This guide explores the evolution of the workplace, the pros and cons of each solution, and how to determine the best fit for your organization.
Before 2020, most organizations operated within traditional in-office environments. Conference rooms were standardized, with installed hardware designed to support scheduled, in-person meetings or presentations. Native systems running on an in-room PC or dedicated conferencing device—like Microsoft Teams Rooms or Zoom Rooms—dominated the landscape with structured, pre-configured solutions.
However, the COVID-19 pandemic accelerated a massive shift. Remote work became the default, and companies scrambled to adopt flexible digital tools. Meetings moved to the cloud, and personal devices became the backbone of communication. Webcam use, screen sharing, cloud-based file access, and meeting platforms like Zoom and Microsoft Teams became staples of the digital workplace.
Now in 2025, hybrid work has settled as the norm. Employees might be in the office some days, working from home others, and constantly on the move. This lifestyle demands a new level of adaptability from meeting spaces, especially as businesses resume in-person collaboration with an expectation of seamless virtual access.
Employees today expect video-enabled spaces, on-demand conferencing, and intuitive interfaces. Meeting equity—ensuring that remote participants can see, hear, and engage as well as those in the room—is now a baseline requirement. This evolution of expectations shapes how businesses equip their rooms.
A BYOD setup allows users to connect their own laptops or mobile devices to the room’s peripherals (camera, mic, speakers, display) using a single USB, HDMI, or wireless interface. The room provides the hardware (displays, speakerphones, cameras), but the conferencing software—Teams, Zoom, Google Meet—runs from the user’s device.
Advantages:
Flexibility: Users can run any conferencing platform they prefer—ideal for businesses using multiple platforms across teams or departments.
Cost-Effective: Avoids licensing fees associated with native systems and leverages existing user hardware.
Device Familiarity: Employees use their own devices, minimizing the learning curve and setup time.
Quick Deployment: Easier and faster to install compared to full native systems.
Challenges:
Security Risks: Reliance on personal or unmanaged devices may expose network vulnerabilities if security protocols aren’t enforced.
User-Dependent: Meeting quality depends on the employee’s laptop specs, operating system, software updates, and driver compatibility.
Inconsistent User Experience: Different setups across rooms can confuse users and reduce confidence in the system.
Advantages:
Consistent User Experience: Meetings are launched from a room calendar with one touch—no need for personal device setup.
Professional AV Quality: Optimized, integrated audio/video systems reduce background noise and deliver clear video for all participants.
Stronger Security and Manageability: IT departments can centrally manage software updates, monitor device health, and troubleshoot remotely.
Meeting Equity: Camera tracking, beamforming microphones, and speaker framing help remote users feel more engaged.
Challenges:
IT Support Costs: With a dedicated room system, each room is an additional network end point to manage.
User Confusion: Many users are less comfortable with specialized in-room devices than they are with their own laptops. It is not uncommon for IT to get calls just to start a meeting.
Platform Lock-In: Often restricted to a single conferencing platform, limiting flexibility for cross-platform collaboration (try getting a Teams Room to run a Zoom meeting).
Higher Initial Costs: Requires investment in hardware, room licenses, installation, and support contracts.
Less Flexible for Guest Presenters: Visiting staff or vendors may not be able to use their preferred meeting platform.
High Mobility: If your workforce is hybrid, remote-first, or on the go, BYOD may better serve your team.
Consistent In-Office Use: Native systems provide stability, reliability, and a professional experience for structured meeting schedules.
Huddle Rooms & Small Spaces: BYOD setups shine in smaller rooms used for spontaneous collaboration.
Boardrooms & Training Rooms: Native systems offer consistent quality and features for client presentations, town halls, and large group meetings.
Single Platform: Native systems are ideal if your company standardizes on Teams, Zoom, or Meet.
Multi-Platform Use: BYOD or a dual-mode room that supports native and BYOD modes may be better if you collaborate with outside partners, clients, or vendors using different platforms.
Centralized IT Management: Native systems allow for coordinated patch management and system updates like other endpoints, making it easier for IT to centrally manage meeting room infrastructure.
Lean Self-Serve IT Model: For a lean IT team, BYOD can be easier to manage because there are no additional endpoints to manage - it's just user's laptop. End users often require less support for BYOD meetings - they already know how to use their laptops.
Regulated Industries: Native systems can better enforce policies and meet compliance standards for data protection.
General Office Use: BYOD setups are more accessible but require strict BYOD policies and endpoint management.
Low Upfront Costs: BYOD offers lower upfront cost and can leverage existing devices.
Lifespan: Native systems require more investment but typically last many years.
Consistent UX Matters: Native systems reduce confusion and frustration.
Employee Preference: BYOD offers personal comfort, but may fall short in consistency and accessibility for all users.
To get the best of both worlds, businesses are increasingly turning to dual-mode setups—meeting rooms equipped with both native conferencing systems and BYOD capability. This approach offers:
Native functionality for scheduled, formal meetings
BYOD access for ad hoc calls and guest collaboration
Future flexibility to adapt as workflows change
These solutions often involve switching between native mode (touch controller) and BYOD mode (via USB-C or wireless casting). Technology partners like Yealink, Boom Collaboration, and Kandao now offer room kits that enable both modes.
Aztec supports organizations throughout the Northeast Corridor with tailored office technology solutions and hands-on consultation. Our clients include SMBs, enterprises, and public sector organizations seeking dependable, scalable meeting solutions.
Evaluate workspace layouts and existing infrastructure
Choose the best camera, mic, display, and control systems
Deploy integrated solutions (native, BYOD, or dual-mode)
Manage software, licenses, and IT policies for remote administration
Provide onboarding, training, and support services for seamless adoption
Aztec’s deep experience in office environments means we understand the real-world challenges teams face. Whether you’re modernizing one meeting room or a full building of spaces, we ensure that your tech works the way your team does.
We proudly partner with top brands in the industry:
Sharp and NEC for digital displays, touchscreen boards, and digital projectors
Boom Collaboration for high-performance audio and video conference kits
Yealink for native Teams and Zoom-certified room systems
Kandao for intelligent 360-degree cameras and immersive video solutions
Choosing between BYOD and native conferencing depends on:
Your team's daily work patterns
Existing collaboration tools
IT capabilities
Budget considerations
Meeting room usage patterns
A thoughtful approach will help you avoid over-engineering or under-serving your teams.
Let Aztec help you design a modern meeting room that supports the way your teams work—now and into the future.