If your business uses audiovisual (AV) equipment in boardrooms and conference centers, training rooms, classrooms, or collaborative spaces, AV maintenance should be top of mind. At D&P Digital Forensics, we help clients keep those systems reliable. These assets enable communication across your organization, and their upkeep is one way to help support smooth operations while reducing the risk of costly downtime. However, understanding why skipping AV updates can be harmful isn’t always intuitive. In this blog post, we’ll discuss the risks associated with avoiding preventive AV system maintenance, the benefits of keeping current on firmware, and provide tips for taking care of your AV tech hardware and software.
The Critical Importance of AV System Maintenance
AV technology should not be treated like a static asset that you purchase and install and then forget about. Your AV systems will continue to help you achieve a strong return on investment long after purchase, but you’ll need to take proper care of them and keep them updated regularly.
The Complexity of Modern Systems
We’ve come a long way from VGA connections and grainy projector screens. Many businesses now use environments consisting of ultra-high-definition screens and monitors, intelligent cameras, advanced microphones, and control processors. Since many AV assets work together to stream media and facilitate collaboration, if one element isn’t working correctly, it can impact your whole system. These systems are sophisticated and complex, so it’s important to keep them maintained and receive updates as needed to prevent issues from occurring down the road.
The Shift to Software-Defined AV
AV hardware is starting to rely more and more on software and firmware to function. Many companies use the mantra “if it doesn’t update, it doesn’t matter” when it comes to technology, but this isn’t true for your AV systems. Not only can skipping firmware updates lead to security risks, but your devices may not function as well as they should. Apply updates as they become available, and read the release notes that accompany them to learn what problems have been fixed. Updates can also include new features and improvements that can make your devices work more securely and efficiently.
The Hidden Risks of Neglecting Updates
It can be tempting to skip updates or push back on maintenance if your business is trying to cut costs. However, by not updating your devices, you may be setting your organization up for bigger expenses down the road.
Operational Downtime
No one wants to experience technical difficulties when they’re in the middle of an important meeting or collaborating with colleagues. When technology stops working, everyone is impacted. Meetings may have to be rescheduled, which causes productivity loss and might cost your business valuable time with clients.
Security Vulnerabilities
Did you know that cybercriminals target AV devices just like they target computers and servers? If your devices aren’t updated with the latest firmware, you could be leaving your network open to vulnerabilities that are already known to manufacturers and IT teams. By applying updates, you can protect your organization from hackers who may be able to eavesdrop on meetings or gain access to your network.
Hardware Degradation
Another consequence of skipping maintenance can actually impact the hardware itself. Dust buildup in a projector over time can ruin the bulb. Poor air circulation in a rack or cabinet can cause critical devices to overheat. Taking the time to perform regular cleaning and maintenance can help reduce the risk of preventable hardware issues.
Reputation Damage
We know technical difficulties are never fun, but did you know they can also harm your business reputation as well? Having technology fail during a major client meeting or investor call can cause others to think your company isn’t professional or prepared. Reliable technology allows everyone to focus on the meeting at hand.
The Strategic Benefits of Regular Maintenance
Once you take the leap from reactive to proactive care of your technology, you’ll start to see many benefits.
Enhanced System Reliability
Maintaining your system regularly will allow you to maximize your uptime because you can trust that your meeting rooms and equipment will be available when you need them. Preventive AV maintenance can identify potential issues before they turn into big problems. At D&P Digital Forensics, we see this approach help teams do their jobs without worrying about troubleshooting.
Extended Equipment Lifespan
Your equipment will also last longer when it’s properly maintained. Keeping AV systems clean, calibrated, and updated helps support operation within their specified parameters, which can minimize wear and tear. Proactive care allows you to get the most out of your technology.
Improved Performance and Features
Remember how we mentioned that updates can provide your devices with new features? By keeping up with maintenance, you can continue to get the most out of your technology.
Predictable Budgeting
Technology updates and AV maintenance can be expensive if you’re not prepared. However, because maintenance checks are performed regularly, you will be able to budget for them each month. Budgeting for maintenance will help you avoid the high costs of emergency repair and unexpected downtime.
Actionable Tips for Effective AV Maintenance
Here are a few tips to keep in mind when performing maintenance on your organization’s AV systems.
Schedule Regular Firmware Audits
Set calendar reminders every few months to help keep firmware and software updates installed. Document what devices were updated so you have clean records.
Implement Physical Cleaning Protocols
Schedule regular times to dust off vents and equipment. Be sure to wipe down touchscreens and check that equipment is properly connected so air can circulate correctly.
Monitor Network Performance
Since most AV devices connect to your network, monitor it for issues that can impact your equipment. Network performance can cause issues with audio delays, video lag, and disconnections.
Create a Maintenance Log
Be sure to record every update, cleaning, or maintenance action you take. Documentation makes it easier to identify trends if problems happen and can allow technicians to assist you faster.
Maintaining your AV systems is something you shouldn’t put off. Not only will it help your equipment last longer and keep your meetings running smoothly, but it can also help prevent security breaches. By taking the proper steps to maintain your technology today, you can prevent major headaches in the future. Don’t wait for a costly issue to arise and force you into reactive maintenance; be proactive about your strategy.
Looking to develop a preventive strategy specific to your company, or do you simply need professional AV maintenance support? Contact the experts at D&P Digital Forensics today. We can help you maximize your technology.