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Without standard procedures in place, working with an audio and video technician can be complicated. Today’s gig economy can sometimes be a double-edged sword when it comes to freelance talent.

When a proper framework for landing a reliable audio and video technician is in place, a freelancer can be the perfect fit for your project. But if you’re without such a framework...well you know how easily the wrong candidate can destroy an AV relationship.

The following five practices will simplify your working relationship with an audio and video technician. Read on if you want to avoid late invoicing, incompetent work, and misunderstandings.

1. Use Standardized Work Contracts

While there are a lot of technological disruptions changing how businesses have traditionally recruited for AV projects, the development of apps, platforms and software to simplify work contracts is a welcome change!

With secure and comprehensive agreements easily available, you can generate a work contract that gives your audio and video technician all the terms of agreement and payment upfront. You’ll want to reduce as many misunderstandings regarding milestones, pay rate, pay type, and project scheduling.

2. Provide the Necessary Work Documents

This best practice is vital to the successful completion of your project. One of the most common complaints of freelance technicians is that they haven’t been given enough information to finish your project to order. Things like schematics, bill of materials, floorplans of client-occupied spaces and so on should be provided for at the start of your project or ASAP if that’s not applicable.

Communication will soon turn sour if you find that milestones are falling short of the mark and your audio and video technician believes you’re incompetent. Many freelance technicians have had past experiences with being blamed for the incompetency of project managers who didn’t give them what they needed to do solid work, so you’ll want to avoid this situation at all costs.

3. Have an Easy-to-Use Upload Function for Milestone Proof

Inadequate communication and incompetent work go hand-in-hand. A surefire way to keep your freelance technician accountable to project work is to have a straightforward method for regular milestone updates. A single-click upload feature for photographic proof of milestone work is a must for whatever freelance platform you’re using.

This seems like a simple strategy, but believe us, the more ways there are for regular communication to flow from your technician to you, the more effective your project management will become. Utilizing a photographic method of updating your project will also give you optimal evidence for your clients how far along you are in your project schedule and ensure their buy-in to the next phase of said project.

4. Adhere to a Guaranteed Payment Practice

This is an internal practice that should guide how all your interactions with your freelancers play out. If you want to consistently find and hire the best freelancers in the industry, you need to uphold your reputation as one of the best AV companies to work for in the industry.

Amongst the many findings of LinkedIn’s Global Recruiting Trends report for 2017, one of the most significant was that a company’s external employer brand greatly affects how professionals perceive working with you. Moving forward, ensure that when you enter a contract with a freelancer that you commit to honest pay for their honest work.

5. Use a Mutual Satisfaction Report Function

Lastly, you need a feature on a freelance platform that allows both parties to rate their working relationship. This mutual satisfaction report function will ensure that the technicians you work with are reputable and sets up expectations of fair treatment on both sides.

Try these five practices to streamline your freelance relationships and make for smoother sailing with your AV projects!


Paul Weatherhead

Paul Weatherhead

Prior to founding AV Junction Inc., Paul worked for a tier one AV systems integrator in an operational management capacity for 10 years. His knowledge and experience have helped him oversee hundreds of system integration projects in a variety of industries. Paul’s leadership skills as matched by his sense of humour and easygoing nature. When he’s not at work, you can find him outdoors, exploring new places or spending time with family and friends.

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