What to Know About Working with an AV Integrator

When a company decides they are ready to take action in either establishing or upgrading technology, or even improving the existing infrastructure of an audiovisual system, it can make for a much smoother process if they understand the steps an AV integrator goes through, the questions they ask, and why they do what they do.

To assist companies that are planning to partner with an AV integrator, we have taken some of the most common scenarios and questions that come up on an almost daily basis and answered them below. This behind-the-scenes view of the process from the integrator’s point of view can be invaluable in helping clients define AV integration and understand more about what to expect in their own audiovisual journey with a provider.

What is AV Integration?

AV integration is the process of combining audio, visual, and control systems into a unified solution that enhances communication, collaboration, and information presentation. This process involves the seamless integration of audiovisual equipment, control systems, and network infrastructure to create a user-friendly environment. AV integration takes a holistic approach that ensures all components work together harmoniously, providing a cohesive and efficient user experience. Whether it’s for a corporate boardroom, a classroom, or a large conference hall, AV integration is essential for creating spaces where technology enhances functionality and user interaction.

The Role of AV Integrators

AV integrators play a pivotal role in the successful implementation of audiovisual systems. They are responsible for the entire lifecycle of an AV project, from needs analysis and design to installation and ongoing management. 

AV integrators ensure that the system meets the specific needs and budget of the organization while maximizing user benefit and operational efficiency. Their expertise in audiovisual systems allows them to provide continuous support, troubleshooting, and repairs, preventing disruptions and ensuring smooth day-to-day operations. 

In essence, AV integrators are the backbone of any successful AV integration project, ensuring that the technology works seamlessly and effectively.

The Top 2 Things to Know Before You Contact an Audiovisual Systems Integrator

Commercial AV integration can play a crucial role in enhancing efficiency and productivity in your company by streamlining day to day operations and systems. But reaching out to a professional AV integrator does require two key pieces of information before you make contact with them:

1. Shared vision – The vision you communicate to the integrator should be shared among your company’s key leadership. If the IT lead calls and communicates a vision that is different from a chief operating officer’s which is also different from an executive’s, chances are that the final technology proposal will not be up to snuff for at least one or more individuals. Develop your company’s shared technology vision before you initiate contact with an AV integrator.
2. Budget – Know your budget for the project. This does not mean that the entire budget will need to be used, but it does give integrators a starting point for knowing if certain technology is automatically off the table due to budget concerns.

With these two pieces of information established, it is time to contact a reputable AV integrator about getting your space connected.

What to Expect in Your Consultation with an Audiovisual Integration Specialist

Typically, when a client wants to get their office boardroom, conference room, or classroom connected, they contact an AV integrator via phone or email to discuss their audio visual integration. 

That introductory phone call should only be a gateway to an in-person meeting to discuss the vision for the project. While a phone call, pictures of the space, or even a Zoom call can provide basic information, it is not conducive to collecting specific details of a space such as wall measurements and a three hundred sixty-degree view of the room. 

Once an in-person meeting is set up between the integrator and client, the real work can begin and generally follows these steps:

• Conducting a needs analysis – This includes establishing what technology the client wants to incorporate and for what purposes, as this usually dictates which products will be needed specifically to help them achieve their goals.
• Noting the room’s physical makeup and dimensions – An AV integrator will likely bring laser tape measurers and other tools to help them measure the dimensions of the walls of the room, which will help with product placement.
• Engaging in a question-and-answer session – There can be hundreds of different ways to get a boardroom or conference room connected, so in an effort to be respectful of all parties’ time, expect the integrator to ask a myriad of questions. These questions will help them determine the functionality of a room as it relates to the client’s intended goals.
• Identifying possible red flags – By taking a tour of the space in person, it can allow the integrator to identify red flags for design engineers. This could be the type of ceiling or flooring a room has and how that will impact running cable.
• Determining building access – Some audiovisual system installs can require a great deal of equipment and products that will need to be transported inside the building, so it is critical to identify any challenges to accessing the building, such as stairs or lack of parking.
• Waste management – It is important to note if the facility has the capability to dispose of project-related waste such as packing materials, Styrofoam, and cardboard boxes. If not, it may require the provider to repack all the waste and haul it away to dispose of it properly.

Each of these considerations plays a significant role in determining the design, management, and labor involved in a project.

How An Integrator Puts Together the Project Proposal

With the client’s shared vision and an in-person evaluation of the space itself, the next step is for the integrator to put together a project proposal that emphasizes system integration. The primary elements a design engineer needs to evaluate before creating a technology solution for a client includes:

• Integrator’s notes
• Pictures of the site
• Measurements of the space
• Client’s vision
• Review of potential red flags in the space that could impact its design

Having these elements at their fingertips can help them more clearly understand what the parameters of the design project are. This step can take some time since the design is being created from scratch and customized for the client.

Understanding the AV Technology Project Proposal

The last step of a project proposal is presenting it to the client, highlighting the advantages of integrating audio visual systems to enhance the overall experience. It is highly recommended that the client and integrator go over the proposal together to go over any questions or concerns before the client makes a final decision about moving forward with the project. After a proposal is it is common for clients to want to save costs through one of the following strategies:

• Phasing in technology – Although a great deal of thought and planning goes into the original budget, it is possible for a client to decide it is just not plausible to do all at once. However, phasing in technology means the client sees the value in the design and would rather leave out one function that they can delay for future purchase and have the rest of the technology go live now. Of these three, this is generally the smartest option because it does not sacrifice quality in the long run.
• Value engineering – Some people will see the design engineer’s plans and decide they simply cannot do that much and will ask the integrator to go back to the drawing board to come up with a solution that is less pricey but will still accomplish most but not all of the functionality the client needs. This can be delicate territory as there may come a point where value engineering takes away from the integrity of the project, in which case an integrator may walk away because they could not in good faith recommend a system like that to a client.
• Going with another provider – Many AV integrators find that clients who chose to walk away from the project to go with another provider eventually return because the lower cost project design they went with did not have the functionality or quality they needed. Unfortunately, the client then has twice the expenses as they paid for a project they are not happy with and now have to pay a different integrator to fix it.

A Final Word About AV Technology Budgeting

It may not come as a surprise that one of the biggest hurdles in putting together a project proposal is defining the budget for high-quality audio systems and other AV components. For most integrators trying to determine the best products for the functionality of a space, the budget can give them a vital jumping off point.

Sales representatives at audiovisual companies have access to thousands of quality products which range widely in price. This enables them to choose the best panels, speakers, amps or other equipment that meet functionality, quality, and budget restrictions for a client. As a business seeking to enhance internal and external communication, it is vital they know what technology they want and why they want it, and then be willing to partner with a reputable AV integrator to achieve success.