AV Integration & Collaborative Workspaces: Hybrid Collaboration & Modern Workspaces

Zoom Rooms and room systems are shifting from manually configured spaces to centrally managed, metrics-driven assets. IT and workplace teams are expected to automate room readiness checks, usage tracking and incident routing instead of relying on local staff or ad hoc troubleshooting. This moves conference rooms closer to standard IT infrastructure, with clear ownership, monitoring and change control. Meeting systems now need the same level of observability and repeatability as networks, and endpoints.

• Room issues are detected and resolved before executives walk into the meeting.
• Capacity and usage data inform which rooms to upgrade, retire or repurpose.
• Support teams spend less time on one-off remote control sessions and more on repeatable fixes.
• Vendors can be held to clear performance standards based on real room performance data.

Instead of local admins checking rooms the morning of a board meeting, an automated room health dashboard runs scheduled checks on cameras, mics, controllers and Zoom Room licenses. Alerts route to the right queue when a device goes offline or a firmware version drifts from the standard. Workplace and IT pull monthly reports on no-show meetings, actual occupancy and recurring failure points to adjust room types, and hardware standards. Runbooks define how to handle top incident types so on-call staff can resolve most issues without escalation. Over time, only documented, supportable configurations are allowed into the production room inventory.

This week, designate a single owner for Zoom Room health monitoring and have them set up a basic daily room status report for your top executive-critical rooms.

• Inventory all Zoom Rooms and categorize them by business criticality.
• Define a supported hardware and configuration baseline for each room type.
• Configure automated health checks and alerts for your highest-priority rooms.
• Document a simple incident runbook for the three most common room failures.