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 are sharing them now with you. This behind the scenes view of the process from the integrator’s point of view can be invaluable in helping clients understand more about what to expect in their own audiovisual journey with a provider.

The Top 2 Things to Know Before You Contact an AV Integrator

It may seem like reaching out to a professional AV integrator is just the tip of iceberg, and in many ways it is, but it does require two key pieces of information before you make contact with them:

* Shared vision – The term essentially means that 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.

* 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 AV Integrator

Typically, when a client wants to get their office boardroom, conference room, or classroom connected, they contact an AV integrator via phone or email. This is a way for the client to introduce themselves and learn more about the individual they will be working with. 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. A phone or email conversation should not be a substitute for physically being in the space to get a feel for the dimensions and makeup of a room.

Face to face communication is always preferable when possible because it allows the project leader and the integrator to collaborate together. It allows the give and take between both parties in terms of a client identifying what they think might be needed and an integrator knowing if it is doable on the client’s budget.

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. Even the height of the ceiling is key as it will dictate what kind of product can be mounted and how it will need to be done. Integrators will also write down the physical characteristics of the space such as if there is sheetrock, concrete, cinderblock, etc.