The pandemic drove a host of changes in the adoption of AV and IT solutions. Solutions such as: access control; the management of occupants and facilities; management of IoT functions such as security; HVAC; wayfinding; allocation of facilities and spaces; alarms and signage organisation of collaborative workspaces for both onsite and remote workers quickly escalated from desirable to essential. While issues surrounding the pandemic are no longer paramount, the case in favour of smart buildings has moved on to cost-effectiveness and soft benefits including enhanced innovation, inclusivity and improved work-life balance.
The smart building concept that emerged both prior to, then kick-started by the pandemic found a home within the custom install fraternity as much by default as anything else. The technologies associated with smart buildings are equally at home with building management specialist, HVAC and environmental suppliers and even security and access control integrators and many others. The question is (or at least was): “How much of the necessary integration skill set falls within the orbit of an AV integrator”?
What is clear, is that AV technologies play an integral part in smart building implementations. Allocation of these technological resources in smart buildings involves the intelligent management and distribution of AV equipment and systems, ensuring that all spaces within the building are appropriately equipped for their specific purposes. This can include everything from conference rooms to communal areas, classrooms, and other collaborative spaces. In the context of smart buildings, AV resource allocation typically relies on integrating AV equipment with building management systems (BMS) or smart building platforms. These systems utilise sensors, automated controls and data analytics to optimise the use of resources, improve user experience and enhance operational efficiency.
Examples clearly within the AV integrator’s remit include dynamic scheduling and room allocation. Automated room and facility booking systems can integrate AV systems with room scheduling software. Users can reserve meeting spaces that are equipped with the necessary AV resources (projectors, microphones, video conferencing tools, etc.), and the system will ensure these resources are set up and ready at the reserved time. Smart building systems can display real-time availability and resources of each room, allowing users to select rooms based on their AV needs.
So how much can an AV integrator contribute to the success of a smart building implementation? Jim Sebring, CTO of the Utelogy Corporation believes that: “In smart buildings, integration is most valuable when it streamlines operations, enhances the user experience, and centralizes control Functions such as access control, environmental sensing (HVAC, lighting, air quality), room scheduling, occupancy monitoring, and digital signage benefit significantly from data sharing and cross-functional automations. When these systems share data and respond dynamically, the building becomes more intelligent, efficient, and user centric.”
Increasing sophistication
Smart building tools are becoming increasingly sophisticated. For example, dynamic scheduling solutions utilise AI to predict and schedule AV resources based on historical usage patterns. If a particular meeting room is frequently used for video conferences, the system may prioritise video equipment allocation and ensure that the necessary tools (like cameras and microphones) are always available. Depending on the anticipated use of a space, it can be configured automatically. Once a space is reserved, the AV system can automatically adjust settings for lighting, temperature, and equipment (such as appropriate screen displays and audio systems) to optimise the environment for the intended activity.
It is a truism to say that almost every system shines brighter when it shares data: Take the role of AV in building security, using entry/exit data alongside conference room usage can identify under- or over-utilised spaces, or feed security alerts to digital signage or mobile apps for real-time occupant guidance. For access control and space utilisation, data generated can be used to create live occupancy heat maps, or to inform smarter floor plan designs, or dynamically reassign rooms when cancellations occur, automatically guiding attendees to their new locations.
By weaving systems together, organisations gain richer insights, accelerate system responsiveness, and get more out of every square foot of physical space. Integration turns a ragbag of technologies into a cohesive, proactive environment—one that is better equipped to adapt to changing needs in real time. For example, integrating AV with HVAC can reduce energy consumption by dimming lights or adjusting temperature in unoccupied rooms. Spaces can be pre-conditioned before meetings begin for optimal comfort. Last-minute room changes can be pushed directly to hallway displays or users’ mobile devices and use digital kiosks for interactive wayfinding.
From a resource management perspective, data fed back from smart building sub systems, can better inform management with space utilisation analytics. For example, sensors within rooms can track usage patterns and determine when AV equipment is actually being used. This helps prevent over-allocation of resources and enables better planning of future AV needs. Building managers can also use data from AV systems to analyse which rooms are frequently under or overused, optimising equipment placement or resource allocation accordingly. An increasingly important consideration today is energy efficiency and cost control.
Cost savings
Power management can be optimised with AV equipment (like displays and projectors) programmed to turn off or go into low-power mode when rooms are unoccupied or when specific sessions end. In larger buildings, multiple spaces can be designed to share AV resources. For instance, a central control system could allow a projector or display unit to be shared across multiple rooms based on scheduling, reducing the need for redundant equipment. These efficiencies can be extended way beyond AV solutions installed in specific spaces. AV solutions can be integrated with HVAC (heating, ventilation, and air conditioning) to adjust room conditions for comfort while conserving energy. Much the same can be said for lighting and temperature control. For example, in a meeting room, the lighting can adjust based on the AV content being presented, such as dimming when a presentation is underway.
Perhaps less understood is the positive impact of smart building technologies on the user experience of building occupants and visitors. Users can personalize their AV settings (e.g., microphone sensitivity, camera angles, screen configurations) through smart interfaces before entering the room. Touch panels, voice assistants or mobile apps can be used to control AV systems and request resource adjustments in real-time.
An important consideration arising out of the pandemic was ‘user adoption’ in the context of AV and UC solutions. AV systems in smart buildings often support seamless integration with remote communication platforms like Zoom, Microsoft Teams, or Google Meet, allowing employees or participants from various locations to join meetings effortlessly. Smart building systems can adjust audio and visual quality based on the number of participants in a room, or the current lighting and environmental conditions, to ensure the best possible meeting experience.
During the pandemic, issues associated with using unfamiliar technology for sometimes mission-critical tasks brought training and solution reliability to the fore. The problem of ensuring that AV equipment from various manufacturers works seamlessly together within the smart building ecosystem adds a whole new level of problems to the issue. However, by integrating AV systems with IoT (Internet of Things) sensors, building managers can monitor the health of AV equipment and solutions. Predictive maintenance algorithms can alert building managers when a device is likely to fail, enabling proactive repairs before a system breakdown occurs and users experience frustration. Likewise, user training and education enjoyed something of a revival during the pandemic and beyond.
Privacy and security concerns have continued to multiply way beyond the pandemic, and smart building technologies have a role to play in keeping building occupants safe, and their work secure. AV systems are integrated with building security, ensuring that only authorized users can access certain resources or sensitive AV equipment. Smart buildings can ensure that AV systems (like video cameras and microphones) respect privacy laws by dictating when and where they can be used, potentially with GDPR or other data-protection rules in mind.
In worse case scenarios, building users can be alerted to major security problems. AV resource allocation can include managing public address systems throughout the building. These systems may be used for announcements, emergency communication, or even personalised messaging within different areas of the building. In emergency situations, AV resources such as speakers, screens and emergency lights can be automatically activated or configured to broadcast emergency notifications.
The role of the AV integrator
Each smart building system—whether it’s AV, HVAC, security, or access control—remains grounded in its own discipline. HVAC specialists understand airflow and zoning intricacies, security vendors handle compliance and threat mitigation, and so on. If anything, AV is best positioned to integrate smart buildings because their devices are already (or should be!) on the network with monitoring platforms, such as Utelogy, to automate and monitor the connected devices. Systems like HVAC and security are typically less open to broader connectivity and often do need extra integrations to bridge this connectivity gap in a secure manner.
As demand grows in the smart building market, the most successful professionals will be those who either upskill into IoT and smart tech or form strategic alliances with experts in adjacent fields to deliver complete, secure, and interoperable solutions.
Measures of success
Many of the technologies combined in smart buildings have former lives in other applications, many of which have obvious and direct measures of success – the benefits of digital signage in retail, for example, can be measured in terms of impact on sales. Whatever the additional ‘soft benefits’ of a smart building implementation might be, Jim Sebring is convinced that: “Tangible ROI is a critical baseline for any smart building initiative. Energy savings from optimized HVAC and lighting schedules, reduced downtime through proactive maintenance, and leaner staffing needs for system support are all clear and measurable indicators of financial return.” But Sebring is equally convinced that the value of ‘soft benefits’ should not be ignored: “The true value of a smart building extends well beyond dollars saved. Human-centric benefits—such as improved air quality, better space utilization, and enhanced user comfort—are just as impactful. These can be measured through sensor data, utilisation analytics, and periodic occupant surveys that capture sentiment around convenience, safety, and satisfaction.”
Examples of softer success metrics include personalized wayfinding, dynamic room configurations and environments that adapt in real time to user needs. Inclusivity may take shape through multi-language signage, accessible room layouts, guided navigation for individuals with disabilities, or equitable hybrid meeting experiences for remote participants. Cross-functional collaboration can be a success in itself, where shared data between AV, IT, security and facilities teams drives cost-sharing and smarter planning.
Ultimately, the smartest buildings are those that create not just operational efficiency, but emotional resonance—delivering environments where people feel supported, empowered, and inspired. Mixing sensor-driven metrics with periodic surveys captures both hard dollar savings and the human-experience uplift that truly defines a ‘smart’ building. In many ways, demand post-pandemic has only intensified. The pandemic acted as a catalyst, accelerating interest in safety, flexibility and automation. What began as an urgent response to health concerns such as touchless access, real-time occupancy monitoring, improved air quality, has now evolved into a new standard. Today, these features aren’t seen as futuristic perks; they’re foundational expectations.
The global pause forced building owners and designers to reconsider how physical spaces could and should adapt. Elements like UV sanitation triggered by occupancy sensors, dynamic HVAC responses to room usage, and hybrid-ready collaboration spaces are now part of standard design conversations, where previously they were just considerations. “That said, the shift hasn’t been without its challenges. Upfront costs, fragmented systems, and the need for multidisciplinary expertise can make adoption complex. But the long-term benefits such as operational efficiency, tenant retention, user well-being, and agility in adapting to hybrid or evolving workforces consistently outweigh the challenges.”
Conclusion
Smart building implementations leverage a range of advanced technologies, including automation, AI, sensors and integration with other building systems and AV solutions. This creates a more efficient, user-friendly, and sustainable environment while ensuring that resources are available when and where they are needed. As buildings become smarter, AV systems play an essential role in facilitating collaboration, enhancing productivity, and improving occupant experience.
So, will the smart building concept be amenable to your clients, now that the imperative imposed by the pandemic is passed? Sebring believes that the benefits of the philosophy and the associated technologies can be just as significant: “As implementation costs become more approachable and technology becomes more plug-and-play, smart buildings are no longer just a trend, they’re becoming the default. The smart building movement didn’t just peak with the pandemic; it found its purpose!”
