Boardroom AV systems: the 6 biggest problems

“Before an important presentation to our executive team, our CEO tried connecting a new laptop. The system didn’t recognise anything. After fifteen minutes of frustration, we decided to continue without the presentation. It felt anything but professional.”

An IT Manager at a large consultancy recently shared this experience with Marco Kramer, boardroom technology specialist at AVEX.

And honestly, we hear stories like this almost every day.

Many organisations are still using boardroom AV systems that worked perfectly well years ago but no longer match the way we work today. Modern laptops, hybrid meetings and higher user expectations require technology that simply works, every time.

When it doesn’t, the impact goes far beyond a few minutes of delay.

It creates frustration, reduces productivity and leaves an unprofessional impression at the very moments when you want to inspire confidence.

At AVEX, we see these patterns every day in organisations across the Netherlands. Every technical issue costs more than time, it also affects your credibility. While you’re responsible for ensuring the boardroom works flawlessly, outdated systems continue to let you down.

Surely in 2026, you shouldn’t still be worried about technology failing during an important board meeting.

In this article, you’ll discover:

• The 6 most common problems with traditional boardroom AV systems
• Why small technical issues often lead to significant hidden costs
• How to assess whether your boardroom is still fit for the future
• A practical evaluation tool to assess your current setup

By the end of this article, you’ll understand exactly what problems an outdated boardroom AV system creates and how to determine whether your meeting space is ready for an upgrade.

Why traditional boardroom AV systems are increasingly falling behind

For more than 35 years, AVEX has helped organisations design and build boardrooms where technology supports the meeting, not the other way around.

Yet we continue to see the same challenge.

Many boardrooms were designed for a way of working that has fundamentally changed. Modern laptops, hybrid meetings, wireless presentation solutions and video conferencing place very different demands on AV technology than they did just a few years ago.

As a result, seemingly minor technical issues can have a major impact on productivity and on how your organisation is perceived.

Every interruption costs time. More importantly, it disrupts the flow of the meeting and distracts people from what really matters.

Based on our experience, these are the six challenges we encounter most often:

1. Connectivity problems
2. Slow start-up times
3. Compatibility issues with modern devices
4. Unreliable wireless connections
5. Outdated and complicated controls
6. Lack of technical support

Let’s take a closer look at each one.

1. Connectivity problems: when “plug and play” becomes “plug and pray”

Why it’s the most frustrating issue
Laptops simply refuse to connect. Traditional boardrooms often rely on outdated HDMI ports, incompatible adapters and systems that struggle to communicate with modern devices.

External guests frequently arrive with MacBooks, Surface devices, iPads or ultrabooks, and suddenly nothing works. The result? Every meeting starts with five to ten minutes of technical troubleshooting.

The hidden cost
If your boardroom hosts 20 meetings a week, it’s easy to lose two hours of productivity every week. That’s more than 100 hours per year. If eight managers costing £150 per hour are waiting during those interruptions, you’re potentially losing £30,000 annually in wasted time alone.

Practical impact

• Meetings consistently start late
• Visitors receive an unprofessional first impression
• Presentations are delayed or cancelled
• Your credibility as an IT or Facilities Manager takes a hit

2. Slow start-up times: when technology delays the meeting

Why speed matters in modern business
Business moves quickly. Unfortunately, many traditional AV systems don’t. Older systems often require five to fifteen minutes to become fully operational. Projectors need to warm up. Central systems need to boot. Audio systems need calibration.

Practical impact

• Consistently delayed meeting starts
• User frustration due to slow technology
• Inefficient scheduling and unpredictable delays

3. Compatibility issues: when modern technology no longer works together

Why older systems struggle
Traditional boardroom AV systems were designed for a world that no longer exists. Many don’t fully support: 4K resolutions, USB-C connectivity. modern video codecs and current security protocols.

The result? Pixelated presentations, stuttering videos and frustrated users accustomed to high-quality visual experiences.

Even worse, modern laptop security settings can prevent connections altogether.

Practical impact

• Presentations appear dated and unprofessional
• Video content won’t play correctly
• Security protocols block connections
• Users lose confidence in the system

4. Unreliable wireless connections: convenience that creates frustration

Why wireless presentation systems often disappoint
Wireless presentation sounds ideal, until it stops working. Traditional wireless presentation systems often struggle with:

• Interference from nearby Wi-Fi networks
• Bandwidth limitations when sharing 4K content
• Unexpected connection drops during presentations
• Compatibility issues between operating systems

Ironically, technology introduced to make meetings smoother often creates more interruptions than the cables it replaced.

Practical impact

• Presentations stop unexpectedly
• High-quality content can’t be shared reliably
• Users revert to cables as the “safe” option
• The benefits of wireless technology disappear

5. Outdated controls: when using the system is harder than it should be

Why usability matters
Take a look at the control panel in your boardroom. Does it look like something from 2010? Then it probably is.

Today’s users expect simple, intuitive touch interfaces similar to the smartphones they use every day. Older AV control panels often feature:

• Small, unclear buttons
• Confusing labels and icons
• Complex menus for simple actions
• Little feedback about what’s happening

The result
Only the office “AV expert” feels confident enough to operate the system. Everyone else calls the helpdesk.

Practical impact

• Only technical staff can confidently use the room
• Increased reliance on IT support
• Users avoid the boardroom altogether
• Available functionality remains underused

6. Lack of technical support: when small issues become major problems

Why this may be the biggest issue of all
Traditional systems fail more frequently, but support is often harder to find. Many older systems are no longer supported by the original manufacturer. Spare parts may no longer be available.

Even when support exists, external engineers can charge £150 per hour, often to resolve recurring issues.

The reality
Many organisations patch problems with temporary fixes and workarounds while the underlying issue, an outdated boardroom AV system, remains unresolved.

Practical impact

• Dependence on expensive external support
• Recurring issues without permanent solutions
• Downtime during critical meetings
• No proactive monitoring or preventative maintenance

From frustrating boardroom to a space that just works

While these six issues may seem unrelated, they often stem from the same root cause: A boardroom AV system that no longer supports the way modern organisations work.

That’s why more and more organisations are investing in future-ready boardrooms designed around reliability, simplicity and hybrid collaboration.

The results often include:

• 80% fewer technical interruptions
• Meetings that are, on average, 15 minutes shorter
• 90% higher user satisfaction
• A significantly better impression during external meetings

The key takeaway: many frustrations that are considered “normal” today aren’t normal at all. They’re warning signs that your audiovisual environment is ready for modernisation.

Your evaluation tool: how future-proof is your AV system?

Score each statement below from 0 (never) to 5 (very often).

Problems
□ Meetings regularly start late because of technical issues
□ The service desk frequently receives boardroom support requests
□ You recognise several problems discussed in this article
□ IT or Facilities regularly needs to assist during meetings

Cost impact
□ Technical issues result in lost productivity
□ External support is frequently required
□ Technical failures have created an unprofessional impression
□ Projects or decisions have been delayed by AV issues

Future readiness
□ The system feels visibly outdated
□ The current solution doesn’t properly support hybrid working
□ You’re unsure whether the system will meet future requirements
□ You expect maintenance costs to continue increasing

Results

0-10 points
Your boardroom is generally performing well. Continue monitoring performance.

11-20 points
There are structural issues that deserve attention. Consider investigating potential improvements.

21+ points
Your boardroom is limiting organisational productivity. Modernising your AV system could save significant time, money and frustration.

Take the next step towards a reliable boardroom AV system

You’ll probably recognise several of these six challenges. And that’s not because you’re doing something wrong as an IT or Facilities Manager. It’s simply the reality of an outdated boardroom AV environment. The question isn’t whether these issues affect productivity and professionalism. The question is how much longer you’re willing to accept the frustration and hidden costs.

At AVEX, we’ve transformed more than a hundred boardrooms from sources of frustration into productivity hubs. We’ve seen these issues countless times and, more importantly, we know how to solve them. With more than 35 years of experience, we help organisations build boardrooms that work seamlessly every single day. Our proven boardroom concepts deliver reliability, ease of use and long-term value.

Because in 2026, you really shouldn’t have to worry about technology letting you down during an important board meeting.