As organisations continue to adapt to hybrid and flexible working models, the importance of robust, secure, and future-ready audio visual (AV) infrastructure in meeting spaces has never been greater. Beyond enabling seamless communication between colleagues, clients, and partners, AV systems must be resilient to evolving cyber threats and remain relevant in the face of rapid technological change. Making the right investments now can save considerable cost, time, and disruption later.
This article explores the strategies for future-proofing AV investments, focusing on interoperability, long-term value, and security. It also considers the practical implications of the upcoming end of support for Windows 10 and its impact on meeting room technologies.
The Impending End of Windows 10 Support: What It Means for AV
Microsoft has confirmed that support for Windows 10 will officially end on 14 October 2025. After this date, devices running Windows 10 will no longer receive security updates or technical support. Many IT departments are well underway with migrating desktops and laptops to Windows 11, ensuring endpoint security and compliance.
However, AV equipment often falls outside the standard IT refresh cycle and can easily be overlooked. This includes interactive displays, conferencing hubs, and collaboration devices in meeting rooms. As a result, organisations could find themselves with unsupported and potentially vulnerable AV systems just months after their main IT infrastructure has been brought up to date.
Failing to include AV hardware in upgrade plans could expose organisations to both operational risks and security vulnerabilities. Devices running outdated operating systems can become prime targets for malicious actors who exploit unpatched systems as entry points into broader corporate networks.
Why Meeting Room Equipment Must Be Secure
Meeting rooms are no longer isolated environments; they are connected, cloud-based collaboration spaces. As such, they hold and transmit sensitive data through video calls, document sharing, calendar integrations, and in-room recording tools. An outdated device could become a soft target for cybercriminals seeking to infiltrate systems or gather intelligence.
The recent cyberattack on Marks & Spencer in April 2025 provides a stark warning. The attack, reportedly carried out by the hacking group Scattered Spider, compromised sensitive customer data and disrupted internal systems. While the incident primarily targeted core IT infrastructure, it highlighted the interdependence of modern digital systems, including those used in meetings and remote communications.
In response, rival retailer Co-op advised staff to keep cameras switched on during video meetings and to verify every attendee. An internal memo discouraged staff from recording or transcribing meetings, indicating concerns that attackers may have previously infiltrated calls and obtained transcripts. The implications are serious: if threat actors can observe and analyse internal meetings, they may gain insights for advanced social engineering attacks or discover weaknesses in IT systems.
This incident underscores why meeting room security can no longer be treated as an afterthought. AV equipment is as much a part of an organisation’s IT footprint as any server or endpoint.
Interoperability: The Foundation of Long-Term Value
One of the key considerations in future-proofing AV investments is interoperability. In practical terms, this means choosing systems and devices that integrate smoothly with the platforms your organisation uses today—and can support the ones you may use tomorrow.
Investing in interoperable technology reduces the risk of vendor lock-in, protects against platform obsolescence, and provides flexibility to scale or pivot when required.
Moreover, interoperability also simplifies user experience. Uniform interfaces and predictable interactions reduce friction and training needs, empowering staff to focus on communication rather than troubleshooting.
The Importance of Certified Devices
Utilising certified devices ensures not only compatibility with chosen platforms but also guarantees a baseline of quality, performance, and security.
The MAXHUB XBoard for Microsoft Teams Rooms is a prime example. It is the first interactive display device outside Microsoft’s own Surface Hub range to be officially certified for Microsoft Teams that’s built on Windows 11 IoT. It benefits from long-term support, enterprise-grade security, and full integration with the Microsoft 365 ecosystem.
This certification means the device has passed rigorous testing for performance and reliability in Teams Rooms environments. It also supports features like proximity join, dual-screen configurations, and intelligent video, helping organisations deliver an outstanding meeting experience.
Devices like the XBoard allow AV teams and IT departments to align on a unified strategy, combining ease of use with enterprise-grade security, performance, and future readiness.
The Hidden Costs of Ignoring AV Futureproofing
While AV systems might not be refreshed as frequently as laptops or mobile phones, they often have longer life cycles and higher replacement costs. Making poor decisions now can result in significantly greater expenses later, particularly if systems must be ripped and replaced to maintain security compliance or accommodate new collaboration tools.
Neglected AV systems may also frustrate users, reducing adoption and impacting productivity. Poor video or audio quality, slow boot times, or complicated user interfaces cause delays and wasted time. Worse still, they may drive users to rely on insecure workarounds or personal devices, creating shadow IT risks.
Practical Steps for Future-Proofing AV Investments
Organisations seeking to future-proof their meeting room technologies should take a structured, proactive approach:
- Audit All Meeting Room Equipment
Catalogue every AV device, including displays, conferencing systems, control panels, and embedded computers. Note their operating system, firmware version, and compatibility with current collaboration tools. - Prioritise Upgrades for At-Risk Devices
Identify devices running soon-to-be-unsupported operating systems (like Windows 10) or lacking security update support. Create a roadmap for their upgrade or replacement. - Choose Certified, Interoperable Solutions
Invest in platforms that support integration with multiple vendors and software ecosystems. Certified solutions, such as the MAXHUB XBoard for Teams Rooms, provide assurance of performance and ongoing support. - Implement Network Segmentation for AV Systems
Isolate AV devices on dedicated VLANs or subnets. This limits lateral movement by attackers in the event of a breach and simplifies device monitoring. - Keep Software and Firmware Updated
Ensure AV devices are regularly updated with security patches and software improvements. Choose vendors that provide long-term support and remote device management tools. - Train Users and Administrators
Educate employees about safe AV usage. This includes verifying meeting attendees, avoiding risky behaviours (e.g., connecting USB devices to shared screens), and reporting unusual activity. - Evaluate Total Cost of Ownership (TCO)
When comparing AV solutions, factor in long-term support, upgrade paths, and management tools—not just initial cost.
Looking Ahead: Securing the Smart Meeting Room
The workplace of the future will be more connected, collaborative, and data-driven than ever. Meeting rooms are evolving into intelligent spaces that integrate voice, video, sensors, and AI-based features. From smart whiteboarding to real-time transcription and multi-language translation, these capabilities are changing how teams interact.
As these rooms become smarter, so too must our approach to their security and management. Futureproofing means not only preparing for Windows 11 or Teams certification but also laying the groundwork for a decade of innovation.
Choosing hardware and platforms that can evolve with your business—and remain secure while doing so—is no longer optional. It is essential to maintaining operational agility, user trust, and business continuity.
Conclusion
Future-proofing AV investments in the workplace is about more than buying the latest kit. It’s about building an adaptable, secure, and interoperable foundation that supports the evolving needs of hybrid teams. As Windows 10 approaches its end of life, organisations must take a comprehensive view of all connected devices—including those in meeting rooms.
By auditing equipment, prioritising security, choosing certified and interoperable solutions, and planning upgrades in advance, organisations can ensure their AV infrastructure stands the test of time. In doing so, they not only enhance user experience and collaboration but also strengthen their overall cybersecurity posture in an increasingly connected world.
