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When it comes to audio visual project management, you need to have a solid roadmap to ensure you reach your goals successfully. Each project you tackle will differ in its scale and purpose, so you must account for any variables early on that could present unique challenges.

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Of course, as with any technological project, there will always be unforeseen challenges in the process of innovating a solution for a client’s AV system. But a thorough plan will make sure there are enough contingencies to account for whatever comes up during the design and installation stages.

Check out our five tips for robust audio visual project management below.

1. Assess Your Project Goals Early

Things will shift and change as you advance with implementing your AV project, but knowing what your ultimate goals are right from the start will do wonders for progress.

For one thing, it guards your visual project against scope creep. What with how LED is changing the AV market, and how many options there are for audio solutions these days, you need to make sure you have a laser-focused approach to planning components.

Assessing your goals is also essential for determining how much manpower you’ll need for implementation and to eventually measure the return on investment.

2. Visualize Your System’s Use

So, you have your goals set for your AV project. Now it’s time for you to envision how your AV system needs to operate for your client. Think objectively about what’s best for the client’s business. Are you designing for corporate, commercial, educational, or entertainment environments? Is it a one-time event like a concert?

Think about whether your client needs more emphasis on audio or visual components as well. This is the time to hold stakeholder meetings and reach out to your AV team for vital input. Being able to determine things like where hardware will live in your client’s environment and what the maintenance budget should be is important.

3. Write a Concrete Project Plan

Successful audio visual project management isn’t just about having your objectives in order. To effectively put your plan in motion, you need to make sure you’ve documented all the information you’ve gathered about necessary components and steps to take. 

Create a project plan document that describes all the key actions, timelines, and resources needed to complete your AV system. Include aspects like:

  • Locations for displays and audio components
  • Installation and ongoing expenses budget
  • Potential revenue
  • IT issues that may occur with compatibility, networking, and security policies
  • Support options for future maintenance and upgrading

Avixa (formerly InfoComm) offers a detailed sample of a project plan document that you can use as a template or reference. Remember the key to successful project management is to prepare for as many surprise issues, delays, or unexpected costs as possible.

4. Don’t Forget to Test

All your hard work with audio visual project management could potentially be for naught if you don’t run tests with your newly installed AV system. Each AV solution devised is unique to your company’s approach to installation, not to mention you might be working in an international location with different freelancers than you’re used to hiring.

Make sure there’s time set aside before your AV system goes live for your clients to run display and signal tests. Consider creating a pilot program, one you can duplicate on the day it goes live so you can give your clients effective feedback.

5. Update as Needed

Last but not least, technology requires periodic updates for both hardware and software. Ensure all components of your AV system are up to date and compatible.

Liked these AV project management tips? Take a look at our project manager’s survival guide if you’d like several more.


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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