Manage device settings for meetings

I need every meeting laptop and room system set to use the external webcam and the USB speakerphone by default for this week’s client demos. Update device settings for the 12 laptops assigned to Sales and the three conference-room PCs so they pick the external devices first, then confirm on Friday that each user can start a meeting and see the external camera feed.

Before I roll this to the whole office, make it easier for people to verify their meeting devices. Put the active camera and microphone names at the top of the meeting settings, add a single-line status saying “External camera in use” or “Using built-in camera,” and flag any device with multiple drivers that might confuse a reviewer.

I just deployed a default-device change and Heather in Sales says her laptop still uses the built-in camera during a client demo. Heather is frantic because the external camera shows the product properly. I don’t know whether this is a local driver conflict, a per-user override, or a policy that didn’t apply to her machine. What’s the most likely cause and the quickest way to confirm and fix it so she can join the next call in 15 minutes?

We keep burning 5–10 minutes per meeting because presenters arrive with the wrong camera or mic selected. Over the last quarter it has cost billable time and made us look unprepared to clients. What single habit or small policy change should I enforce so users stop having to switch devices every meeting, and how do I roll it out without a big IT project?