Smart boardroom systems
For offices, clinics, schools, band offices and municipal buildings that want meeting rooms where the call starts on time and everyone can hear.
Updated
The quick answer
A smart boardroom starts the meeting with one touch, shows everyone clearly and picks up every voice in the room. We design, install and support the display, camera, microphones, speakers, touch panel, wireless screen sharing and room booking panel, set up for the meeting platform you already use, such as Microsoft Teams, Zoom or Google Meet. It sits safely on your network, and you get admin access, documentation and training for your staff.
What’s in a smart boardroom
| Part | What it does |
|---|---|
| Display | One or two large screens sized so the back of the room can read a spreadsheet. |
| Camera | A camera at the screen that frames the people in the room. Many models follow whoever is speaking. |
| Microphones and speakers | Ceiling or table microphones that cancel echo, so people on the call hear every seat clearly. |
| Touch panel | One button to join the next meeting from the room’s calendar. |
| Wireless screen sharing | Anyone can share a laptop to the screen without cables or adapters. |
| Room booking panel | A small screen at the door that shows if the room is free and lets people book it on the spot. |
| Cabling and network | Solid copper cabling, a network connection made for video and power where every device needs it. |
Rooms we set up
| Room | What it usually needs |
|---|---|
| Huddle room (2 to 6 people) | A display with an all-in-one video bar, a touch panel and wireless sharing. |
| Boardroom | A large display or two, a framing camera, ceiling or table microphones and a booking panel at the door. |
| Training or divisible room | Screens and speakers for each half, so the room works as one big room or two small ones. |
| Council chambers | A microphone for each seat, cameras that show who is speaking and recording or streaming where the meetings are public. |
| All-staff room | Sound for a crowd, a microphone for questions and video for people joining from other offices. |
Works with the platform you use
Most organisations already have a meeting platform. We set up the room for the one you use, such as Microsoft Teams, Zoom or Google Meet, with hardware made for that platform, so the room joins meetings the same way a laptop does. If people often join calls on other platforms, we plan for that too.
We list every make and model in your written quote, so your IT team can check them before anything is ordered.
Before and after
Common problems we fix
- Meetings start ten minutes late while someone finds the right cable
- People on the call can’t hear the far end of the table
- The camera shows the ceiling or half the room
- Two teams book the same room
What a finished room does
- One touch starts the next meeting on the calendar
- Every seat is heard and seen clearly
- Anyone can share a screen wirelessly in seconds
- The panel at the door shows who has the room and for how long
Secure on your network
Meeting room devices are computers with cameras and microphones, so they’re set up like any other device on a business network: their own part of the network, updated software, strong passwords and admin accounts in your name. Cameras and microphones can be set to switch off when the room isn’t in a meeting.
Boardrooms often hold private meetings, so the door can be on access control as well. We build the network and the security systems, so one team supports all of it.
Upgrading an old room
You don’t always have to start again. We keep displays, cabling and mounts that are still good, and replace the parts that cause the trouble, often the microphones, the camera or the way the room connects to calls. Moving offices or fitting out a new floor? We can design the boardrooms and security together in one tender-ready package.
Tired of meetings that start late?
Tell us about your rooms and the platform you use. We’ll plan rooms that start on time.
Related: commercial A/V systemsoffice securitymulti-tenant office access controlsecurity system design
Stuck with a system nobody will fix?
We repair and take over cameras, access control, intercoms and alarms installed by other companies, when your current provider has fallen short.
Help: Export Avigilon video
Smart boardroom questions
What is a smart boardroom?
A meeting room where the call starts with one touch, everyone in the room is seen and heard clearly, and anyone can share a screen without cables.
Does it work with Microsoft Teams, Zoom or Google Meet?
Yes. We set the room up for the meeting platform you already use, with hardware made for that platform.
Do we need ceiling microphones?
Not always. Small rooms work well with a video bar. Bigger rooms and long tables usually need ceiling or table microphones so every seat is heard.
Can the camera follow whoever is speaking?
Many meeting room cameras can frame the people in the room and switch to the person speaking. We choose one that suits the room’s size.
Can people share their laptop without a cable?
Yes. Wireless sharing lets anyone put their screen on the display in seconds, with no adapters.
Can you add booking panels outside our rooms?
Yes. A panel at each door shows if the room is free and lets people book it, linked to your calendar.
Can you set up council chambers?
Yes: a microphone at each seat, cameras that show who is speaking, and recording or streaming where meetings are public.
Will meeting room devices be secure on our network?
Yes. They go on their own part of the network with updated software, strong passwords and admin accounts in your name.
Can you upgrade our existing boardroom?
Usually. We keep displays and cabling that are still good and replace the parts causing problems.
What does a smart boardroom cost?
It depends on the room size, the number of rooms and what’s already there. After a site visit you get a clear written quote.
More answers: Network questionsGlossary: PoEstructured cabling
Plan your meeting rooms
Tell us how many rooms you have, their sizes and the meeting platform you use. We’ll follow up to book a site visit.
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