Are You Getting the Full ROI from Your Meeting Room AV?

You pay for meeting rooms, displays, conferencing gear, licenses, and support. Yet meetings still start late. Rooms still fail. And when budgets get reviewed, AV often feels harder to defend than it should. 

For Facilities and Workplace Technology leads, the challenge isn’t whether AV matters. It’s proving that it delivers value.

Before you even get to reliability or support, there’s a more basic question most teams can’t answer with confidence: How many meeting rooms do we actually need, and are they the right size?

Many organizations plan, equip, and refresh AV based on assumptions instead of evidence. Now imagine having clear data that shows which rooms are overused, which sit empty, and how those patterns change over time. That kind of visibility turns guesswork into informed decisions.

Here’s how to get there, without overcomplicating things.

The two questions that define AV value

Every AV estate comes down to two questions:

1. Are our rooms actually being used?
2. When they’re used, do they work reliably?

If you can’t answer both with data, AV drifts from investment to liability. Spend grows. Confidence drops. Decisions get reactive.

What meeting room AV ROI really looks like

You don’t need a complex financial model. You need visibility into three signals.

1. Reliability tracking

• Downtime by room
• Incident frequency
• Time to detect and resolve issues

Unreliable rooms cost more than repairs. They cost employee time and trust.

2. Utilization tracking

• How often rooms are used
• No-shows and underused spaces
• Which room types carry the most load

This is where AV usage analytics workplace data matters. It shows where investment is justified and where it isn’t.

3. Support cost tracking

• On-site visits
• Repeat issues
• Time spent manually checking systems

As estates grow, manual support doesn’t scale. Costs rise quietly.

Together, these three signals give you a defensible view of meeting room AV ROI.

Why AV often becomes a liability

Across SMBs and enterprises, the same patterns appear:

• Success is measured by tickets closed, not issues prevented
• Visibility is fragmented across vendors and tools
• Licenses and service contracts renew by habit, not evidence

Without shared insight, decisions default to overbuying, over-supporting, or delaying fixes until failures escalate.

The shift: manage AV like an operational system

When AV is treated as a live system, value becomes visible.

Step 1: Score rooms, not opinions

Create a simple monthly score per room:

• reliability
• utilization
• support effort

This replaces anecdotal complaints with priorities you can act on.

Step 2: Define the service you expect

A clear AV service value proposition includes:

• Proactive monitoring and alerting
• Remote diagnostics before dispatch
• Firmware and lifecycle consistency
• Reporting tied to reliability and usage

Service without outcomes isn’t a service. It’s insurance you can’t audit.

Step 3: Fix patterns, not symptoms

Monitoring reveals repeat causes. Fix those once, instead of responding forever.

Step 4: Refresh with intent

Upgrade high-use, high-impact rooms first. Delay spend where usage is low and stability is high.

A fast ROI check you can run now

For your top 20 rooms:

1. Review downtime and incidents
2. Identify repeat causes
3. Compare usage to cost and complexity
4. Decide: fix, simplify, or refresh

You’ll surface waste and opportunity faster than any budget review.

Where Xyte fits in

Xyte helps teams see devices, rooms, incidents, and entitlements in one place. That visibility supports proactive operations, smarter lifecycle decisions, and clearer ROI conversations.

If you want to see how this works in your environment: Get an Xyte demo. Bring a real location or a few critical rooms. We’ll walk through reliability, usage, and service data together.