Do we really need an AV integrator? 6 signs it’s time to bring in support

At Insight Visual Systems, we’ve spent over 30 years helping organisations across the UK make better use of their spaces — and we’ve seen the same thing happen time and time again: the AV technology gets overlooked until it becomes a problem.

The reality is, when AV isn’t working properly, it chips away at productivity, creates frustration, and leaves you wondering why that expensive new system isn’t getting used.

So, how do you know when it’s time to stop managing AV in-house and call in a specialist? Here are six signs that it might be time to work with an experienced integrator.

1. Your team is already at capacity

If your IT or facilities teams are handling AV on top of everything else, you’re not alone. It’s a common approach due to the overlap in AV/IT systems, but one that often leads to reactive fixes, patchy results, and constant firefighting.

Keeping up with firmware updates, network compatibility, different platforms and specialised hardware isn’t a part-time job. And it shouldn’t fall to the person who also manages printers and WiFi.

What an integrator brings to the table: We work alongside your internal teams, not instead of them. We take on the design, installation, and support so your teams can focus on what they’re there to do.

2. People are avoiding using meeting rooms

One of the clearest signs that something isn’t working? When people would rather huddle around a laptop than deal with the AV setup in your boardroom.

Perhaps no one’s entirely sure how to get Teams working on the big screen, the audio is patchy or the camera doesn’t track participants effectively.

When rooms get a reputation for being awkward or unreliable, staff stop using them. That’s not just a tech issue — it’s a productivity issue.

What integrators do differently: We prioritise user experience. Our systems are designed to be intuitive and consistent, so meetings start on time, and the tech quietly works in the background.

3. You’re planning a refurbishment or expansion

The ideal time to think about AV is in the first stages of a project before the furniture arrives.

Whether you’re upgrading classrooms, fitting out new offices, or reconfiguring existing spaces, bringing an AV integrator in early can save time and money. It’s much easier (and more cost-effective) to design AV into a space than to retrofit it later.

How integrators help: We start with a proper discovery phase. We find out how the rooms will be used, what platforms are important to you (Zoom, Teams, Poly, BYOD), and what’s likely to change in the future. From there, we design a system that fits and is scalable for future requirements.

4. You’re juggling platforms, rooms and locations

Some organisations standardise on a single platform — but many don’t. One site might use Teams, another Zoom. Some departments favour Poly hardware, others rely on BYOD setups. And when you add in differing room sizes and legacy kit, consistency goes out the window.

This kind of inconsistency makes meeting experiences unpredictable, especially for hybrid teams or roaming staff who expect rooms to work seamlessly wherever they are.

Where an integrator comes in: We help organisations take stock of what they’ve got, what they actually need, and how to bring it together. If future flexibility is a priority, we design platform agnostic solutions — but only if it aligns with your long-term strategy. The goal is to create a consistent, joined-up user experience that your teams can rely on.

5. The quick fixes are adding up and becoming expensive

That “temporary solution” from last year is still running things (kind of). The USB camera needs restarting, the mics drop out during meetings, and someone’s labelled the HDMI cable with a sticky note.

You might think the AV is working… until you really need it.

The real cost of DIY:

• Time spent troubleshooting

• Lost productivity in meetings

• Patchy quality in client-facing calls

• Repeat spending on replacements

We design for the long term, providing systems that are reliable, easy to use, and built to support your future plans, not just today’s.

6. No one really knows how your systems work

Ask yourself this: if the person who set up your current AV system left tomorrow, could anyone else explain how it works?

We often walk into rooms with unlabelled cables, undocumented systems, and no clear support pathway, which isn’t a problem until something breaks. Then it’s a guessing game.

What an integrator offers:

• Proper documentation and schematics

• Clear labelling and signage

• Optional QR-code-based help guides

• Remote diagnostics and maintenance contracts

We make it simple, supportable, and scalable.

Working with Insight Visual Systems

We’ve been integrating AV systems for over three decades. We understand the realities of working across corporate, education and public sector environments, and we design systems tailored to how people work and learn.

Based just outside London, we work across the UK and are an approved LUPC supplier for the education sector.