Whether you’re running hybrid meetings, events or digital signage, audiovisual issues are the fastest way to kill momentum or lose your audience. Here are the most common AV mistakes, and how to fix them quickly:
1. Bad audio quality
Why it happens:
- You are trying to use built-in laptop mics
- The mics in your conference room AV system are too far from your speakers
- You have an echo from hard surfaces or bad mic placement
How to fix it:
- Use high quality ceiling or tabletop mics if the furniture is stationary
- Add acoustic treatments such as panels or curtains
- High Quality ceiling or table top microphones
- Acoustic treatments such as ceiling tiles, wall panels, and curtains.
- Shorten the distance between the participants and the microphones
If you have to choose between better camera or better mic, prioritize the microphones. People can tolerate bad video–not bad sound.
2. Poor camera angles or lighting
Why it happens:
- The camera is placed too low, too high or is backlit
- The space has odd lighting (fluorescent flicker, uneven tones)
How to fix it:
- Mount the camera at eye level, aligned with faces
- Use soft, front-facing lighting
- Avoid having speakers stand in front of windows
3. Wrong or loose cables
Why it happens:
- HDMI vs DisplayPort vs USB-C confusion
- Poor labeling or a messy setup
- Loose connections are causing flickers or no signal
How to fix it:
- Label everything at both ends and color-code if possible
- Use cable management kits to reduce clutter
- Stick to high-quality cables
- Test before every meeting or event
4. Mismatched resolutions or aspect ratios
Why it happens:
- The display resolution doesn’t match the output resolution
- You have stretched or cropped content on the screens
How to fix it:
- Standardize your displays
- Use presentation software or signage tools that auto-scale correctly
- Set output resolution manually if needed
Always keep a “known good” laptop and display profile as a test setup.
5. Live participants can’t hear or see remote participants
Why it happens:
- There is no audio feed for remote guests
- There is no video feed for remote guests
- Your conference room technology is not properly bridged
How to fix it:
- Use room AV systems that integrate with Zoom/Teams/Meet
- Use multiple PTZ or cameras for wide coverage
- Assign someone to monitor remote audio/video live during meetings
Always do a “remote guest test” before the real meeting starts to prevent any audio or video problems.
6. Outdated or clunky AV software
Why it happens:
- Your platforms have not been updated
- There are compatibility issues with new devices or operating systems
How to fix it:
- Regularly update your firmware AND software
- Use AV tools that auto-update and are cloud-managed
- Audit your gear every 6-12 months
Avoid mixing too many AV platforms — keep it clean and standardized.
7. The system is too complex to use
Why it happens:
- Poorly designed control panel
- Users did not receive any training
How to fix it:
- Simplify your interfaces (touchscreen presets, one-button start)
- Create cheat sheets or “how-to” guides to be kept at the equipment
- Train team members–not just IT–to troubleshoot basics
If it takes more than 30 seconds to start your AV system, people won’t use it.
When your troubleshooting doesn’t fix the problem
It is a good best practice to set up a maintenance contract with your AV provider that includes emergency assistance. That way, you can get a professional on the phone to quickly address the problem.
Maintenance contracts are available with all the conference room audio video solutions provided by Midwest Audio Visual. If your meeting is happening during regular business hours, chances are we can get you back in business quickly when you call “help!”