VIDEOCONFERENCING FLEET MANAGEMENT
Stop Wasting Time on Video Calls That Don’t Work
With 8 years of Google fleet management experience and deep expertise across Microsoft Teams, Zoom, and Google Meet, we solve the audio echo, choppy video, and random crashes that waste your time and damage your credibility.
SOUND FAMILIAR?
“Can everyone hear me?” — audio issues that ruin every client call.
Video calls that work for 10 minutes then turn into a pixelated mess
Apologising to clients for technical difficulties — again.
Your IT person fixes it, but it breaks again next week.
Rooms that cost $50,000 but nobody uses because the system is unstable
THE AUDIO-VISUAL ADVANTAGE
Most IT providers can keep your computers running. Video conferencing rooms require completely different expertise
8 Years at Google Scale
Our founder managed videoconferencing operations at Google for nearly a decade, overseeing hundreds of rooms. The echo issues you’re battling? We solved those at scale. The random crashes? We tracked down the root causes years ago
True AV Expertise
We don’t just turn down the volume when you report echo. We analyze room acoustics, microphone pickup patterns, and acoustic reflection. We fix the actual problem, not the symptom. When video is choppy, we examine codec settings, QoS configuration, and hardware processing — not just blame your internet
Every Platform Mastered
Teams, Zoom, Google Meet — we’ve deployed and managed them all. We know why Teams Rooms show ‘disconnected,’ the Zoom firmware bug causing audio dropouts, and every quirk of Meet’s admin console
PROACTIVE MONITORING, NOT REACTIVE FIREFIGHTING
Fleet management means catching dropouts before your next client call, identifying cameras about to fail, and fixing echo by addressing the actual bottleneck — not repeatedly rebooting devices
We provide 24/7 monitoring, proactive firmware updates, acoustic optimisation, systematic configuration management, and usage analytics that reveal which rooms have unreported issues users have just accepted as ‘normal’
Think of it as having a dedicated AV operations team that actually understands why your calls fail — without hiring one
TRANSPARENT PRICING
Simple, Predictable Costs
No hidden fees. No surprise invoices. Fixed monthly rate per room with volume discounts.
Small Fleet
Medium Fleet
Large Fleet
What’s Included
24/7 Monitoring
Firmware Management
4-Hour Emergency Response
Call Quality Optimisation
Monthly Reports
Platform Agnostic
Pricing Examples
Law Firm
8 Teams Rooms $1,800/month
Prevents one failed client pitch = ROI for 28 months
Financial Services
15 Zoom Rooms $3,375/month
Compare to: hiring dedicated AV support ($80K+/year)
Multi-Office Consultancy
25 Mixed Rooms $5,000/month
$1,667 per office for bulletproof meeting rooms
The Financial Case
WHAT DOES A FAILED MEETING ROOM ACTUALLY COST?
Scenario 1: $50k Client Pitch Derailed
Lost deal value: $50,000-500,000
Damaged credibility: Immeasurable
Cost to prevent: $225/month per room
Scenario 2: Executive Meeting Fails
Lost productivity: 8 executives × 1 hour = $2,000-4,000
Happens 3x per year without management
Annual cost of problems: $6,000-12,000
Annual cost to prevent: $2,700/room
Scenario 3: IT Team Firefighting
Internal IT time: 10 hours/month = $1,000-1,500/month
Opportunity cost: Strategic projects delayed
Cost to outsource properly: $1,800/month (for 8 rooms)
Net benefit: IT team freed for strategic work
One prevented failure pays for months of service
THE AUDIO-VISUAL ADVANTAGE
Add-Ons & One-Time Services
PREMIUM ADD-ON +$125 per room/month adds:
2-Hour Emergency Response
Dedicated Slack Channel
Weekly Proactive Check-ins
Quarterly On-Site Visits (Brisbane metro)
PROJECT WORK
New Room Deployment: $1,500/room
Platform Migration: $1,000/room
Audio Quality Remediation: $800/room
Strategic Planning Session: $3,000
WHAT OUR CLIENTS SAY
D.O.
Our boardroom was unreliable and we’d stopped using it for client calls. Within two weeks of Datastone taking over, every room was reliable. They explained why it was happening — incompatible firmware, acoustic issues, incorrect settings. It wasn’t anything that other IT companies could fix. They even advised how to improve the lighting to make calls more inclusive for everyone. We’ve stopped apologizing to clients for technical difficulties & are complimented regularly on how good our system is!
– Director of Operations, Brisbane Legal Practice
TRANSPARENT PRICING
Getting Started Process
No hidden fees. No surprise invoices. Fixed monthly rate per room with volume discounts.
Step 1: Free Assessment
On-site fleet assessment. Test call quality, identify quick wins. No obligation.
Step 2: Transparent Proposal
Within 48 hours: room-by-room findings, exact monthly cost, 90-day onboarding plan.
Step 1: Rapid Deployment
2 weeks typical. Week 1: monitoring deployed. Week 2: all rooms under management.
FAQ Section
Q: We already have an MSP. Why do we need this?
A: Traditional MSPs wait and react to tickets, frequently taking days to fix an issue. We proactively manage your $500,000 investment using Google’s operational methodology and reduce the Time To Resolve significantly.
Q: What about older equipment or mixed brands?
A: We’re platform and hardware agnostic. Teams, Zoom, Meet. Logitech, Poly, Neat, Cisco. We optimise what you have however combining hardware to a single manufacturer can reduce time to resolve.
Q: Do you require long-term contracts?
A: We require a 12-month initial agreement. Fleet management requires 3-6 months to properly onboard, optimize, and prove value—it’s not instant results.
However, the first 90 days serve as a trial period. If we’re not the right fit, you can cancel without penalty.
After the trial period, should you need to exit early, the early termination fee is 50% of the remaining contract value. This protects our investment in your onboarding while remaining fair.
After your first year, the agreement automatically renews on a monthly basis with 30 days notice—no long-term commitment required once you’ve experienced the results.
Q: What happens in emergencies outside business hours?
A: Included emergency response. CEO meeting at 8am, room broken at 7:30am? We’re available & located 15 mins from Brisbane CBD.
Q: What’s the minimum number of rooms?
A: 5 rooms is the sweet spot. Below that, traditional break-fix makes more sense. Planning to grow? Talk to us anyway.
Book Your Free Fleet Assessment
Ready To Stop Fighting Your Meeting Room Technology?
30-minute consultation • No obligation • Brisbane-based team
We’ll test actual call quality in your problem rooms, identify quick wins, and show you what proper fleet management looks like for your organization.