A must-read guide for IT professionals, AV integrators, and hybrid work champions.
Austin, TX – July 2025 — With video conferencing now a daily part of business life, ensuring a smooth and professional virtual meeting experience is more important than ever. But successful meetings don’t just happen—they require the right technology and setup.
At Boom Collaboration, we’ve worked with partners and customers around the world to identify the top 10 mistakes that undermine effective video meetings—and how to fix them using simple, scalable AV solutions.
1. Overcomplicating the AV Setup
Complex systems increase failure points and discourage adoption. Keep it plug-and-play, ideally with a one-cable BYOM solution like the Boom ZYGO or Boom ARC.
2. Not Matching Equipment to Room Size
Using a small camera or soundbar in a large boardroom leads to poor audio and bad framing. Use PTZ cameras and pro-grade speakerphones designed for the space.
3. Overloading USB Ports Without a Hub
Laptops can’t always handle multiple AV peripherals. A dedicated USB conferencing hub ensures reliable connections and seamless switching.
4. Using Passive USB Cables for Long Runs
USB degrades beyond 5 meters. Avoid failure by using active USB extenders or USB-over-IP solutions.
5. Ignoring Cable Management
Poor cable routing causes clutter, tripping hazards, and unstable connections. Plan for clean installs with AV hubs or wall plates.
6. Relying on Built-In Laptop Mics & Cameras
For group meetings, built-in hardware just doesn’t cut it. Use external conferencing cameras and speakerphones to ensure clarity.
7. Overlooking Room Acoustics & Lighting
Even top-tier AV gear can’t compensate for bad lighting or echoey rooms. Use soft materials and ensure faces are well-lit.
8. Using Consumer Gear for Pro Meetings
Gaming mics and webcams may look good but lack enterprise features like beamforming, noise cancellation, and PTZ control.
9. Skipping Firmware Updates
Outdated firmware leads to compatibility issues and bugs. Keep all AV devices up to date for best performance.
10. Not Testing Before the Meeting
Always test your video conferencing equipment before an important call. Regular maintenance saves headaches later.
Expert Insights from Boom Collaboration
“We’ve seen it all—from a single webcam trying to cover a boardroom to tangled messes of USB cables,” said Fredrik Hörnkvist, Co-Founder of Boom Collaboration.
“That’s why we created this list—to help teams avoid common pitfalls and deliver great collaboration experiences every time.”
Fredrik also emphasized the importance of flexibility:
“The AV landscape has shifted. Many companies invested in in-room systems like Zoom or Teams Rooms, but now users prefer BYOM setups using their own laptops. That’s where tools like Boom ZYGO and Boom ARC come in—bridging both worlds with automatic switching, USB-C, and HDMI flexibility.”
AV Setup Done Right: Boom’s Recommendations
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Use hardware matched to your room size
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Choose plug-and-play AV solutions with minimal cabling
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Rely on dedicated USB hubs for seamless device switching
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Invest in purpose-built conferencing gear
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Always test your setup before meetings
Advice from the Experts
“It all starts with understanding your space,” added Holli Hulett, Co-Founder of Boom.
“Room size, number of participants, and use case—those are key. And remember, the best sales tool is a demo. Let your customers see the difference a professional AV setup can make.”
About Boom Collaboration
Founded in 2020 and based in Austin, TX, Boom Collaboration designs and manufactures video conferencing hardware solutions built for modern workspaces. From PTZ cameras and videobars to all-in-one kits and connectivity hubs, Boom’s mission is to simplify collaboration through intuitive, scalable, and platform-agnostic AV technology.
Explore our full range of meeting room solutions, BYOD tools, and hybrid collaboration gear at www.boom.co.
📞 Contact:
Chris Widocks
PR Manager
📧 chris@boomcollaboration.com
📞 +44 7931 526294
Boom Collaboration HQ
📧 info@boom.co
📞 888-534-2666
📍 11801 Domain Blvd, 3rd Floor, Austin, TX 78758, USA
