A + V

Why it is worth upgrading your video conferencing experience

ONLINE vs BYOD systems – what is the difference?

A BYOD (Bring Your Own Device) system requires users to bring their own laptop to a meeting and connect it to the room infrastructure using cables.

An ONLINE system is the next step, a complete, standalone solution with built-in video conferencing software (such as Microsoft Teams, Zoom, or Google Meet) and an intuitive touch panel permanently installed in the room.

From an AV integrator’s perspective, the ONLINE approach represents a higher standard of video conferencing and a level of convenience your team deserves. What are the key benefits?

One-click meeting start

The system includes a dedicated touch panel on the table, synchronised with the company calendar. Meetings can be started with a single tap, no need to connect or configure a personal device.

Benefit: Maximum convenience and smooth workflow. Employees do not need to disconnect laptops from their desks, carry them to meeting rooms, or look for the right cables and adapters. This eliminates delays and the classic question: Can you hear me now?

On average, it takes around 8 minutes to join a meeting and resolve technical issues. Other studies show that employees lose about 23 minutes per day dealing with meeting-related technical problems – which adds up to nearly 2.3 months per year.

Measurable time and cost savings

Standardised hardware and permanent setup eliminate common technical issues, such as incorrect camera or microphone selection in the operating system, missing cables, or the need to involve IT support before every important meeting.

Benefit: Reduced hidden costs. Time previously lost on fighting with technology can now be fully focused on business goals. Fewer IT support requests also mean less workload for technical teams and significant savings over time.

Advanced AI features

Dedicated ONLINE systems (unlike limited BYOD setups) unlock advanced AI capabilities. These include automatic participant framing (even if the camera itself does not support it), intelligent audio and video enhancement, and support for dual displays.

Benefit: A professional image and a better hybrid meeting experience. Smart systems ensure remote participants feel as if they are sitting at the same table, helping reduce distance and improve collaboration.

Access to analytics and workplace optimisation

ONLINE systems can collect anonymised data about how meeting spaces are used, including frequency and duration of meetings, number of participants, and call quality metrics. These features are very limited in BYOD setups.

Benefit: Data-driven decision making. Management gains clear insights into how office space is actually used, enabling better space planning, smarter investments, and reduced operational costs.

Inclusive and standardised user experience

Regardless of location or room size, the interface for joining meetings and controlling the system looks and works exactly the same.

Benefit: No technological barriers. Every employee, regardless of their device, role, or technical skills, can use the system with confidence. A consistent environment supports inclusion and encourages people to work from the office.

Seamless booking and organisation

ONLINE systems and room booking solutions operate within one integrated ecosystem.

Benefit: Better organisation. Creating a meeting in the company calendar automatically books the room and generates a ready-to-join link on the touch panel inside the space. Organisers can be sure everything will work as expected.

Work with A+V – build modern meeting spaces

Do these benefits sound like real savings of time and frustration in your meeting rooms? If you want meetings that build a professional image instead of causing technical issues and wasting your team’s time, the ONLINE approach is the natural next step in upgrading your video conferencing systems.

At A+V, we are here to support you – get in touch and we will design a solution tailored to your organisation’s needs.