How to secure workplace technology in modern offices

The convergence of AV and IT

Modern office buildings rely on interconnected workplace technology to enable communication, collaboration and business operations.

Meeting rooms, boardrooms, town hall spaces, training suites, digital signage networks, visitor management systems and smart building technologies all depend on a secure IT infrastructure.

Modern meeting room - "How to secure workplace technology"

Today's workplace technology extends far beyond standalone displays and projectors. Audio visual (AV) systems, meeting room technology, digital signage, collaboration platforms and smart building systems all operate as intelligent, network-connected endpoints.

This convergence of AV and IT creates smarter, more productive workplaces, but it also introduces new security responsibilities. Every connected device has the potential to become a point of vulnerability if it is not properly secured, monitored and maintained.

Rather than operating as isolated devices, workplace technology should be deployed on a robust IT framework with appropriate network segmentation using VLANs, firewalls, access controls and security policies. This protects both the corporate network and the workplace technology itself while ensuring optimum performance and resilience.

The good news is that securing modern workplace technology doesn't require manually managing hundreds or even thousands of devices. With a proactive monitoring and maintenance platform such as Display Manager’s AV Intellicore, organisations can continuously monitor, secure and maintain every connected endpoint from a single dashboard.

Why workplace technology secure is matters so much

Security is not a one-time project. As new vulnerabilities emerge and technology evolves, organisations should continually review device health, software versions, firmware compliance, operating systems, network security, warranty status, end-of-life equipment and performance trends.

Most businesses invest heavily in securing laptops, servers and networking infrastructure, but workplace technology is often overlooked.

In modern office environments, workplace technology has become an extension of corporate IT. Every meeting room display, Microsoft Teams Room, wireless presentation system, room booking panel, digital signage player, intelligent camera and smart building controller is another managed endpoint connected to your corporate network.

As businesses embrace hybrid working, these technologies have become business critical. Employees rely on them every day for collaboration, executive communications, customer presentations, training sessions, town hall meetings and company-wide events. When they fail, productivity suffers. When they are compromised, they can expose the wider corporate network to unnecessary cyber risk.

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Modern workplace technology includes:

Microsoft Teams Rooms
Video Conferencing
Zoom Rooms
Google Meet Rooms
Executive boardrooms
Huddle spaces and collaboration hubs
Training rooms
Event and presentation spaces
Digital signage networks
LED video walls and interactive displays
Wireless presentation systems
Cameras and intelligent microphones
Audio DSPs
Network switches
Control processors
Room booking systems
Visitor management systems
Access control systems
CCTV
HVAC and environmental controls
Occupancy and sensor technologies

Like any other IT endpoint, these systems require ongoing security, monitoring and lifecycle management.

Build workplace technology on a secure IT foundation

The most successful workplace technology deployments begin with good IT architecture. Collaboration technology should never be viewed as separate from the wider IT estate. Instead, AV should be deployed on a secure, resilient IT framework that supports scalability, performance and cybersecurity. Best practice includes:

VLAN segmentation
Secure network authentication
Firewall policies
Role-based permissions
Network access controls
Secure remote management
Zero Trust principles where appropriate
Regular vulnerability assessments

A secure IT foundation makes workplace technology easier to manage, monitor and support throughout its entire lifecycle.

Seven best practices for securing workplace technology

1. Continuous remote monitoring of your workplace technology

Whether supporting a single headquarters or multiple office buildings across the UK and internationally, organisations need complete visibility of every connected workplace device.
The most effective way to protect workplace technology is through continuous remote monitoring. Rather than waiting until equipment fails, proactive monitoring continuously checks device health, performance, connectivity and security.
Display Manager's AV Intellicore proactively monitors your entire workplace technology estate, identifying offline devices, hardware faults, network issues, performance degradation, failed updates and potential security events before users experience disruption.
Many issues can be detected and resolved remotely, significantly reducing downtime. AV Intellicore provides centralised monitoring, secure remote access, automated maintenance, ticketing, reporting and asset management from a single dashboard.

2. Keep firmware, operating systems and software updated

Modern workplace technology frequently runs Windows, Android or Linux operating systems alongside specialist collaboration software.
Manufacturers continually release updates to improve stability, introduce new functionality and close known security vulnerabilities. Delaying updates leaves devices exposed to cyber threats and compatibility issues.
A robust maintenance strategy should include:

Firmware updates
Operating system patching
Driver updates
Third-party software updates
Microsoft Teams Rooms updates
Zoom Rooms updates
Browser updates
Vendor compatibility testing
Rollback procedures where required

Automated patch management helps ensure every supported device receives updates quickly while reducing manual administration.

3. Enable Multi-Factor Authentication (MFA)

Administrator accounts often provide access to remote support platforms, cloud management portals, asset databases and password vaults. Passwords alone are no longer sufficient.
Multi-Factor Authentication (MFA) significantly reduces the risk of unauthorised access by requiring an additional verification step before privileged systems can be accessed.

4. Maintain a complete asset inventory

You cannot secure devices you cannot see. Today's organisations often manage hundreds or even thousands of connected workplace technology devices across multiple offices, campuses and international locations.
A centralised asset management platform provides complete visibility of every connected device, including:

Meeting room technology
Collaboration displays
Digital signage
LED video walls
Building management systems
Network infrastructure
Security systems

AV Intellicore automatically discovers connected devices, records firmware versions, warranty information, software inventories, IP addresses and activity logs, helping organisations manage the entire technology estate from one platform.

5. Automate routine maintenance

As organisations expand, manual maintenance becomes increasingly difficult.
Automation enables IT and facilities teams to manage workplace technology consistently while reducing administration and improving reliability. Routine automated tasks include:

Device health checks
Automated patch deployment
Firmware updates
Device restarts
Storage monitoring
Backup verification
Security scans
Alert notifications

Automation can also support self-healing processes that resolve common issues before users are affected.

6. Continuously monitor security events

Because workplace technology is interconnected with corporate IT systems, every connected device should be monitored with the same level of attention as laptops, servers and networking infrastructure. Continuous monitoring helps identify threats before they impact the wider business. Typical security events include:

Failed login attempts
Malware detection
Antivirus alerts
Firewall events
Network anomalies
Unauthorised configuration changes
Unexpected software installations
Disabled security services
Devices unexpectedly going offline

Early detection is one of the most effective ways to reduce cyber risk.

7. Adopt a managed workplace technology service

Managing a large estate of connected workplace technology requires specialist expertise and continuous attention. A managed workplace technology service combines enterprise-grade IT monitoring with specialist audio visual knowledge, helping organisations improve uptime while reducing operational overheads. Display Manager's AV Intellicore workplace technology management platform delivers:

24/7 monitoring
Remote issue resolution
Automated health checks
Patch management
Firmware management
Security monitoring
Asset reporting
Secure remote access
Faster support response
Reduced downtime
Extended equipment lifespan

Modern office buildings depend on secure, reliable workplace technology to support collaboration, communication and business operations. From meeting rooms and executive boardrooms to town hall spaces, event venues, digital signage and smart building systems, every connected device forms part of your wider IT infrastructure.
Protecting these assets requires more than reactive support. Continuous monitoring, proactive maintenance, automated patching, firmware management, secure remote access and comprehensive asset management are now essential components of a resilient workplace technology strategy.

AV Intellicore brings enterprise-grade monitoring, security and lifecycle management together in a single platform, providing complete visibility across your connected workplace technology estate. Display Manager monitors, manages and supports workplace technology in offices across the globe, helping organisations maintain secure, reliable and high-performing environments regardless of location. Whether managing a single office or a global portfolio of offices, AV Intellicore helps keep every connected device secure, compliant and performing at its best, allowing your people to collaborate with confidence while reducing risk, extending technology lifecycles and simplifying ongoing management.

How to secure workplace technology in modern office buildings