Switching AV Support Providers Without Disrupting Business

Switching AV support providers doesn’t have to mean disruption or downtime. Sometimes it’s necessary because a provider has gone under, response times have slowed, or systems no longer keep pace with hybrid working. Meeting rooms, video conferencing tools, and digital signage are too important to risk. With a clear plan and the right partner, you can move to a new provider without missing a meeting.

Signs It’s Time to Move On

The need to change providers usually shows up in everyday frustrations. Common red flags include:

Slow fixes that leave meeting rooms unusable for days.
Poor communication or a support desk that’s hard to reach.
No proactive monitoring or updates, so issues only get spotted when it’s too late.
Limited hybrid expertise, leaving remote staff with a poor experience.
Failure to meet compliance standards, such as Microsoft Teams Room certification.

What to Look for in a New AV Provider

The partner you choose is as important as the technology itself. When evaluating AV support providers, look for:

Responsiveness and availability – guaranteed SLAs and rapid response times.
Experience and scale – proven delivery for organisations of your size and sector.
Technical expertise – certifications for Microsoft Teams Rooms, Zoom, or other platforms you rely on.
Proactive approach – monitoring, regular health checks and preventative maintenance.
Flexibility – support that adapts to your mix of meeting rooms, Town Halls and hybrid spaces.

The right provider should act as an extension of your IT and facilities team, not just a helpdesk you call when things go wrong.

Talk to us about your support requirements

How to Switch Without Disruption

A structured handover makes the transition smooth. Key steps include:

Audit your current setup

Map every room, system and integration. Identify recurring issues and document existing warranties, licences and certifications.

Plan the handover

Work with the new provider to create a step-by-step plan. This should include access details, configuration settings, and scheduling the switchover outside of critical business times.

Test before going live

Run full system tests, including hybrid meetings and recording functions, before the provider takes over day-to-day support.

Staff training and guidance

Make sure your team knows who to contact and how support will now work. A quick orientation session reduces confusion and builds confidence.

Ongoing optimisation

Good providers don’t stop at fixing problems. They monitor performance, recommend upgrades and help you get the most out of your investment.

Proof in Practice

One client approached us after their previous supplier ceased trading, leaving multiple av systems and meeting rooms without support. Within days we had audited every system, resolved outstanding faults, and put proactive monitoring in place. Their leadership team continued to run Town Hall meetings and client calls without interruption and with greater reliability than before.

Going Beyond a Quick Fix

Switching AV providers isn’t just about continuity. It’s about making sure meeting rooms, hybrid setups and digital signage are reliable, easy to use and ready for the future. The right partner helps you avoid disruption while building a stronger foundation for company-wide communication.

We support organisations across finance, legal, manufacturing and professional services. Every system is managed to the highest level, so you can trust your AV to work when it matters.

Clear onboarding, full testing, training for your team and ongoing monitoring make the transition simple, giving you confidence that your AV is in safe hands.

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Time for a Change?

We’re already working with businesses that have been impacted by provider changes, helping them make the switch with minimal disruption. Whether you’ve been left without support or simply want a partner who’s proactive and responsive, let’s talk.

Ready to switch without the stress? Explore our AV Support Services and see how we can keep your tech running smoothly.

"As the Head of IT at Uncommon, I can confidently say that switching our AV support to AuDeo was one of the best decisions we've made. Their expertise and dedication ensured a seamless transition, and their ongoing support has been exceptional. We now have a reliable and efficient AV system that meets all our needs. I highly recommend AuDeo for their professionalism and outstanding service."

Adam, Uncommon

FAQs

What if I'm mid-contract with my current AV provider?

A good AV partner can guide you through reviewing existing contracts and finding the best time and method to transition with minimal cost or service disruption.

How quickly can a new provider take over?

With the right documentation and a clear handover plan, AuDeo can begin offering support almost immediately, often with little to no downtime.

Can we retain our existing AV equipment with a new provider?

Yes. In most cases, a new provider can work with your existing setup and advise on any necessary upgrades or compatibility checks to ensure smooth performance.