Is It Time for SMBs To Upgrade Videoconferencing Hardware?

Embrace AI-Powered Plug-and-Play Video Devices

According to Roopam Jain, vice president of research, information and communication technologies at Frost & Sullivan, SMBs can equip a meeting room for video with advanced AI-powered devices for under $2,000.

“These devices offer many advanced features, such as smart framing, speaker tracking and noise cancellation,” Jain says.

All-in-one collaboration bars natively integrate with cloud meeting platforms such as Microsoft Teams and Zoom for easy plug-and-play deployment. The demand for leading collaboration platforms has made bring-your-own-device meetings more feature-rich, consistent, user-friendly and manageable.

“Many SMBs prefer BYOD solutions because they are a more cost-effective option for video-enabling small and huddle spaces,” Jain says.

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Consider Videoconferencing Options That Work Across Platforms

Jitesh Gera, research manager for unified communications and collaboration at IDC, says the buyer can decide what their meeting experiences will look like today.

They can use a single device that offers pretty good meeting equity, use AI to split up video feeds and provide each participant an equal share of the screen; or, they can deploy multiple camera systems for speaker tracking and use of digital or physical whiteboards.

“The options are pretty broad-based, and this offers SMBs the flexibility to choose what works for them in the trade-off between meeting experience and cost,” Gera explains.

A system’s longevity depends primarily on two factors, he says. The first is the hardware itself, which includes the processor, audio and video quality, and noise cancellation features. The second is the platform’s flexibility and its operating system compatibility.

“The more the flexibility provided by the devices, the easier it is for an SMB to pick and choose the best meeting platform for their users,” Gera says.

Jain says SMBs should choose devices that are certified by major platforms such as Microsoft Teams or Zoom.

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“These certifications ensure that the devices meet the standards for audio and video quality, security and compatibility, and that they work with current feature sets but are equipped to handle future cloud updates and features,” she explains.

Gera also advises SMBs to consider the current and future potential of the vendor: “Does it showcase fast innovation cycles to roll out features as a leader or even as a quick follower in the market, or does it lag behind and is unclear on its AI vision for meeting experiences?”

Outdated Hardware Poses Long-Term Security Threats

Businesses relying on videoconferencing hardware running Android 12 may be exposing themselves to long-term vulnerabilities, says Forrester Senior Analyst Will McKeon-White.

Many of these devices, often powered by Qualcomm chips, are locked into Android 12 and can’t be upgraded to newer versions of the OS, raising concerns about future security and compliance.

While McKeon-White notes that some vendors, such as Microsoft, are maintaining support for Android 12 devices through 2027 (certification ends in August of that year, with extended support until 2029), he says businesses shouldn’t get complacent.

“These devices aren’t going to become obsolete overnight,” he says. “However, if they can’t be upgraded to newer operating systems, that’s a definite vulnerability.”

“Most organizations have a kind of stack rank — a prioritized list of assets to eventually replace,” he says. “I’d recommend putting these Android 12 devices toward the top of that list.”

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Balancing AI Benefits Against Costs

When it comes to weighing cost against AI benefits, consider the use cases and setting.

“To get the best bang for buck, a company might benefit from deciding which rooms require what kind of capabilities,” McKeon-White says.

If having one boardroom or large meeting room with multiple cameras and AI capabilities is enough for important meetings, where executives must impress investors and save time in notetaking and summarizing discussions, then not all meeting spaces must be equipped with the most advanced tech.

“Essentially, each meeting space in the office must be evaluated independently for the kind of equipment it needs,” Gera says.

AI is making video meetings more automated and efficient, Jain says, with features such as meeting transcription, translation, summarization and post-call insights.

“These AI features improve the meeting experience and lead to more productive and engaging meetings, saving time and costs,” she says.

It also fosters a positive team collaboration culture and supports hybrid meetings, where remote and in-room participants are at parity.

Investing in modern AI-driven solutions helps businesses keep pace with changing employee expectations around hybrid work or return-to-office initiatives.

“The real game changers in AI adoption will be several critical factors: ensuring users are trained to use the latest AI features, understanding context-specific use cases that deliver quantifiable results, and orchestrating change management across the company,” Jain says.

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