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Case study
Leading Semiconductor Company’s 10‑Week AV Transition: 300+ Rooms, 29 Cities, No Downtime
When a leading semiconductor company acquired a major enterprise software provider, its unified‑communications footprint exploded overnight. But more than 300 Cisco‑enabled meeting rooms were nearing end‑of‑life, and the risk of outdated, non-compliant spaces and stalled collaboration was growing daily.
The semiconductor company needed a partner who could prescribe the right technology and make the switch fast, sustainably, and without hiccups.
The challenge
Coordinating 300+ installations across 29 cities in just 10 weeks is complex enough. But 100% e-waste recycling means you can't just rip-and-replace. Every piece of old equipment needs to be catalogued, removed carefully, staged, and routed to certified recyclers. That's potentially thousands of individual devices tracked through a reverse supply chain while you're simultaneously installing new equipment.
All without disrupting a single booked meeting.
If our previous vendor had been asked to install this, I’d have quit my job by now.” Collaboration Lead at the Semiconductor Company
Why they chose Astreya
- Technical depth and operational finesse: The company’s team had spoken to integrators who “knew the tech” but balked at the timeline. Astreya paired certified AV engineers with a logistics task force experienced in night‑time change‑management.
- Sustainability mindset: Our plan included responsible de‑installation, asset tagging, and e‑waste recycling, which was a priority for their ESG office.
Our approach:
Sustainable Decommissioning
Before a single Logitech bundle arrived onsite, our team built a cradle-to-grave plan for the company’s aging Cisco hardware. Every camera, codec, and touch panel was catalogued, QR-tagged, and moved to staging zones for certified e-waste processing so they could demonstrate verifiable ESG compliance, turning an operational headache into a sustainability win.
Layered site surveys
A single, traditional survey would never catch the quirks hidden across 29 offices. We started with rapid virtual walk-throughs to map power, network, and mounting constraints. Next came just-in-time “micro-surveys,” days before each local kickoff, allowing engineers to tweak designs for room-specific oddities without blocking the schedule. This two-tier approach eliminated costly rework and kept the 10-week timeline intact.
Logistics playbook for complex campuses
The company’s headquarters sprawls like a small city, while some East-coast sites sit on 50-story downtown towers. Standard freight plans would have snarled traffic or left pallets marooned on loading docks. Our logistics crew produced satellite-map route guides for every Bay-Area delivery and repacked trailer loads into elevator-friendly roll-cages for urban sites, ensuring equipment flowed smoothly from dock to door before employees arrived each morning.
Zero-downtime scheduling
Astreya treated every conference room like a mission-critical system. Install teams worked pre-dawn and post-close “dark hours,” swapping hardware while conference room calendars were free, and maintained adjacent “shadow rooms” to accommodate meetings if needed. A mixed team of Astreya technicians and vetted subcontractors kept velocity high. At peak, three rooms came online every 90 minutes. Through rigorous coordination with local contacts, the project recorded zero minutes of meeting delay, a benchmark the company’s leadership called “unheard of” for a rollout of this size.
Radical transparency through Smartsheet
From day one, progress lived in a live Smartsheet dashboard, not buried in email threads. The semiconductor company’s managers could open a single URL to view room status, flip through before-and-after photos, and tag our technicians for real-time answers. The constant visibility replaced weekly status calls and freed both teams to focus on execution rather than reporting.
Results
- 300 rooms upgraded in 68 calendar days, two days ahead of the hard stop.
- No downtime or lost meetings reported despite nightly hardware swaps.
- 37% drop in AV support tickets during the first 90 days on Logitech
- In less than 30 seconds, any employee can now walk into any office and start a Zoom call.
- 100% of retired Cisco gear processed through certified e-waste channels (the company’s sustainability team logged the win in its annual ESG disclosure).
Beyond the numbers, the semiconductor company’s leadership cited “invisible change” as the biggest win. Employees never noticed the overnight swap, only that meetings suddenly “just worked.”
Making big moves feel effortless
Technical know-how is table-stakes. What separates a stress-free transformation from a headline-making outage is the orchestration: sustainable removal, precision logistics, 24/7communication, and data-driven dashboards that keep everyone aligned. When those levers move in unison, large-scale upgrades feel surprisingly effortless.
