Who is Responsible? - Conference Room Challenges Faced by IT Support

Author: Gina Cunsolo

Who is Responsible? - Conference Room Challenges Faced by IT Support

The IT support staff at most companies typically specialize in keeping computers up and running, performing software upgrades and ensuring that internet connectivity remains stable. An IT Support team’s roles and responsibilities also extend to managing backups, disaster recovery, email management, and keeping primary business software applications running.

However, in many cases - especially for small businesses - IT departments are depended on to troubleshoot ‘anything that plugs in,’ which can put IT Support staff in stressful situations. 

As technology becomes more and more pervasive and remote work becomes an increasing part of conducting business, the responsibility of IT staff is extending far beyond computer care. With many corporate offices including large conference rooms where remote meetings are held and huddle rooms where small groups might gather to communicate with others across town, across the country or across the globe, it’s becoming a requirement for IT departments to include a dedicated audiovisual technician, or to seek out better conference room audio solutions that are easier to use for end users.

Here are some reasons why It’s a good idea to have an AV support specialist in the IT department

Video conference room technical problems often occur at the worst possible time

It’s just the nature of AV systems. Issues with a conference room AV solution or other video conference problems naturally occur when those solutions are being used. And if a problem should occur, the last thing an inexperienced IT staffer wants is to be called upon to fix a problem they may not understand, all while the upper-level management team is glaring at them and impatiently tapping the table waiting to get back to an important meeting. A trained AV technician can help solve issues quickly.

IT Support’s roles and responsibilities do not typically overlap with troubleshooting A/V 

When it comes to adjusting computer settings, IT support challenges are primarily limited to internet connections and software problems, with the occasional virus thrown in. When it comes to audiovisual systems, everything from the types of carpeting and ceiling tiles to the length of cable runs can affect performance. 

There are issues related to echo, for example, requiring a conference room to be tuned to the proper EQ settings. There are a host of conference room layout possibilities that ensure the best communication and a variety of microphone types for different situations.

Multiple connection types can complicate audio visual difficulties in the conference room

Connecting a computer to the internet generally involves two types of connections: via an Ethernet cable or a wireless connection. Although IT support team roles and responsibilities certainly include other tasks, most, such as software upgrades, are accomplished at times outside of peak business hours. 

When it comes to connecting computers or other devices to AV systems, though, conference room support can involve sorting out as many as 10 different connection types, all while under pressure to get issues solved as quickly as possible.

If the IT department doesn’t have the proper cable or adapter on hand, an important presentation can be brought to a screeching halt.

Control costs with the right conference room equipment

According to the Bureau of Labor Statistics, the mean annual wage for an IT support specialist in 2021 was $71,350. The mean annual wage for an audiovisual support specialist came in a bit lower at $55,310, but for a business struggling to make a profit the cost can have a significant impact.

Although having some level of support on staff will likely always be a requirement, companies can control costs by choosing the right AV solution for their conference rooms.

ADECIA helps IT Support avoid the conference room nightmare

The ADECIA family of products from Yamaha Unified Communication is designed to be easily installed and work seamlessly together to provide complete and customizable communications solutions for conference rooms and other meeting spaces. Solutions include microphones, signal processors, speakers and network switches in tabletop, wireless and ceiling-mounted implementations.

ADECIA helps overcome any environmental challenges with easy implementation, configuration and room acoustics by providing all components required for a successful installation.

With the right equipment, conference room audio doesn’t need to be a mystery. For additional advice on the best solution for your needs, reach out to the experts at Yamaha UC!