Visitor management systems. Hybrid meeting rooms. Digital signage. Room booking panels. Even the humble AV rack tucked away in a cupboard. All are increasingly networked, cloud-connected and critical to your hybrid workplace experience. But when these systems fall into the “set and forget” category, with no one actively managing them, they can become a back door into your organisation.
From helpful to hazardous
Most modern workplace technologies run on embedded operating systems, connect to your internal networks, and often integrate with Microsoft 365, identity providers or building systems. They’re not just gadgets, they’re nodes in your digital infrastructure.
But while your IT team likely has clear governance over laptops, phones and servers, these workplace systems often fall outside the standard patching and monitoring frameworks. This is where risk creeps in.
Common soft spots include:
- Missed OS or firmware updates that leave systems exposed to known vulnerabilities
- Default passwords still in use months (or years) after installation
- Unaudited access rights, often linked to broader systems like Exchange or Azure AD
- Poor visibility of who owns, monitors, or maintains each device
- Legacy integrations still connected to systems you’ve moved away from
And because these systems aren’t top of mind, they rarely show up in risk registers, cyber audits or board conversations, until something goes wrong.
The root of the problem: ownership
Many workplace systems sit in a grey zone between facilities, IT, AV and workplace teams. Often procured as part of a fit-out or implemented by a third party, they’re no longer actively “owned” by anyone inside the organisation.
The result? No patching plan. No lifecycle management. No logging or alerts. And no clear accountability if things go wrong.
It’s not about paranoia, it’s about hygiene
Workplace technology doesn’t need to be a cyber risk, but it does need to be treated with the same discipline you apply to the rest of your tech stack.
That means:
- Assigning system ownership, so nothing falls through the cracks
- Including workplace tech in your security patching, monitoring and reporting
- Regularly reviewing integrations, permissions and usage
- Planning for lifecycle replacement (don’t wait until it breaks)
- Building accountability into your contracts with AV/tech providers
Make it part of the system
Workplace technology is now mission-critical. It’s part of your people’s experience, your operations and increasingly, your risk landscape. The organisations that manage it well are the ones that embed it in their broader tech governance, rather than leaving it to chance.
We’re not here to replace your internal teams, we’re here to strengthen them.
Our Managed Advisory services can help you unlock the full value of your digital workplace. We partner with internal IT and Property teams to fine-tune systems, streamline support models and unlock actionable insights.
From optimising AV setups and keeping firmware updated, to building dashboards that track room utilisation and system health, we bring clarity to complexity. We help your teams stay ahead of emerging risks, manage documentation and develop clear frameworks for governance and accountability.
And when your internal teams hit the limits of BAU, we’re there to provide expert escalation support, guide investment planning and ensure everything stays aligned to your strategic goals.
Whether it’s vendor engagement, budget forecasting or team coaching, we work with your people, not around them, to build a high-performing model that evolves as fast as your workplace does.
