Workplace Trends 2025: Insights from WORKTECH Academy’s World of Work Report

Looking Back on the Year’s Defining Workplace Trends

At the start of 2025, WORKTECH Academy released its global report The World of Work in 2025, outlining the trends set to shape organizations around the world. ET Group was proud to contribute insights to that report — sharing our perspective on how hybrid collaboration, human-centric design, and AV technology were evolving across industries.

Now, as the year comes to a close, many of those predictions have not only proven accurate — they’ve defined how workplaces have transformed. Across our clients and projects, we’ve seen firsthand how these ideas have come to life, influencing how teams connect, collaborate, and design spaces that truly work for people.

Measuring Vibrancy, Not Attendance

This year, one of the clearest shifts we saw was the move from tracking occupancy to measuring vibrancy — the energy, connection, and sense of purpose that make workplaces come alive. Organizations have moved away from headcounts and toward creating environments people want to be in.

Spaces that balance collaboration and focus, and that support spontaneous connection, have become the most valued. For hybrid teams, vibrancy — not presence — has become the new metric for success.

From Activity-Based to Relationship-Based Work

The transition from task-oriented design to relationship-based workplaces became a defining trend throughout 2025. Instead of structuring spaces around activities, organizations began designing around relationships — how people connect, share ideas, and build trust.

At ET Group, this shift was evident through our Hybrid Discovery Experience (HDE) workshops, which help teams uncover how connection and culture truly form. By designing for relationships first, we’ve helped organizations create spaces that strengthen collaboration and belonging across hybrid environments.

Creative and Hybrid Leadership

The leaders who thrived in 2025 were those who embraced clarity, empathy, and creativity. As hybrid work matured, the most effective leadership models were built on trust, transparency, and shared accountability.

ET Group’s self-managed structure continues to reflect this evolution. Our distributed teams operate without traditional hierarchy, and this model has proven that creativity and autonomy can go hand-in-hand — unlocking innovation and resilience in a changing world of work.

Rebuilding Mentorship in a Hybrid World

Early predictions pointed to the decline of informal mentoring — and we’ve seen this play out. The challenge for many organizations has been to recreate those moments of connection in a hybrid context. This year, structured mentorship programs, reverse mentoring, and open “virtual office hours” became key ways to sustain learning and growth.

Access to leadership — not proximity — has become one of the strongest predictors of engagement and retention, particularly in hybrid and distributed teams.

Designing for Meaningful Connection

2025 has reinforced a truth we’ve long believed: technology should enhance connection, not replace it. Across industries, organizations have prioritized inclusive meeting systems and platforms that ensure every participant feels seen and heard.

At ET Group, this philosophy drives our AV design — creating spaces where technology blends into the background so that human connection takes the spotlight.

The Digital Everywhere

As workplaces became increasingly flexible, technology followed suit. This year, the idea of “digital everywhere” became reality — with meeting tools extending beyond boardrooms into lounges, collaborative zones, and informal spaces.

ET Group’s platform-agnostic approach supported this evolution, helping clients ensure consistent, seamless collaboration experiences across Teams, Zoom and Webex — wherever work happens.

Digital Detox and Wellbeing by Design

After years of hyper-connectivity, 2025 saw wellbeing emerge as a strategic priority rather than a perk. Many workplaces introduced biophilic, tech-free zones that encouraged employees to rest, reflect, and reset — a necessary balance to our always-on world.

This aligns with ET Group’s human-centric design philosophy, where wellbeing, comfort, and connection are integral to performance and creativity.

Data-Driven Experience

Throughout 2025, data continued to shape the modern workplace. Organizations used analytics from room usage, support tickets, and employee feedback to refine experiences and drive efficiency.

ET Group’s Remote Monitoring & Management (RMM) tools have played a crucial role in this shift — helping clients gain real-time insights into how spaces perform, ensuring reliability and continuous improvement.

Building for Resilience and Sustainability

As extreme weather and uncertainty grew, so did the focus on resilient and sustainable design. In 2025, many organizations shifted from short-term retrofits to long-term strategies built around adaptability, energy efficiency, and circular practices.

ET Group has championed this evolution through remote support, e-waste reduction, and hybrid work solutions that minimize travel — proving that sustainable choices and smart design go hand in hand.

Inclusive and Neurodiverse Workplaces

This year marked a growing commitment to neuro-inclusive design — workplaces that recognize different sensory needs and communication styles. From acoustics and lighting to interface design, organizations embraced accessibility as a standard, not an afterthought.

At ET Group, inclusivity remains central to how we design AV systems and spaces. By designing for the extremes, we help make work more accessible for everyone.

Managing AI Responsibly

As AI adoption accelerated in 2025, organizations faced new challenges around ethics, transparency, and trust. The companies that succeeded treated AI as a partner — enhancing creativity, decision-making, and collaboration, not replacing human insight.

ET Group continues to explore AI-driven analytics to simplify complexity and improve hybrid experiences responsibly — ensuring technology empowers people at every level.

Looking Ahead

The trends predicted at the start of 2025 didn’t just arrive — they defined the year. They’ve reshaped how organizations think about leadership, culture, and technology, proving that the future of work is deeply human.

At ET Group, we’re proud to have contributed our perspective to WORKTECH Academy’s report and to have seen these ideas brought to life across our client projects. As we look ahead to 2026, our focus remains the same: designing hybrid workplaces that blend innovation with purpose, and flexibility with human connection.

Book a discovery call today to learn how we can help your organization use AV technology more effectively.

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5 Ways to Use a Video Wall in Your AV Design

5 Useful Ways to Include a Video Wall in Your AV Design

Summary:

A well-integrated LED, LCD, or 4K UHD video wall can help businesses achieve many goals: from branding and marketing to wayfinding, engagement, and real-time data display. They can also be costly—which is why it’s so important to design, integrate, and use them strategically.

At ET Group, we deliver scalable, human-centric AV solutions built around the ways people work, collaborate, and communicate. Explore our video wall solutions and use this guide to learn more about how to choose the right systems for different use cases.

A Nanolumens curved video wall at the Bentall Green Oak center in Florida

What Is a Video Wall—and How Does It Work?

Historically, the term “video wall” referred to a collection of large-format displays grouped together into a single visual canvas. They were usually tiled together in a grid controlled by a device that syncs content across all screens. Common examples of this approach include:

If you’ve ever used “Extend Display” mode in Windows to stretch your desktop across two monitors, it’s the same basic concept on a much larger scale.

How Modern Video Walls Have Evolved

Video wall tech has come a long way over the years. Today’s most cutting-edge products are still made up of modular panels, but they’re intentionally designed to be so seamless, there are no visible black borders or bezels. Common examples of this updated take on the video wall include:

More recent breakthroughs include curved and flexible panels. They make it possible to quite literally wrap the screen around architecture and other building features.

A Nanolumens video wall displays art on a pillar at Bentall Green Oaks

5 Smart Ways to Use a Video Wall in AV Design

1. Create a Seamless Hybrid Meeting Experience

In large conference rooms and other meeting spaces, video walls make it easier to see, stay engaged, and get the right message across. They can help you display: 

The beauty in this kind of setup is that it adds equity without forcing people to constantly switch tabs or flip between screens. Everyone present can see the same content, and potentially, also interact with it.

Learn More: Designing Conference Rooms that Work for Today’s Offices

2. Make a Memorable First Impression in Public Spaces

Video walls are an excellent option for lobbies, reception areas, and other public-facing areas because they look impressive and deliver a user experience most people enjoy. People aren’t typically so moved by signs that they’ll tell all their friends—but they will remember eye-catching videos, art, or messaging.

Public-facing video walls should either solve a problem for guests or make their experience more enjoyable in some way. Think of them as a type of digital signage you can use to share:

Most displays support at least one content management system (CMS)—like BrightSign, Xibo, Scala, Appspace, or SignageLive. Every manufacturer is different, but all of these platforms serve the same overall goal: they make it easy to change out content as you please.

3. Support Collaboration in Multi-Use Rooms

Designing a flexible space that can support team huddles, client presentations, social gatherings, and other uses isn’t easy. Groups must be able to adjust furniture, AV equipment, and other room features in minutes, then reset it all on a dime. Because video walls are so versatile, they can actually help you achieve this goal by letting people adjust the screen for:

Adding interactive overlays, or going with a product that’s interactive right out of the box, opens up a whole world of possibilities for any user who walks into the space.

4. Help People Navigate Your Space

Video walls can make it easier for people to understand and find their way around large properties like school campuses, shopping centres, hospitals, multi-floor offices, and event venues. Because they’re so large, it’s easy to display multiple forms of content at the same time, including:

Scheduling software, occupancy sensors, and other tools can help take this to the next level by rotating content out based on the time of day, foot traffic, or events. Visitors get the information they need on a crystal-clear screen that’s large enough to see from a distance so they use their time more effectively.

5. Share Data & Dashboards in Real Time

Data is what powers nearly every workplace and industry, but it’s mission-critical in industries like healthcare, finance, energy, and security. Video walls surface a unique opportunity to present facts, figures, and insights in a way that’s actionable and beautiful, too.

The value of highly visible real-time data goes even further in command and control rooms. When situational awareness and fast decision-making are non-negotiable, video walls make it easier for teams to oversee live operations, analyze data, and respond swiftly to emerging challenges.

You can pull information from a broad range of platforms if you have the right infrastructure in place. Some of the most common examples across the industries we work with include:

Large central displays also serve another important purpose by making sure that everyone has access to the same information at the same time. This reduces the risk of costly mistakes.

Read More: How to Stay Informed About Your AV, Spaces and Users

A free-form design plays across a Nanolumens video wall in Bentall Green Oak's lobby

Step-by-Step: How to Plan & Install a Video Wall

Installing a video wall isn’t just about ordering the most expensive screen, mounting it on a wall, and hoping for the best. Solutions like these must be purpose-built around the people who will use them day-to-day and your goals in order to be truly effective. Here’s how to get it right.

    1. Define Your Goals. Spend some time thinking about what it is you want to achieve. What’s the budget, and how will a video wall help you reach your goals? At ET Group, we include this in our discovery process to ensure projects stay aligned and on track. 
    2. Evaluate the Space. Factors like the physical dimensions of the space, sightlines, lighting conditions, and traffic patterns can make video walls more or less effective. We can map out configurations in 3D or VR to help you get a sense for what works—and what doesn’t. 
    3. Pick the Right Tech. Get to know the differences between what’s out there: LED vs. LCD, high resolution vs. standard, fine pixel pitch, brightness levels, refresh rate (Hz), and color accuracy or space. Or, explore your options with one of our AV experts instead.
  1. Plan Your Installation. This is about more than just scheduling. Crews may need to reinforce walls, run new power and data lines, improve ventilation, or adjust your IT stack—and that’s before the installation even happens. If you don’t have an in-house IT team, ask how we can help.
  2. Train, Test, and Improve. If you want people to adopt a new technology, you need to give them the tools and information to make effective use of it. Browse our resources or ask us how our workshops and training sessions can help people make the most of your new video wall.

If you’re feeling a little overwhelmed by how involved the process is, please know that this isn’t a path you need to try and navigate alone. In fact, you shouldn’t—because the end result will always be better when you strategically partner with an AV provider like ET Group.

A Nanolumens video wall in Bentall Green Oak's reception area

Key Specs To Look For in Video Walls

No two video walls are exactly the same, and not every business will need the largest, most expensive, or highest-resolution product on the market. To accurately judge which specs matter to you and make the biggest difference, you need to know what they actually say about the product.

Let’s review the most common:

Be cautious about flashy features that look impressive, but don’t necessarily add any real value to the average setup. Ultra-high resolutions, like 8K, are a great example—they look nice, but they cost a lot more and 4K is often sufficient.

The Many Factors That Affect Cost

Because the average upfront cost can vary so widely, we strongly recommend sending us a message for a tailored quote. We’ll chat a little bit about your needs, your space, and your goals to ensure you’re on the right path—before you start writing cheques. Check out the table below for  an overview until we meet.

Category Estimated Cost Factors
Panels $10,000 to $100,000+ Size, resolution, pixel pitch, and type (LCD vs. LED)
Controllers $5,000 to $20,000 Total number number of inputs, real-time processing capabilities
Software / CMS Varies One-time licenses vs. subscriptions, features like remote scheduling and booking
Professional Services Project-dependent Project scope and level of customization, strategic planning, AV design, or AV management needs
Electrical Upgrades Variable Your existing infrastructure—older buildings sometimes need extensive work.
HVAC Adjustments Variable Additional cooling or ventilation needs (some video walls generate a significant amount of heat)
Training and Adoption Variable Hands-on training, iteration, documentation, and support

ET Group's New Brunswick office smiles for a picture.

Let ET Group Design Your Next Video Wall Solution

Video walls can be transformative, exciting, and engaging, especially when they’re designed around real, grounded human needs, but they can also be a costly burden or annoyance instead. It’s how you integrate them into your broader AV strategy that makes the most difference.

ET Group builds video wall solutions that help you raise brand awareness, support more effective hybrid collaboration, and give people the guidance they need when they visit your space. To make sure yours is truly an asset to your business, book a discovery call today.

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Consultants vs. Vendors: Choosing AV Equipment Suppliers for Your Business

Consultants vs. Vendors: Choosing AV Equipment Suppliers for Your Business

Summary:

AV consultants and vendors both help clients procure and use technology, but the way they serve their clients is very different. If you treat them like they’re interchangeable, you may end up disappointed with the level of service you receive.

Getting to know what each type of business can provide is the best way to set realistic expectations about what they can do for you. Below, our experienced technology consultants at EV Group help you learn about the pros and cons of each approach so you can make the best possible choice.

Videoconferencing and other AV equipment in a meeting group designed by ET Group

What to Expect From AV Consultants

AV consultants are the best choice for companies that need more than just a display or two with a quick setup. They become strategic AV partners who design, integrate, and support AV systems to solve the specific business problems your organization faces.

What AV Consultants Do:

When you hire ET Group for technology consulting, we also handle sourcing, sales, shipping, and installation directly. Other options might partner with third parties for some or all of these services—so it’s important to vet potential partners carefully.

Learn more about ET Group’s AV Installation Services

Pros:

Cons:

There’s also a myth that working with consultants like us requires a higher initial investment—but when you weigh the costs of getting your AV setup done right the first time against the costs of buying the wrong technology over and over again through vendors in a time-consuming piecemeal process, it’s often much more cost-effective to invest in this kind of strategic guidance up front.

Bottom Line:

Choose AV consultants if you need a trusted partner who can work closely with you to build systems around your people, workflows, and long-term vision. You’ll get better results that bring real value to your teams without wasting money.

An AV equipment vendor's warehouse, with technology neatly stored for future use.

What to Expect From AV Vendors

AV vendors sell essential AV hardware and other related products. Much like a warehouse, they’re mainly focused on sales—not helping you figure out the best way to leverage it, manage it, or make it work. For the most part, your relationship with them ends once you purchase a product.

What AV Vendors Do:

Most vendors will be happy to help you explore your options because it wins them sales, and a few also offer post-sale support. But in most cases, you’re more or less on your own once the deal is closed.

Pros:

Cons:

Bottom Line:

Choose an AV vendor if you already know what you need and don’t need anything other than a place to buy equipment. Just be sure you’re aware of what you’re getting and what you’ll need to sort out on your own.

A branded pillow microphone from AV equipment supplier ET Group.

How to Choose a Reliable AV Supplier

Finding the right supplier starts with understanding of your needs. You don’t need to spend a ton of time on this or develop a business-level proposal for how you’ll use the AV, but you should at least have some idea about what you’re trying to achieve.

Take some time to think about the role both the company and the AV itself will play. Chat with the people who will use it daily and key shareholders and ask them what they’d like to see, if there are any budget constraints, and if you need to adhere to any other limitations.

Once you have these basics nailed down, it’s time to start exploring your options. Look for traits like these first:

When you find a provider that looks promising, ask for a quote, demo, or discovery call. Treat it like a job interview and pay close attention to how they respond to points like your budget and technology goals. That’s the best way to find the right fit.

ET Group's Toronto office huddle space.

The Benefits of Working With ET Group

Businesses that partner with ET Group get more value for their money, enjoy better outcomes, and experience fewer hassles along the way. We’ve spent over half a century helping clients across some of the most complex industries in the world design and leverage AV, and we have the awards and customer success stories to prove it.

When you partner with us, you’re getting more value for your money because we’re agile enough to handle everything:

It’s this all-in-one approach that allows us to deliver the kind of long-term value you won’t find at piecemeal vendors and shops. Because smart AV investments aren’t just about what you buy or how much you spend—they’re about getting it right the first time and keeping it there.

That’s what makes ET Group such a smart investment for businesses. We manage your project end-to-end so you only pay for what you actually need, meaning you run into fewer surprise expenses, pay less for AV over time, and need to overhaul your AV less often.

ET Group's Toronto office flex space.

Find the Right AV Solution For Your Business With ET Group

Working with the right AV partner means fewer risks, better results, and systems that support the way your team works. At ET Group, we don’t just sell equipment—we help you align your technology, teams, workflows, and culture into a cohesive and unified system.

Ready to take a smarter, more value-oriented approach to AV? We’re ready, willing, and able to help. Book your discovery call today to learn more.

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How to Nail Modern Conference Room Design

How to Nail Modern Conference Room Design

Summary:

Today’s conference rooms have the potential to be much more than just a place for executives to meet. When they’re designed with intention and stocked with the right tools, furniture, hardware, and features, they become a central hub for collaboration.

But the simple truth is that many meeting spaces suffer from bad lighting, awkward layouts, painful furniture, and confusing tech. Poor implementation can turn promising new space into a place people consciously avoid—and that’s wasted ROI.

ET Group helps businesses design flexible, adaptable meeting spaces that honor the humans at the heart of every workflow. Let our team show you how to make modern conference rooms efficient and functional below, then book a discovery call to start planning yours.

Conference room with monitor and other audio visual equipment set up to facilitate hybrid meetings.

1. Position Cameras to Enhance Visibility

Good camera placement helps participants feel present, seen, and engaged—whether they’re in the room or joining remotely. Poor angles can exclude people from view, distort body language, or make virtual eye contact feel unnatural. Inclusive camera setups support meeting equity by ensuring everyone has a seat at the (virtual) table.

What You Need to Consider:

Tips for Nailing Camera Placement

Walk around the room a few times and pay attention to what you see—how does the line of sight shift? Use what you learn to customize best practices like these:

Still relying on an old webcam or outdated camera? Consider this your sign to invest in something new—like Jabra’s PanaCast line.

Read More: The Best Zoom Rooms Hardware for 2025

ET Group's Toronto board room, showcasing beautiful displays and balanced lighting.

2. Optimize Lighting to Eliminate Shadows & Glare

Balanced lighting is essential in conference rooms. Too little, and remote participants will struggle to see details and make out facial expressions. Too much, and you risk blinding everyone and introducing glare or harsh shadows.

What You Need to Consider:

Tips for Nailing Lighting

Lighting needs to be carefully balanced—otherwise, people may be unable to make out details or even the current speaker. To get it right, follow these tips: 

Keep in mind that lighting adds ambiance. If you find you’re struggling to achieve that delicate balance between visibility and ambiance, recessed lighting will help.

Read More: Essential Meeting Technology for Office Board Rooms

View of a Crestron meeting control panel and podium with a speaker's microphone.

3. Set Up Microphones & Speakers for Clear Audio

Poor quality speakers and microphones will derail a meeting faster than you can say “this meeting should have been an email.” Squelchy voices, feedback, and interference make it impossible to hear participants and virtually erase all evidence of tone of voice or intention.

What You Need to Consider:

Tips for Nailing Audio Setup

Before you do anything else, test the acoustics of the room. Walk around while having a conversation, use any current equipment, and try playing music. This will help you identify dead zones or areas with poor coverage, but you should also:

You’ll need more powerful speakers in larger conference rooms—often paired with an amplifier—to deliver clear audio across the space. All-in-one media bars are a great fit for smaller spaces because they come with built-in speakers (and often microphones and cameras), providing strong performance without the need for separate audio components.

Read More: How to Make Technology Buying & Investment More Effective

Ergonomic furniture in modern conference room with audio visual technology designed to support hybrid meetings.

4. Choose Ergonomic & AV-Friendly Furniture

Conference room design isn’t interior design, but that doesn’t mean furniture should be an afterthought. Seating, tables, and sofas can impact sound clarity, block line of sight, and just make people incredibly uncomfortable if they aren’t carefully selected.

What You Need to Consider:

Tips for Nailing Your Furnishings

When you’re picking furniture, think about how people use the space and aim for ergonomics over pure comfort. The goal is to prevent repetitive strain without putting people to sleep! To make the most of what you buy, apply tips like these:

In general, it’s worthwhile to invest in decent furniture because it tends to hold up to regular wear and tear better—but price doesn’t always equal quality. 

A conference room with twin displays designed by ET Group

5. Arrange Monitors & Displays for Easy Screen Sharing

Monitors, screens, and displays help make meetings more interactive and collaborative, but if you set them up in the wrong place, participants won’t be able to see them. Interactive whiteboards and other display tools need to be easy for everyone to access, too.

What You Need to Consider:

Tips for Nailing Monitor and Display Placement

Every room is different, so it’s difficult to give specific advice without knowing more about your space. That said, these best practices are broadly applicable:

If you’re stuck with overly bright lighting or don’t have a lot of options, anti-glare coatings can help—but they do sometimes make displays hard to see from an angle

An open-concept conference room with split sections and extendable soundproof walls.

5. Optimize Acoustics to Minimize Distractions & Echoes

Unwanted noise is one of the most common complaints in conference rooms. Foot traffic, HVAC systems, or even airplanes overhead can disrupt focus—and poor acoustics only amplify the issue. Hard surfaces bounce sound around the room, making it difficult for participants to hear and be heard clearly.

What You Need to Consider:

Tips for Nailing Acoustics

Getting acoustics right is all about controlling how sound behaves. You can reduce distractions and enhance clarity with a few thoughtful adjustments:

Sound masking systems, like Biamp’s Cambridge Qt X, introduce low-level background noise to make speech less intelligible at a distance. This helps reduce distractions and protect privacy in open offices or shared work areas. While these systems aren’t typically used inside meeting rooms, sound masking can be a great addition to the area outside conference rooms because they prevent conversations from being overheard or interrupted.

A Cisco room panel showing all-day room availability in a conference room.

6. Integrate Smart Room Controls for Seamless Video Meetings

Smart room controls bundle lighting, AV, HVAC, scheduling, and cross-platform compatibility into one cohesive system you can control with the click of a button. They help make conference rooms more efficient, more comfortable, and more enjoyable to use.

What You Need to Consider:

Tips for Nailing Smart Room Controls

Step 1 is to get expert advice first. Smart systems and interoperability features are very complicated, and the more variables at play the harder they are to integrate. We’d love to help you develop a strategy for implementing tips like these:

It’s easiest to look for systems that are already compatible with platforms like Teams, Zoom, and Synergy Sky. If there’s nothing available, it may be possible to build an integration from scratch to fulfill your needs.

A conference room with professional, neutral colors and multiple speaker positions.

3d rendering seminar meeting room

7. Create a Camera-Ready Background for Virtual Calls

What’s in the background of your video calls can be easy to overlook even though it has the potential to negatively affect perception. Cluttered, poorly lit desks, bad paint jobs, and the remains of the last meeting distract participants and make people look less professional.

What You Need to Consider:

Tips for Nailing Background Setup

Most conference rooms are professional in nature, and that means what’s in the background is, too. If you’re developing for the first time or in an open-concept space:

Don’t forget to add strategic branding! Show your pride and highlight the personality of your brand with a logo or two, whether it’s through digital signage, colors, or imagery.

Leaders from ET Group's Fredericton office stand smiling, ready to help.

Let ET Group Design Your Next Conference Room

Technology is helping to modernize conference rooms all across the globe, but just throwing money at hardware is rarely the answer. Designing the perfect meeting space never happens in isolation like that because curiosity and discovery is always the first step.

It might sound a little philosophical to say that the collaboration has to come first, but that’s the simple truth. Taking the time to understand the way people work, what they want from their meeting spaces, and how they see the future is what guides great design.

Ready to transform your conference room? Book a discovery call today to get expert advice tailored to your unique workplace challenges.

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The Most Common AV Problems Toronto Businesses Face

The Most Common AV Problems Toronto Businesses Face

Summary:

Toronto is home to some of the most forward-thinking, innovative industries in Canada. From hybrid classrooms to hospitals and food production, hundreds of organizations in the city rely on AV to do business, stay competitive, and deliver services to clients.

But in a multicultural city with aging infrastructure and so many sectors, designing the perfect AV system is no simple task. Success comes from addressing unique industry needs without sacrificing seamless user experiences across locations in the process.

Below, you’ll learn about the top AV challenges Toronto’s most competitive businesses face—and how working with an AV design company like ET Group can help solve them.

ET Group presents an event space with displays in Toronto.

Why Custom AV is the Answer to Any Challenge

Toronto’s biggest enterprises aren’t just local—they have thousands of employees and hundreds of meeting rooms across the globe. Custom AV bridges the gap by making it possible for people to enjoy the same user experience from anywhere.

When AV systems are intelligently designed around the people who use them, they help people work together more efficiently. User experiences stay consistently positive whether someone is in the boardroom or dialing in from their own personal device.

Challenges in Finance, Tech, & Commercial Real Estate

Finance firms on Toronto’s infamous Bay Street rely on AV to support client-facing boardrooms, trading floors, and flex zones. Tech companies like ServiceNow and corporate real estate developers like Mattamy Homes use AV to present concepts to clients and support hybrid workers instead.

Key AV Pain Points

AV problems like these can derail meetings or make hosts appear unprofessional and ill-prepared. They can also cost you the sale by delaying decision-making.

Challenges in Government Offices

From Toronto’s City Hall to the courthouse at 361 University Avenue, government offices depend on AV for internal collaboration, real-time communication between departments, and serving everyday citizens. But government agencies are also held to a higher standard for security, which means their AV and data needs to stay protected at all times.

Key AV Pain Points

Problems like these can lower public confidence, disrupt day-to-day operations, and slow down decision-making. It’s less efficient and introduces more red tape.

Challenges in Energy

Teams working for energy companies like Toronto Hydro and Enbridge Gas use AV to coordinate with staff and respond to incidents like leaks and outages. Control room workers, mobile teams, and executives must be able to seamlessly communicate from anywhere. 

Key AV Pain Points

AV is mission-critical in environments like these. A delay of only a few short minutes can introduce safety risks, cost the company money, and anger customers.

Challenges in Food Manufacturing & Distribution

In food manufacturing and distribution, every step of production from the manufacturing plant to the logistics network must be carefully monitored, tracked, and managed. Custom AV makes this easier by giving people real-time updates on shipments and supply chains without jeopardizing seamless collaboration in the process.

Key AV Pain Points

Sobeys, McCain, LCBO, and the Canadian Canola Growers Association put their trust in ET Group when it was time to upgrade their AV systems. Our AV designers have helped them design and roll out spaces like board rooms, break rooms, social hubs, and so much more.

Challenges in Higher Education & Smart Campuses

Facilities like University of Toronto, George Brown, York University, and OCAD rely on lecture capturing software, microphones, and displays for teaching students. Interactive displays and digital signage help students navigate life on campus and access hands-on learning in class.

Key AV Pain Points

But poor student experiences don’t just jeopardize the learning process—they also cause frustration for teachers and cost schools money.

Challenges in Healthcare Facilities

AV is mission-critical for healthcare facilities like Toronto General Hospital, Sunnybrook Health Sciences Centre, and Mount Sinai. It’s what powers telehealth, remote surgical consults, and digital signage that helps patients find their way—or just educates them about everyday health.  

Key AV Pain Points

Tailoring AV systems to the needs of the facility can actually improve patient care and outcomes. A poor setup, on the other hand, will disrupt care and put patients at risk instead.

A Nanolumens curved display in the lobby of a Toronto business.

Preventing AV Failures & Connectivity Issues

There’s no cookie cutter solution to AV failures and connectivity problems that works for every industry, but the outcome is largely the same: unnecessary downtime.That’s why it’s critical to work with an AV company who takes a proactive approach to maintenance.

1. Local or Building-Specific Constraints

Many of the buildings in Toronto’s downtown core have limitations like low ceiling clearance or aging network infrastructure. Skilled designers know how to work around these obstacles to get the most from a space when renovations aren’t an option.

To mitigate building constraints:

Addressing quirks like these upfront before the design process starts neutralizes the negative effect they have on AV systems, and in some cases, turns it into a benefit instead.

2. The Need for Network Segmentation

AV-over-IP is the standard for most applications, but running your AV traffic through the same local area network everyone else is using can lead to latency and jitter. Segmentation helps keep the single clear and stable at all times.

To mitigate network crowding:

Build networks that are properly segmented and have built-in failsafes for optimal performance and reliability. This is the most effective way to run AV equipment.

3. Environmental Noise in Office Buildings

Many of Toronto’s busiest offices are located in high-rises, shared buildings, or older structures—and that means noise pollution is a part of daily operation. Sounds from HVAC systems, street traffic, and colleagues having conversations in open-concept offices can interfere with meetings by making it impossible for people to hear one another clearly.

To address this problem:

In general, it’s easier to design a space around these constraints than try to mitigate them later on. A good AV designer will know how to work around any problems from day one.

A meeting space in a high rise with big, open windows and natural lighting.

Maintaining AV Performance Over Time

You can invest in the best AV equipment in the world and it still won’t deliver a positive experience if you don’t care for it properly. To keep audio and video clear, crisp, and reliable, start by following the best practices listed here.

Partnering with a Canadian  AV partner like ET Group is one of the best ways to maintain high-quality audio and video. When systems need to adapt to evolving business needs, user expectations, and seasonal shifts, having local experts on your side can really help. 

ET Group's meeting rooms in Toronto, including AV equipment and meeting tech.

Find a Reliable AV Partner in Toronto with ET Group

AV helps businesses in Toronto reach customers, collaborate, and share ideas, but great audio and video isn’t just about the equipment you own. Systems like these need to be intelligently designed around the people who use them every single day.

ET Group designs and delivers integrated AV and collaboration solutions for mission-critical workspaces in complex industries like finance, government, healthcare, and utilities. Custom AV design is the best way to ensure secure, seamless communication where it matters most.

When AV systems are designed to handle local challenges from day 1, they perform better, last longer, and help people work—or play—more effectively. Book a discovery call today to learn how we can help your company use AV more effectively.

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5 Common AV Challenges for Businesses in Vancouver & How to Solve Them

5 Common AV Challenges for Businesses in Vancouver & How to Solve Them

Summary:

Vancouver is a hub of creativity and innovation, but it’s also home to some of Canada’s largest tech startups, software developers, film studios, universities, hotels, and event venues. In industries like these, success depends on efficient communication—so audiovisual (AV) problems can be devastating if they disrupt meetings, delay decision-making, or frustrate your team.

The best way to avoid that? Partner with an AV company that understands your industry’s biggest challenges—and knows how to solve them for good.

ET Group develops versatile AV solutions for Vancouver businesses. Below, we’ve outlined five common AV challenges and how to fix them—so you can stay connected and competitive.

An aerial view of downtown Vancouver

1. Connectivity Problems

Connectivity issues are a top cause of wasted time and lost revenue in meeting rooms across most industries. They’re often caused by network instability, weak Wi-Fi signals, and bad configurations.

Connectivity Symptoms to Watch For:

How Connectivity Problems Affect Vancouver’s Top Industries

Connectivity and networking problems hit fast-paced industries harder because every minute is precious, so interruptions of a few seconds or minutes really add up. Here’s how this plays out:

If you’re in an industry where being connected 24/7 is mission-critical, the stakes are even higher. That’s why it’s so important to develop a system you can rely on from day 1.

How to Fix Connectivity Issues:

Reliable AV starts with a stable network and clean backend connections:

An ongoing relationship with an IT partner you can trust is your best defense against connectivity problems. ET Group can help with on-site and remote help desk services.

Ceiling speakers in a large conference room.

2. Poor Audio Quality

Bad audio is one of the fastest ways to ruin a meeting. When people hear echoes, static, interference, or feedback, they’ll struggle to hear speakers—and eventually tune out completely. Poor acoustics, bad mic placement, and outdated hardware are all common contributors.

The Symptoms:

How Audio Problems Affect Vancouver’s Top Industries

Bad audio doesn’t just sound unprofessional—it breaks the focus and makes the conversation feel less human and engaging. That’s a big deal in situations where communication IS the job.

The more realistic your audio sounds, the easier it is to forget that you aren’t in the same room. That’s what makes meetings and user experiences feel more natural and human.

How to Fix Audio Issues:

Start by addressing the most common causes of poor sound:

ET Group helps businesses across Vancouver design meeting spaces where voices come through crystal-clear every time. See our four-step process for helping businesses address AV challenges.

Students participate in a hybrid classroom lesson.

3. Video Failures

Video helps people pick up on nonverbal cues that make conversations feel natural—including eye contact, facial expressions, and body language. When the feed freezes or the image is too blurry to see, that sense of presence disappears, so it’s harder to feel truly connected to one another.

The Symptoms

How Issues Like These Affect Vancouver’s Top Industries

Low-quality or unreliable video makes hosts look unprofessional, but it can also grind workflows to a halt and deliver poor guest experiences. That’s a serious disadvantage in Vancouver’s top industries: 

When people can see each other clearly, it feels like everyone’s in the same room. All those important little non-verbal cues that make us human come across in the first shot—no second-guessing needed.

How to Fix It Video/Streaming Problems

Investing in high-quality cameras and HD displays makes a big difference, but you need the bandwidth to transmit them in the first place. Video quality depends on a combination of factors:

Unlocking seamless communication with custom videoconferencing integrations can also help you make the most of your cameras and displays.

Two people try to troubleshoot a blank smartboard

4. Incompatibilities

Modern workplaces typically use a mix of platforms, tools, and devices, but they don’t always play nicely with each other—and everyone has their own opinion about which is best. If your AV isn’t already configured for one-touch join interoperability, you’re missing out!

The Symptoms:

The more platforms, systems, and devices in the mix, the more complicated it gets to seamlessly integrate them behind the scenes. By optimizing integrations, you can root out pain points and prevent them. 

How Incompatibilities Affect Vancouver’s Top Industries

Slack, Zoom, Microsoft Teams, WebEx, Synergy Sky—they’re all useful, and thanks to advances in technology, it’s easier than ever to enjoy them from your meeting tech. Businesses that don’t optimize for interoperability face serious challenges:

Seamless integrations let people schedule, join, leave, create, and adjust meetings to fit their needs with ease—so they can say “yes” more often instead of “hold on, let me troubleshoot.” 

How to Fix Incompatibilities

True platform-agnostic design isn’t always possible, but you can get really close with a well-designed custom AV integration. Other ways to root out and fix incompatibilities include:

ET Group can help your business design solutions that deliver seamless user experiences without hiccups like these. In fact, we believe interoperability is a key element in every great hybrid workspace.

ET Group hosts a client workshop

5. Lack of User Training

AV equipment should make working together feel more efficient, effective, and human. If people don’t understand how to use the tools in front of them, they’’ struggle to see why it’s useful.

The Symptoms:

How Training Gaps Affect Vancouver’s Top Industries

How to Fix Training Gaps:

Build intuitive AV solutions that feel straightforward to navigate, but don’t stop there. To give people the confidence they need to use tools like these efficiently:

ET Group helps teams build confidence with training opportunities. Unpack your old ways of working and develop new practices that will help your team thrive with one of our hybrid workshops.

An ET Group designed event space

Best Practices for AV Success

Most audio and video issues are easier to prevent than fix, so we always recommend partnering with an AV provider who can help you design industry-specific solutions from the ground up. Whether you’re dealing with problems now or planning a new space, following these key strategies can help.

Focus on the humans at the heart of your workplace and bring them into the early discovery process. Talk to them about their current system, what’s missing, and what features they wish they had. This will uncover opportunities where AV can solve their pain points or make the working experience more enjoyable day-to-day.

Read reviews, ask your colleagues for recommendations, and gain a basic understanding of AV so you can understand when a company is speaking from a place of authority—and when they’re trying to sell you a swamp.

ET Group’s AV consulting experts can help you break large project silos down into bite-sized pieces so they’re easier to manage and track.

You need to know how to design a solution that fits your current needs and workflows, but is agile enough to easily adapt and grow with future trends. Technology consultants have that expertise.

What’s working? What’s not? What features or capabilities do they need that aren’t currently available?

Examples include fragmenting integrations or video failures. Inspections help you catch these issues before they happen.

Putting them off raises your risk for failures and security breaches.

If you already have an in-house IT team, they may be able to handle some of this work for you, but AV typically requires special expertise.

An ET Group branded speaker with the words "Weaving People, Space, & Technology Together

Beat AV Challenges in Vancouver With ET Group

If your AV system is causing dropped calls, meeting delays, or confusion in hybrid spaces, you’re not the only one. These problems are common in Vancouver’s busiest industries, but that doesn’t mean the status quo has to stay the same forever. Let’s do something about it!

Whether you’re upgrading your AV or starting fresh, we’d love to be a part of your story. Book a discovery call and tell us about your needs. We’re confident we can help.

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How to Prepare Your Workplace for an AV Installation

How to Prepare Your Workplace for an AV Installation

Summary:

Advanced AV equipment helps people collaborate and work together more efficiently, but deploying these systems requires careful planning. A lack of training, poor video quality, network bottlenecks, and constant disruptions make it harder for teams to see the value in your technology from day one—and this can make them less likely to adopt it.

Preparing properly in advance makes the installation process seamless and ensures you have the right support in place after the job is done. It can also reveal unique insights about your infrastructure needs and general level of readiness. All of this helps improve the return on your business technology investments.

ET Group helps design, develop, and deliver enterprise-level AV solutions for mission-critical businesses in Canada and the US. Follow the strategies in this guide to start planning your next AV installation, then find out how we can help.

Related: Transform Any Space into a Zoom Room

A small employee lounge developed by ET Group

Assessing Space & Infrastructure

Even the most advanced system in the world can feel awkward to use if you try to roll it out in an unsuitable space. That’s why your first step should always be to evaluate the physical environment where you plan to deploy your new AV tech.

Before you purchase anything from anyone, take time to consider the following factors:

For example, imagine a conference room with floor-to-ceiling windows overlooking a busy street. Natural light and an interesting view might sound appealing, but in practice, the noise of traffic and bright sun will impair user experiences. Expert technology consultants are able to foresee these challenges in advance and provide solutions that avoid potential problems.

2. Network & IT Readiness

Your AV system is only as good as the network it runs on. A slow or unstable connection will lead to lag, buffering, dropped calls, and frozen screens at the worst possible times. Before installation, ask your AV provider to run a few tests.

Here’s what you’re aiming for:

If you don’t have an in-house IT team or need outside support, ET Group can help. Check out our on-site support services to get hands-on assistance and prepare for your installation.

3. Electrical & Power Requirements

AV systems obviously need to be powered, but this is about more than just having enough outlets available—although that matters, too. Voltage fluctuations, a lack of grounding, and overloaded circuits disrupt meetings and damage your electronics.

Keep in mind that in shared spaces like office towers and business centers, you might not be the only one with high power demands. Checking with building management can help you strategize around this by developing workarounds or ordering a dedicated connection.

ET Group explains an upcoming AV installation to a client.

How to Minimize Workplace Disruptions

AV installation can be noisy and disruptive at the best of times, especially during very large or dispersed multi-room system deployments. To help limit interruptions and ensure everyone knows what to expect:

Start by scheduling a pre-installation meeting with key stakeholders, your AV provider, and any IT staff or operations managers. This is something we prioritize early on in our design and development process so we can keep everyone looped in along the way.

People in an ad-hoc space test out new AV and videoconferencing equipment.

Next Steps After Installation

What happens after the installation is finished depends on you. Some companies prefer to handle all AV support and maintenance in-house, but this can be very time-consuming. It’s also out of scope for most general IT providers.

By developing a long-term partnership with your AV provider, you can offload tasks like these to the experts. Audiovisual support and consulting give businesses the support they need to use AV effectively and scale it in the future.

Our services at ET Group include: 

While we strongly recommend long-term partnerships, you don’t necessarily need to choose between your in-house IT team and third-party experts. A good provider will work with you to figure out where they fit into the equation without stepping on any toes.

ET Group on a videoconferencing call brainstorming a new AV design.

Get Expert AV Planning, Installation, & Support

Humans are creatures of habit—that’s why preparing for new AV installations in advance is so important. Without the right support in place, technology rollouts can become a point of contention instead of a tool that helps people work together more effectively. Taking simple steps like these improves user adoption and streamlines deployment.

ET Group specializes in building enterprise-level AV solutions for businesses in mission-critical environments. Let us help you design and develop an AV system teams will proudly support and look forward to using. Book a free discovery call today to learn more.

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Basic vs. Pro Membership for Microsoft Teams Rooms: What’s Best for You?

Basic vs. Pro Membership for Microsoft Teams Rooms: What’s Best for You?

Summary:

Microsoft Teams Rooms (MTR) is a dedicated meeting space solution that helps organizations turn any room into a central hub for collaboration. This subscription-based service provides intelligent tools that improve the meeting experience for everyone.

To get the most out of MTR, you’ll need to choose between two membership options: Basic and Pro. We’ll break down what each plan offers and when investing in Pro makes the most sense in this guide. Take a look, then call us at ET Group for help setting up the ideal hybrid workspace for your organization.

Related: What Type of Space Does Your Workplace Need?

A hybrid team works on a project in a Microsoft Teams Room

Key Differences Between Basic & Pro Accounts

MTR’s subscription service comes with some of the most forward-thinking tools in the industry for remote work, but the Basic and Pro plans each cater to a different level of need.

Basic is a great starting point for small-to-medium businesses and startups on razor-thin budgets who want the option to start small and grow over time.

Quick Facts about MTR Basic

Think of Basic as the core essentials—you’ll be able to access the general MTR experience, but won’t have access to any of the usual bells and whistles.

Quick Facts about MTR Pro

The Pro plan breaks free from these limitations and gives teams access to the latest bleeding-edge tools for collaboration.

Pro Features that Support Hybrid Meetings

MTR’s Pro plan offers real value for organizations who want to elevate the meeting experience and give teams more flexibility when collaborating. It’s a step up from basic that targets power users who need more functionality from their meeting tech.

Investing in a Pro-level membership also gives your organization special access to Microsoft365’s Phone System as well as inbound and outbound SIP/H323. PSTN calling is optionally available with a Teams Phone Standard or Calling Plan.

Basic and Pro Features Compared for Admins & End Users

We’re including the two tables below to give you a birds-eye view of how MTR’s Basic and Pro licensing plans stack up. The first table contains information for IT managers, stakeholders, and anyone else with a vested interest in planning or managing your dedicated meeting spaces. You’ll find information about end user specific features in the second table.

Admin-Level Features

Feature MTR Basic MTR Pro
Maximum number of licenses 25 Unlimited
Microsoft Teams ✔ ✔
Automatic Updates ✔ ✔
Audio Conferencing ✔ ✔
Whiteboard ✔ ✔
Microsoft Teams Rooms Pro Management ✔
Teams Phone Standard ✔
PSTN Calling (with additional plan) ✔
Microsoft Intune ✔
Microsoft Entra ID P1 ✔
Microsoft Defender for Endpoint Plan ✔
Skype for Business Plan ✔
Microsoft 365 Phone System Interoperability ✔
Inbound and Outbound SIP/H323 Video Calls ✔
People Counting ✔
ITSM integration ✔
Peripheral Health Management ✔

End-User Features

Video Conferencing Features MTR Basic MTR Pro
Join with 1-touch, proximity, or meeting ID ✔ ✔
Start meetings from within the room ✔ ✔
Peer-to-peer and group calls ✔ ✔
View and share all Teams content types ✔ ✔
Video gallery for Teams with custom layouts ✔ ✔
Check in with Teams Panels ✔
Front row ✔
Together mode ✔
Large gallery support (up to 50 videos) ✔
Split-screen gallery views ✔
Live speaker transcriptions ✔
Panoramic room views ✔
PTZ controls with remote access ✔
Intelligent, AI-driven noise suppression ✔

Related: Encourage Employees to Come Into Work by Making the Office More Useful

A Microsoft Teams Room presentation on the value of MTR Basic and Pro

Comparing the Value of MTR Basic and Pro

Note: Pricing and features are subject to change. For the most accurate, up-to-date figures, or for more information about how Teams subscription plans work, visit the Teams website.

To compare the value of MTR’s Basic and Pro plans, you need to go beyond just surface-level subscription costs and look at how much value each feature provides.

Basic Plan: Savings First, Value Second

Let’s take a look at the Basic plan first:

The only problem? Basic doesn’t stack up well against other options like Skype for Business or Zoom. Both of these offer similar features on everyday devices without the need for specialized equipment, and they’re easy for small groups to use.

There’s also the issue of equipment to consider. Only organizations who invest in at least one MTR-certified device are eligible for the Basic plan—and that can still be costly.

Pro Plan: More Value at a Higher Investment

MTR Pro introduces a per-room subscription fee. Microsoft does bill for this service annually, so an investment will impact your business for at least a full year. It’s natural to want to feel confident in that investment before moving forward.

The good news is that Pro really delivers on value over time by centralizing the meeting management experience.

For most enterprise applications, Pro is the way to go. The only exceptions might be if your organization has particularly simple needs or if you are still in the early stages of designing your first dedicated meeting space and aren’t yet ready to upgrade.

Which Teams Rooms Membership is Best for You?

Making the right choice between these memberships requires a deep understanding of how your people work, how they use video conferencing, and what challenges they face each day.

But let’s set individual needs and goals aside for a second. Are there ever any scenarios where it’s clearly better to choose Basic or Pro? Yes! Here’s what we normally recommend.

If you need an outside perspective on your current situation or want to explore your options before taking action, send us a message. We’re proud to be a certified Microsoft Partner with expertise in Teams Room design, deployment and support.

Related: Moving The Needle On Collaboration In Your Organization

Teams work on a project in a Microsoft Teams Room

Upgrade Pathways & Trial Options

When we design and build MTR rooms from the ground up, we focus closely on designing for maximum efficiency and productivity. By taking the time to understand the needs and pain points of ALL of your users, we can develop a solution that fits you now in the future.

The goal? Create a system that doesn’t need to be overhauled every time your needs change or the latest technology drops. That kind of flexibility is key for businesses at every level, especially when markets are volatile and industries are in flux.

MTR Basic and Pro are a bit of a golden ticket in this regard. Multiple pathways ensure that every organization can jump in and adopt the technology at a level they feel comfortable with.

Microsoft makes it simple to keep your MTR setup aligned with your evolving goals, but we don’t recommend walking this road alone. Let’s talk about it and find your best fit!

Related: What Conferencing Technologies Should Meeting Rooms Have?

Members of organization that uses Microsoft Teams Rooms to facilitate meetings in hybrid workspace

ET Group Helps Develop & Design Microsoft Teams Rooms

At ET Group, we specialize in helping organizations develop hybrid-compatible meeting spaces that prioritize user experience without jeopardizing control, safety, or scalability. We acutely understand the fact that work is no longer just about where you do it—it’s about what you do and how it gets done.

Thousands of organizations all across the globe use Microsoft Teams Rooms to communicate, collaborate, and share experiences more effectively and efficiently every single day. If you’re ready to join them, our workplace technology specialists can help guide you through the process. Contact us to learn how we can support your goals!

Frequently Asked Questions about Microsoft Teams Rooms

Can Microsoft Teams Rooms integrate with my existing hardware?

Most likely. MTR can be integrated with many different platforms and devices, but compatibility varies widely and often depends on the specifications of each device. Microsoft maintains a list of Teams Rooms certified systems and peripherals at this link—if you see your hardware listed, there’s a good chance you already have what you need to get started.

If you don’t know how to check your devices for compatibility, or you don’t have a lot of experience working with technology, give us a call. We’re happy to help!

Are Microsoft Teams Rooms suitable for pods and huddle rooms?

Yes! In fact, MTR is one of the best options for organizations that have very little real estate. Solutions that rely on this technology are highly flexible and can be tailored to fit any room size or need. They’re also relatively easy to scale and adjust over time, meaning you can still make the most of the space if your needs change.

For smaller rooms, compact setups with integrated devices like all-in-one soundbars and displays are a great choice. They offer the same user experience without requiring any major changes to the room.

Do I need an in-house IT team to run Microsoft Teams Rooms?

You have options. Microsoft Teams Rooms are designed to be easy to use, even if you aren’t an IT specialist. The Teams admin hub makes it easy to monitor, track, and adjust your dedicated hardware on-site or from a remote location. Most organizations do prefer to leave setup, scaling, and ongoing optimization to the experts—and that’s where we come in.

ET Group offers customized support packages tailored to your business and your specific needs. We can provide comprehensive global coverage for your entire AV operations from a distance or work with your in-house team on-site. Book a consultation to learn more.

What maintenance does Microsoft Teams Room require?

From a software perspective, it’s almost entirely hands-off. Most updates, including security patches and software upgrades, happen automatically behind the scenes without any manual input. Complex configurations that power special features or allow for interoperability with other platforms and services may occasionally need attention from an IT specialist.

Hardware is a different story. Occasional cleaning and checks to ensure optimal performance, particularly in high-usage environments, are critical and can help ward off early equipment failures. We can help with that if you don’t have an in-house team.

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Different Approaches to One Touch Join: Pexip, Synergy SKY, & More

Different Approaches to One Touch Join: Pexip, Synergy SKY, & More

Summary:

As a concept, one-touch join is about simplifying the meeting process. People working on-site can walk into a room, click a button, and instantly connect with clients, customers, and colleagues who aren’t physically present via Zoom, Google Meet, and Teams.

Nearly all providers use software to power one-touch join silently behind the scenes, but most take their own approach to the feature. Understanding these differences can help you compare the available options to determine which is best for your organization’s needs.

ET Group specializes in custom workplace technology solutions that help companies make the most of one-touch join in hybrid environments. Learn how Pexip, Synergy SKY, and other providers approach one-touch join, then contact us to find the right fit.

Related: The Best Apps for Virtual Team Meetings

A one-touch join room scheduling panel from Cisco

Why One-Touch Join Matters for Hybrid Teams

Remote workers rarely have access to room appliances and other dedicated hardware from home. Instead, they usually work from their own smartphones, tablets, and computers. Most of these devices are platform-agnostic, which means they’re compatible with services like Zoom, Google Meet, and Microsoft Teams out of the box.

If your dedicated meeting hardware doesn’t support connections to external third-party platforms, you now have a problem. People working in the office need to find workarounds or follow a long list of manual steps every time they want to connect—and that can stifle collaboration.

One-touch join can help address pain points like these invisibly behind the scenes, but only if you have the right solution in place. Here’s how each of the top four providers stack up.

Comparing Pexip, Synergy SKY, & Other Solutions

Hybrid teams thrive when they can seamlessly connect, collaborate, and even socialize from any location with zero stress. Providers like HP Poly, Pexip, Synergy SKY, and Cisco all use software to support this need by giving people the option to connect in as little as one click.  

The core idea of being able to tap a button and connect to a meeting hosted on any platform isn’t new, and stays fairly consistent across most brands. What varies is the approach each provider takes to one-touch join and how they refer to it in documentation.

Provider Feature Name Key Strength Best For Unique Feature Limitations
Cisco One Button to Push (OBTP) Reliable integration for legacy systems Organizations with older SIP/H.323 hardware or existing Cisco setups Makes older hardware compatible with modern platforms Best suited for Cisco environments
Pexip One Touch Join (OTJ) Highly adaptable to different setups Businesses with complex or custom meeting room configurations Works with diverse platforms and unique meeting needs Requires technical expertise for configuration
HP Poly One Touch Dial (OTD) Strong hardware compatibility Organizations using Poly hardware for multi-platform support Simplifies joining meetings across supported platforms Limited to compatible Poly devices
Synergy SKY CONNECT Unified calendar and platform management Teams juggling multiple calendars or platforms Combines scheduling and OTJ functionality in one system Best for organizations using multiple platforms like Cisco and Zoom

Unique Features and Benefits of Each Provider’s Approach

To choose the right OTJ technology, you need to understand if and how each vendor’s offerings align with your team’s needs. Partnering with a company like ET Group can help you explore your options and save money on testing and iteration, but here’s a quick overview of the most apparent differences.

Cisco WebEx (OBTP)

If you’re already working with Cisco hardware or legacy SIP/H.323 devices, OBTP may be the easiest and most accessible option for you. It’s specifically tailored to work in environments like these and comes with support for WebEx tools right out of the box.

Cisco’s brand-specific approach can also be a double-edged sword. Features like OBTP may not work as well—or at all—with third-party devices.

Pexip (OTJ)

For teams that work across multiple platforms, like Zoom, Teams, and Google Meet, Pexip’s OTJ has a lot to offer. It’s specifically designed to support flexibility and ease of use in environments where meeting tech needs to stay flexible to support a wide range of needs.

Pexip OTJ can unfortunately be very technically complex to deploy and manage over time. You’ll need an in-house or external IT team who can provide support if you choose this option. ET Group can help ease this pain point with remote or on-site support. 

HP Poly (OTD)

Poly’s OTD is a cloud-based service that provides direct interoperability between most Poly devices and a limited number of Cisco room appliances. It is specifically designed to integrate with Microsoft Exchange and Google Calendar, the two most commonly used calendar systems on the market.

Poly’s OTD is only compatible with Exchange 2010-2019 on-premise editions, Office 365 Exchange online, and Google calendaring. If you’re using a different solution, it won’t work for your needs.

Synergy SKY (CONNECT)

Synergy SKY’s CONNECT combines single-tap join functionality with a full suite of tools for unified communication. This all-on-one approach makes it possible to use as a standalone solution, or as a part of a larger pre-existing environment.

Synergy SKY CONNECT’s main drawback tends to pricing—it’s slightly more expensive than some other solutions on the market.

Related: 5 Common Problems Solved by Using the Right Hybrid Meeting Equipment & Training

A group of people sit in a board room with an meeting room control panel and interactive smart board.

Integration Capabilities with Different Meeting Platforms

Cisco, Pexip, Poly, and Synergy all support one-touch join features, but they don’t necessarily all facilitate connections to the same meeting platforms. In fact, the difference between each provider is so distinct, choosing the wrong option could lock you out of some platforms completely.

It’s important to note that we’ve only included brand-provided compatibilities, here. With systems like these, custom integrations with other devices or systems are often possible and may even be ideal. For more information, send us a message.

Considerations for Deployment & User Adoption

Successfully rolling out a new one-touch join solution isn’t as easy as choosing a provider and firing off your demands to your in-house IT team. It takes careful planning and guidance from the experts to deploy solutions like these in a way that truly meets the needs of your hybrid teams.

Keep in mind that successfully deploying and adopting new technology will never be a static, once-off experience. Regularly evaluate your chosen solution to see if it’s still meeting your needs. If it isn’t, it’s probably time to go back to the drawing board or make adjustments to secure a better fit.

Security & Compliance Aspects of One Touch Join Solutions

Most people think of connectivity and functionality first when they’re planning to deploy or upgrade a meeting room, not security—but it’s still an important consideration. Data breaches cost organizations trillions of dollars per year in lost revenue and damage to their reputation.

The good news is that most one-touch join solutions are designed to exceed modern data protection standards. Your calendar and email data stays private without being exposed to outside attackers, which means one-touch join won’t introduce new vulnerabilities that put you at risk.

A man uses VR technology to visualize a project during a team meeting at work.

Businessman looking through virtual reality headset during conference table meeting

Future Developments in One Touch Join Technology

Emerging trends like AI-powered automation won’t necessarily have a direct impact on one-touch join as a feature, but they are likely to make meetings even more efficient. As AI grows “smarter”, it will be able to handle even more of the meeting process without any input. 

There’s also a strong possibility that the world will outgrow the need for features like one-touch join altogether. Joining a meeting could eventually be as easy as speaking the words aloud.

Related: Is Empathy the Missing Link in Tech Integration?

Power More Human-Centric Communication With ET Group

At ET Group, we know that designing for hybrid teams means putting people and user experiences first. Whether you’re a new startup still finding your footing or a Fortune 500 company with years of experience under your belt, we can help you design a space around your workflows that fosters creativity and honors the humans you work with every day.

Book a discovery call today to learn how we can help you make the most of your meeting spaces for teams working on-site and in remote locations.

Which one-touch join provider is the best fit for my organization?

The best way to find the right one-touch join solution for your needs is to work closely with our AV design team. We can help you create forward-thinking hybrid meeting spaces with custom configurations that align with your goals and workflows.

If you’re currently limited to existing Cisco or Poly hardware, options like Pexip’s One-Touch Join, Cisco’s One Button to Push, and Poly’s One Touch Dial might be the easiest to implement without extensive upgrades. Synergy SKY CONNECT is often a good fit for organizations that have a high need for customization or many different needs.

How do scheduling tools like calendar systems affect OTJ?

Calendar and scheduling integrations serve as the backbone of most OTJ-compatible systems. OTJ pulls information from centralized meeting data on calendars and other booking tools, then parses it for information like invite links, dates, and times.

If you don’t already have dedicated meeting room hardware, it can be beneficial to approach features like one-touch join from the ground up. Start by thinking about the systems your people are already familiar with:

Questions like these can help you decide whether you should upgrade or stick with OTJ solutions designed for the hardware and software hybrid teams already know and love.

What’s the difference between platform or device “agnostic” and “dependent?”

When we say a solution is “platform-agnostic” or “device-agnostic,” we essentially mean that it isn’t limited to working with specific hardware, providers, or platforms. Instead, the creators focused on making it widely compatible out of the box.

Platform-agnostic solutions like Pexip allow existing hardware to connect to a wide variety of externally-hosted video conferencing platforms. Cisco’s OBTP is platform-dependent, meaning that it won’t work with outside platforms without extensive customization.

If you don’t have a good reason to access more than one platform, upgrading to a platform-agnostic solution may be unnecessary. But going platform-agnostic can also help give teams options and future-proof your meeting spaces so they have room to grow.

Book a discovery call with our team today and find out how we can help make hybrid work for you.

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How to Create Breakout Rooms in Microsoft Teams: Best Practices & Common Problems

How to Create Breakout Rooms in Microsoft Teams: Best Practices & Common Problems

Summary:

Advances in remote video conferencing tech are making it more possible than ever for people to work together on and off-site. With platforms like Microsoft Teams, groups can launch a virtual meeting and start collaborating in seconds.

The breakout rooms feature can help people engage on a more focused and personal level. When organizers optimize these rooms intelligently with user experience in mind, teams are more likely to avoid common problems and make better use of their time.

ET Group helps organizations find new ways to make their workplaces feel more engaged, empowered, and productive. Make the most of Teams with the best practices below, or book a discovery call to learn how we bring your hybrid experience to life.

Workers meet with a client in a Microsoft Teams breakout room.

What Are Breakout Rooms in Microsoft Teams?

Breakout rooms let meeting organizers split participants up into smaller groups during Teams meetings so they can work in their own private virtual space. This can help people “break out” from the main meeting to focus on specific topics, run special workgroups, brainstorm ideas, collaborate on work, or just enjoy a bit of social downtime without disconnecting.

Only a meeting organizer can manage breakout rooms in MS Teams. By default, this is usually defined as the person who starts or schedules a meeting.

But meeting organizers don’t have to shoulder the load of managing breakout rooms on their own. They can delegate responsibilities—either before or during a meeting—by granting attendees the presenter role. Elevated participants gain access to key breakout room management features, including the ability to open, close, and join rooms.

Related: 5 Tips for Hosting Effective Video Conferences

A presenter leads a breakout room meeting with three people joining from an office.

10 Steps to Set Up Breakout Rooms Effectively

Breakout rooms make it possible for large groups to focus on specific tasks during virtual meetings—but just knowing how to start a meeting or open a new room isn’t enough. To make collaboration sessions more effective, you need to know how to plan and execute each room in a way that supports participants and helps them reach their goals.

  1. Check device compatibility. When you schedule a meeting, remind participants to confirm they’re joining on a supported device and have the latest version of Teams.
  2. Set clear and distinct objectives. Breakout rooms work best when every participant understands what they’re working on—and why.
  3. Add reminders to the chat. Put objectives, instructions, or agendas into a document or visual aid. Make it accessible within the chat for quick reference.
  4. Delegate responsibilities. Any breakout room with more than a few participants should have at least one presenter assigned to help manage the room. In a pinch, you can delegate this task to a trusted attendee.
  5. Use breakout rooms thoughtfully, not for busy work. Avoid using Teams for any task better suited to an email—focus on fostering meaningful, collaborative discussions.
  6. Set time limits. Groups should know how much time they have to complete their tasks or collaborate, but don’t over-restrict. Add buffer time for thinking and natural ebbs and flows in conversation.
  7. Keep groups small. The goal of a breakout room session is always to allow for smaller-scale collaboration on a more personal level. Making groups too large defeats the purpose.
  8. Focus on engagement. Meeting attendees will zone out, daydream, or miss important details if they aren’t actively participating. Interactive tools like virtual whiteboards, live video, and real-time polls help offset this risk.
  9. Check-in often—but don’t micromanage. Let people know how they can get help if they need it and when you plan to drop by to check-in.
  10. Optimize your tool stack. Pair Microsoft Teams with other meeting efficiency tools like real-time transcription, file-sharing, AI note-taking, or Power BI to help people work more effectively.

Do’s & Don’ts for Smooth Transitions In and Out of Breakout Rooms

What happens after a meeting starts is just as important as how you plan and execute it in the first place. Knowing how—and when—to transition participants in and out of breakout rooms can make or break the flow of a session. 

Lastly, you should also know who to contact if you encounter technical issues transitioning people between breakout rooms during your meeting that you can’t fix. This will generally be your IT department or company help desk. If your team needs additional support with your meeting room and collaboration tools such as breakout rooms with Microsoft Teams, ET Group can offer robust technical support service.

Debriefing After Breakout Rooms

Bringing participants back into the main session isn’t just about wrapping up or saying goodbye—It’s a chance to debrief and get everyone aligned. Leave enough time at the end of every session for people from each group to offer quick insights.

Use Microsoft Teams features to manage the debrief and prevent chaos. Assign speakers manually or have participants raise their hands when they want to chime in. Have someone take notes or use the built-in AI-powered note-taking features to capture important details.

After the meeting wraps up, send a copy of the debrief details to all relevant parties. This is a good way to catch mistakes and identify missed opportunities.

Related: How AV Consulting Provides Key Support for Hybrid Environments

Doctors discuss a patient's case and review scans during a virtual call breakout room session.

Common Use Cases for Breakout Rooms

Microsoft Teams meetings can make it easier to connect and collaborate, but there will always be situations where having all participants in the same room just isn’t the most effective way to work. Here are some good ideas for when to use breakout rooms instead:

1. Training Sessions

Breakout rooms let people learn and practice their skills at their own pace in a smaller, more comfortable space—often with direct support from a facilitator. This makes the process more focused, human-centered, and efficient.

Example

A fintech company’s employees practice using new software in breakout rooms with a dedicated presenter. Each room focuses on a specific function.

2. Project Planning & Collaboration

For project managers and team leads, breakout rooms are an invaluable tool for helping people work together. Splitting people into groups can help teams focus on individual tasks and get more work done.

Example

A global software development company splits into breakout rooms during an internal hackathon so developers can work on individual features. The marketing department simultaneously brainstorms ideas for a campaign, while designers work on creatives.

3. Workshops & Brainstorming

Whether you’re running a workshop or hosting a brainstorming session, having too many voices in the same Teams room can quickly become chaotic. Breakout rooms make space for more thoughtful, focused discussions—that’s what drives results.

Example

Professors at a university use breakout rooms to facilitate group learning during live classes. They switch rooms to monitor and assist as needed, but also give students time to come up with solutions on their own.

4. Remote Team Building

Breakout rooms make it easier to build remote teams and keep them in the loop when they can’t be together. This can help people working from great distances feel more connected with their peers.

Example

Flight attendants at a global airline team up to play trivia games about international destinations. This allows each person to get to know the people they work with on the air while also learning about the routes they service.

5. Classroom or Educational Settings

Educators can use breakout rooms to make virtual spaces for students to work at their own pace or study specific subjects. Virtual calls with features like breakout rooms support better hybrid experiences for students who can’t attend in person or study from home.

Example

A college biology professor moves students into breakout rooms to examine individual case studies on salmon die-offs in the Pacific Northwest. Each group theorizes a different solution across multiple sessions. After the final debriefing, they put their ideas into a document and send it off to a non-profit studying the issue.

For organizers, the breakout room experience is all about making meeting groups smaller and more manageable. They’re also a useful way to segment participants by seniority, experience, or skillset—so each group can have more focused and productive discussions.

Related: See ET Group’s Latest Case Studies On Workplace Technology

A young woman looks on at a video conferencing screen in frustration after a call drops.

Troubleshooting Breakout Room Issues in Microsoft Teams

Microsoft Teams is designed to be user-friendly and reliable, so any problems are typically rare and easy to fix. If you run into one of the common problems listed below anyway, our practical solutions might help you resolve it.

Why Can’t I Use Breakout Rooms?

Technical issues or problems with permissions can prevent you from being able to see or access the breakout room feature.

Common causes:

  1. You aren’t the meeting organizer or a breakout room manager. 
  2. The meeting took place in a private or shared channel.
  3. You joined using an unsupported device or client.
  4. You’re from a different organization than the meeting organizer.
  5. Breakout rooms are disabled by your administrator’s policy.

Potential Solutions:

  1. Start the meeting as an organizer. Or, ask the organizer to try appointing you as a breakout room manager again.
  2. You can only access breakout rooms from outside of a private or shared channel. Reschedule the meeting in an appropriate channel.
  3. Make sure you’re using the latest version of Teams. Then, join the meeting from a supported device.
  4. Ask the organizer to review guest access settings—they may be able to give you the ability to see and manage breakout rooms.
  5. Contact your IT provider or system admin to confirm your permissions are correct. 

Why Are Participants Missing from Breakout Rooms?

Issues with missing participants usually stem from problems on an individual user’s side—you’ll need to work with them directly to diagnose it and find a fix.

Common Causes: 

  1. The participant joined the session late or hasn’t yet joined.
  2. The participant is using an unsupported Cloud Video Interop (CVI) system.
  3. The participant is using an outdated version of Teams.

Potential Solutions:

  1. Remind anyone missing to join the meeting. Check attendance and make sure people aren’t sitting in the main room unassigned.
  2. Ask people to join from a fully supported device, like a laptop, desktop, or mobile smartphone.
  3. Ask people to update Teams, restart their devices, and re-join.

Why Can’t Some Participants Join Breakout Rooms?

If breakout rooms aren’t working for specific participants, the issue might be that they’re joining from legacy or non-native systems.

Common Causes:

  1. Older CVI systems from Cisco or Poly make accessing Teams possible, but they offer limited support for features. Users may be unable to see or access breakout rooms.
  2. Legacy systems and equipment—including older smartphones, AV systems, and home office computers—have similar limitations.

Potential Solutions:

  1. Tell the user to try joining from a different device. If participants need regular access to breakout rooms, upgrading to Microsoft Teams Rooms (MTRs) and other interoperability solutions—including SIP to web from ET Group—can bridge the gap.  
  2. Encourage participants to join the meeting from a known supported device, like a laptop or smartphone.

ET Group also provides remote monitoring and IT support services for businesses that don’t have a dedicated team on staff. If you’re having trouble with MS Teams or any other video conferencing equipment, let us know—we may be able to help.

Best Practices for Avoiding Technical Glitches

Technical glitches can derail even the best-planned meetings. These best practices can help you avoid problems like these and make them a thing of the past.

Lastly, it’s worth remembering tech support’s most timeless advice: if all else fails, try restarting the device or system. This may resolve minor intermittent issues like connection drops, poor-quality audio, or glitchy feeds.

Related: 5 Common Problems Solved by Using the Right Hybrid Meeting Equipment

ET Group's New Brunswick team works with staff on a breakout room during a Microsoft Teams call.

ET Group Can Help You Make the Most of Virtual Meetings

At ET Group, we believe that the changing world of work has many challenges, but the way we connect with each other shouldn’t be one of them. Integrating technology in ways that seamlessly weave together people, spaces, technology, work styles is the core of our business—and it’s also why we believe going hybrid is the future.

Don’t let outdated tech or problems with Teams hold your people back. Book a discovery call today to see how ET Group can help you create seamless, human-centric meetings.

Frequently Asked Questions About Breakout Rooms

Does ET Group support organizations in my industry?

ET Group helps organizations across a wide range of industries design, implement, and support interoperability solutions. Well-designed meeting systems can help people in government offices, schools, universities, hospitals, medical clinics, and tech companies work and collaborate more effectively.

Technology integration is at the core of what we do, but we also have plenty of experience working with highly specific needs. See our justice solutions or check out our work in other sectors.

Can ET Group train our employees to use meeting tech?

ET Group does offer workshops aimed at specific people or audiences, including teams. These sessions are normally focused on helping people relate technology to their role and find new ways to integrate it with existing workflows.

If you need help with a different type of training, book a discovery call with one of our workplace technology specialists. We’ll do our best to explore your needs and find a solution—or at least recommend where you might find one.

What does ET Group recommend for organizations using legacy CVIs?

ET Group strongly recommends evaluating your current system to determine its limitations. Legacy CVIs and older AV equipment will struggle to support new features, like breakout rooms in Microsoft Teams or hybrid meetings, and aren’t future-proof.

Early intervention and regular upgrades are a must in today’s rapidly-evolving work environments. Businesses that put off making changes will lag behind, forcing people to find messy or insecure workarounds that don’t meet their needs.

If you’re ready to step into the future, let’s talk about our Unified Communications and Collaboration (UCC) services.

Book a discovery call with our team today and find out how we can help make hybrid work for you.

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