• Collaboration Technology
• Hybrid & Remote Work

Your Next AV Installation Should Include an Interactive Whiteboard: Here’s Why

Summary:

• Interactive whiteboards make meetings more dynamic and effective. They come in a broad range of sizes and styles to suit almost any room or use case.
• Whiteboards make presentations livelier, boost engagement, lead to more data-driven decisions, and cut down on costly mistakes. Integrated AV, seamless device casting, and smart features cut down on bulky equipment and streamline work.
• The installation process will look different for wall-mounted and free-standing whiteboards. It’s best to work with an AV expert who can map out the process and avoid any damage along the way.
• If you experience problems, try power-cycling the device, checking connection settings, and testing the connectivity settings. When in doubt, contact your AV provider for help.

Collaboration tools are evolving at the speed of light these days, but we’ve seen some of the biggest advancements in interactive whiteboards. Today’s tools come packed with features that help people work together more efficiently, effectively, and enjoyably, too.

At ET Group, we help businesses create AV strategies that make the most of intelligent solutions like interactive whiteboards. Below, we’ll tell you how these devices work, how much you stand to gain from adding them to your workspaces, and why you should work with an expert to install them.

What Exactly Is an Interactive Whiteboard?

An “interactive whiteboard” (IWB) is a large-format touchscreen display specifically designed for in-person and/or remote collaboration. Multiple people can write, draw, or display content on the surface, move it around, edit it, and otherwise work together on it at the same time. There are two main styles:

• Board-and-projector based systems have a special surface for displaying content and still use a projector, but can actually detect input and update content on the screen based on changes.
• All-in-one panels have built-in computing and typically have a higher resolution of up to or over 4K. They come with more features out of the box and touch sensitivity tends to be much more precise.

As with most modern “smart” TVs, the size of the screen can vary significantly from as small as 43″ up to 100″ or more. Some, like Yealink’s Meeting Board 65, already have cameras, microphones, and speakers for virtual meetings built right in.

The Benefits of Interactive Whiteboards

IWBs have the potential to make meetings, lessons, and social hangouts feel more inclusive, efficient, and engaging. A well-designed device with the right infrastructure is a joy to use and helps bring real benefits like these:

• Real-Time Collaboration: Teams can brainstorm the same ideas, present, and solve problems together in real-time by sketching out their ideas, editing content live, and fluidly moving back and forth between ideas.
• Livelier Presentations: Training people on a new process? Pitching a client on a new product? Interactive whiteboards turn presentations like these into a living, breathing dialogue that plays out right on the screen.
• More Data-Driven Decisions: Having a visual canvas to work on makes it easier to break down ideas and see how data affects decisions. People can annotate figures, facts, titles, and other data and draw connections as they become clear. 
• Streamlined Workflows: There’s no need to print out acetate sheets, lug a heavy projector around, or change rooms just to access what you need. Now, you can do everything from the same device and save time, too.
• Significant Cost Savings: Hosting virtual meetings cuts down on the need for travel and makes it easier to avoid missed opportunities. But visual aids also help people work through the facts so they can avoid costly mistakes along the way.

While these devices obviously aren’t free, they often pay for themselves over time by helping people work more effectively and enjoyably. And at the end of the day, people who enjoy what they do are always more productive.

How Advanced Features Improve Collaboration

The latest interactive whiteboards on the market have incredibly sophisticated features that make collaboration feel effortless. Examples include:

• Integrated cameras and microphones let people launch, host, and join video calls instantly without needing any other AV equipment. You can display callers full-screen or position them picture-in-picture—whatever works best.
• Seamless device casting makes it easy to wirelessly display content from a laptop, tablet, phone, other AV equipment, and most Wi-Fi or Bluetooth-enabled devices.
• Smart recognition features automatically convert handwritten notes into text and smooth the lines on hastily-drawn shapes.
• Platform integrations for Microsoft 365, Zoom, Google Workspace and other essential third-party tools ensure everyone can work how and where they want.

AI-driven features like real-time transcription, adaptive learning tools, accessibility features, and intuitive responses to gestures improve user experiences even more. The board itself becomes an assistant working quietly in the background to support all participants.

How to Install & Configure an Interactive Whiteboard

Step 1: Getting the Room Ready

Whiteboards need to be positioned so they’re easy to access, use, and interact with, but you also need to have the right infrastructure in place. Working with an AV design team will help you properly account for specifics like these so you can get the most from your new IWB.

Common factors include:

• The structural integrity of the wall (if applicable). Large wall-mounted whiteboards can be extremely heavy. If the wall doesn’t have enough studs or they’re too weak to hold it up, the IWB may quite literally fall off the wall and injure someone.
• The size of the room. Ideally, you need at least a few feet of clearance on either side of the board and around 6 feet of clearance in front of it. For very large rooms, you may want to consider integrating more than one device.
• The position of the board. For best results, the center of the board should sit 60″ to 65″ above the floor against a wall. Keep it away from harsh lighting, windows, or entrances, but do make sure it’s front and center in the room.

ET Group can help you plan for AV installation issues like these. Working with an expert is the only real way to guarantee your new device is installed and integrated with your existing technology securely and safely.

Step 3: The Installation Process

The most reliable source of information for installing any interactive whiteboard will always be the installation manual. Deployment specifics vary significantly by brand and the style of the unit—for example, whether it mounts to a wall or sits on a stand.

Part 1: Wall-Mounted Units

This is the most permanent installation option, which is part of the reason why the risks associated with getting it wrong are so high. It’s very easy to make mistakes that damage the screen or the wall behind it and void the warranty, so it really pays to work with an expert.

A good AV provider can help you:

• Confirm the wall is strong enough
• Prepare the wall for the installation
• Measure and mark the mounting points correctly
• Drill any holes and anchor the screws into studs
• Securely attach the mounting bracket to the wall
• Lift the whiteboard and hang it on the bracket correctly

The entire process shouldn’t take more than an hour or two. If you do need to retrofit the room or reinforce the wall, this will typically happen in the days prior, not on the same day.

Part 2: Mobile Stands

Some whiteboards are free-standing or come with their own mobile stand right in the box. For others, you may need to buy a compatible product separately. The potential pitfalls aren’t as severe with this type of installation, but they do still exist.

A good AV provider can help you:

• Select a compatible stand that won’t let you down
• Put the stand itself together safely and securely
• Carefully test that all connection points are secure
• Install the whiteboard onto the stand without making mistakes.

ET Group offers full-service consultancy as well as simplified procurement, logistics, installation, and support. You get so much more than you would from a vendor whose only goal is to close the deal and get you out the door.

Related: Consultants vs. Vendors: Choosing an AV Supplier

Step 4: Testing and Configuring Your Whiteboard

The next step is to power the unit on and test it. Start by plugging all cords into the whiteboard and any near connection points. Give the board a few minutes to boot up—the first initialization can take a bit of time. 

Once the boot process finishes:

• Connect the whiteboard to the network/internet. You’ll get the fastest and most stable connection over Ethernet. If Wi-Fi is your only option, it’s better to connect to a 5GHz band versus 2.5Ghz.
• Download any updates. Check the “settings” or “admin” menu for any firmware or software updates. The screen may flash or turn off a few times.
• Calibrate input accuracy. Find the calibration settings next and follow the instructions on-screen to test and tweak the input as desired.
• Join any secure networks (if needed). If your business uses a VLAN for AV equipment, you’ll need to take care of this step next.
• Test any integrations. Sign into Microsoft Teams, OneDrive, Google Drive, Zoom, and other desired platforms. Once you’re in, try editing a file or launching a video call to make sure the connection works.

Real-world testing is the best way to put a new whiteboard through its paces and get people excited about using it. It’s also a great way to start training people on how to use the device so you can boost user adoption rates.

Related: Audio Visual Technology Adoption Starts with Better End User Training

How to Troubleshoot Whiteboard Problems

ET Group’s remote monitoring and management services are specifically designed to make getting support for your AV stress-free. When you partner with us, help is always available, but these troubleshooting steps may help resolve the most common IWB problems.

1. The Screen is Laggy or Unresponsive

1. First, power-cycle the device (physically unplug the power cord if necessary).
2. Turn it back on and try recalibrating the touch sensors.
3. Check for any firmware updates and install them. 
4. Carefully clean the surface and try again.
5. Unplug all third-party input devices and see if it works again. Plug them back in one-by-one to see if you can identify the source of the problem.
6. If the screen is still laggy and/or it feels extremely hot to the touch, turn it off. Call your AV provider for help.

2. External Devices Won’t Connect to the White Board

1. Test the connectivity with a different device. If it works, the issue is with the individual device or the way it’s connecting—not the whiteboard. 
2. For Ethernet connections, check to make sure the cable is properly seated and isn’t damaged, worn, or broken in some way.
3. Try replacing the Ethernet cord itself. Sometimes the cord itself can silently fail if it’s very old or defective.
4. For Wi-Fi connections, confirm that screen casting is set to “on” in the settings and that all devices trying to connect are on the same network.
5. Firewall settings can sometimes prevent devices from connecting. Ask your network administrator to check the settings and/or allow the whiteboard through.
6. If all else fails, try restarting both the whiteboard and the device you’re trying to connect. Sometimes, this is enough to fix the problem.

3. The Audio or Video Quality is Poor:

1. First, check to make sure the camera and microphone are clear and unobstructed.
2. Next, try adjusting the audio input/output levels in the settings menu. 
3. If you’re in a video call, call your AV provider or IT department and ask them to confirm you have enough bandwidth available. 
4. Try closing any unnecessary applications on the device and/or whiteboard. 
5. If the board is connected to external AV equipment, check the connection points and make sure the right input source is selected.

4. Glare Interferes With Visibility:

1. Start by adjusting the screen’s brightness and contrast settings—sometimes the auto-brightness feature can actually make glare worse instead of better.
2. Identify where the glare is coming from. For windows, close the blinds or install light-filtering curtains. For overhead lights, try dimming them or using fewer banks.
3. Try angling the board slightly if it’s on a mobile stand. Even a few degrees can make a significant difference. 
4. For permanent installations with ongoing glare issues, install anti-glare screen protectors—or just relocate the board to a different area of the room.

5. Content Doesn’t Save or Sync:

1. First, verify you’re logged into the whiteboard with valid credentials—guest or temporary accounts are often intentionally restricted from saving files. 
2. Next, check the network connection indicator to ensure the board has internet access for cloud syncing. Make sure a local outage isn’t affecting your entire network.
3. Navigate to the storage settings on your device and make sure any logins for cloud services (OneDrive, Google Drive, etc.) are in place and properly authorized. Look for error messages about expired tokens, incorrect passwords, or ended sessions.
4. Check if you have sufficient storage space on your cloud account. This is one of the most overlooked issues for third-party providers.
5. Try saving locally to a USB drive first as a test. If this works fine, you’re more likely experiencing a network or cloud service issue than a problem with the board.

Get Interactive Whiteboards Right With ET Group

Interactive whiteboards are one of the most effective tools you can add to a meeting space or classroom. They’re the perfect replacement for outdated projectors and older technology that no longer delivers positive experiences, yet flexible enough to adapt to almost any use case.

But picking the best possible product for your needs isn’t as straightforward. We can help you find, procure, install, integrate, and manage the perfect AV solution without taking risks. 

Ready to find out how interactive whiteboards can transform the way your team or students collaborate? Book a discovery call with ET Group.

Stay connected with us:
Follow ET Group on LinkedIn
Subscribe to ET Group’s YouTube Channel