaces and teams, and the cost becomes impossible to ignore.

This is one of the main reasons demand for reliable meeting room AV systems and Microsoft Teams Rooms setups has surged across UK offices.

2. Inconsistent room experiences frustrate users

One of the biggest complaints we hear from staff is inconsistency:

• One room works perfectly

• Another needs three remotes

• A third only works “if you jiggle the cable”

When every room behaves differently, confidence drops. People arrive early “just in case”, meetings start late, and technology becomes something to work around rather than rely on.

Standardisation is a key driver of successful AV deployments — but it’s often overlooked.

3. Damaged client and stakeholder perception

Nothing undermines credibility faster than technical issues during important meetings.

Common pain points include:

• Poor audio quality during calls

• Cameras not switching on

• Screen sharing failing at the worst moment

• Awkward delays while technology is fixed

Clients, partners, and stakeholders expect meetings to run smoothly. A single bad experience can influence how professional — or prepared — your organisation appears long after the meeting ends.

4. AV installed without long-term planning

Many AV issues don’t come from bad hardware — they come from poor design decisions.

Common examples include:

• Displays installed without considering sightlines or room acoustics

• Wireless presentation systems conflicting with network policies

• Cameras or microphones specified without understanding room size

• Control systems that are too complex for everyday users

Without proper planning, even high-quality AV equipment can underperform, leading to frustration and ongoing support issues.

Why “install and forget” AV no longer works

Traditionally, office AV was treated as a one-off install: fit the equipment, hand over the remotes, and move on. That approach no longer works.

Modern meeting rooms now include:

• Network-connected displays

• USB cameras and microphones

• Touch controllers

• Room PCs or compute modules

• Cloud-managed collaboration platforms

AV environments are now living systems, not static installs. Without ongoing attention, they slowly degrade.

The security and reliability risks nobody talks about

Modern meeting rooms are packed with connected devices, yet they’re often excluded from routine reviews.

Without proper lifecycle management, AV systems can:

• Miss firmware and security updates

• Use shared or default credentials

• Remain in service long past their supported lifespan

• Develop compatibility issues after platform updates

While AV isn’t responsible for IT security policy, poorly managed AV can still create risk and instability if left unchecked.

How UK businesses are fixing office AV in 2026

1. Standardised meeting room designs

Rather than treating every room as a bespoke project, organisations are adopting repeatable AV room types.

Benefits include:

• Familiar user experience across all rooms

• Faster onboarding for staff

• Simpler fault diagnosis

• Lower long-term support costs

Standardised Microsoft Teams Rooms and similar platforms are now the norm in UK offices of all sizes.

2. AV designed around real-world use

Successful AV design starts with understanding how spaces are actually used:

• Boardrooms vs collaboration spaces

• Hybrid meetings vs in-person sessions

• Presentation-heavy vs discussion-based rooms

Designing AV around real workflows — not just room size — dramatically improves reliability and user satisfaction.

3. Proactive AV support instead of break-fix

Just like other critical business systems, AV performs best when supported proactively.

This typically includes:

• Health monitoring

• Firmware updates

• Remote diagnostics

• Usage insights

Proactive support reduces emergency call-outs, improves uptime, and extends the life of AV investments.

4. Clear ownership and accountability

One of the biggest improvements businesses make is establishing clear responsibility for AV systems.

When AV design, installation, documentation, and support are aligned, issues are resolved faster and environments remain stable long-term — without the finger-pointing that often occurs when responsibilities are unclear.

Is poor AV holding your workplace back?

If meetings regularly overrun, staff avoid certain rooms, or technology causes frustration rather than confidence, it’s worth taking a closer look.

A short AV review often identifies:

• Simple configuration issues

• Opportunities for standardisation

• Quick improvements with minimal disruption

Fixing AV doesn’t always require a full refit — but it does require the right expertise.

About Sysflex

Sysflex delivers professional office AV solutions for UK businesses, including meeting room systems, collaboration technology, and long-term AV support. We work with organisations and partners to design reliable, user-friendly environments that support modern ways of working.