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There’s a lot of moving parts to an AV project. AV project managers have a lot of pressure to stay within budget, from industry-standard technology like Crestron and Extron, to sourcing talent that won’t cost them an arm and a leg. Especially in the case of labour, your go-to team of AV technicians won’t always be available when you need them. But hiring unknown freelancers for important AV projects often feels dicey because there’s no standard structure for obtaining quotes for work.

Time is money, and AV project managers need to have a constant handle on time spent negotiating and setting a fixed price for work contracts. All the above points towards a strategy that managers should learn to rely on more often: requesting multiple quotes for labour. Read on for why this strategy is key to remain within budget.

Multiple Quotes Means Fair Pricing

You know that there should be a balance between receiving competitive prices for freelancers and making sure they’re paid well for their hard work. When you request multiple quotes, this solves both issues simultaneously. Ideally you want to set a fixed price that will keep your labour budget reined in while still allowing you to offer a fair price for your freelancers.

When you request multiple quote bids from your freelancers, and perhaps set a ballpark for what your payment terms are (hourly, fixed, both...), you encourage healthy price negotiation. With industry-specific B2B networks that offer an online platform that can facilitate such healthy negotiation, there’s less worries about analyzing and comparing many different quotes in a myriad of formats. It’s about time that AV project managers have a standard infrastructure for receiving and comparing quotes.

Everything is Determined Before a Project Starts

AV project managers have all had fraught run-ins with irresponsible freelancers at some point in the past, or misunderstandings due to lack of communication during AV integration. When you don’t request multiple quotes upfront before a project commences, you’re bound to increase your chances of receiving exorbitant invoices at the tail end of said project. Managers should consider it imperative to work out a contract with a fixed price or rate at before a project starts, or as soon as possible.

Having multiple quotes keeps not just your costs from running out of control, it’s a strategy that lays out clear expectations between freelancer and client. Honest and open communication about payment terms and fixed pricing is always your best bet, because it promotes a trusting work relationship.

Keep in mind, however, that honest and open communication with your freelancers is your best bet concerning all project matters. The most successful integration projects result from AV teams that have similar enough values that they can effectively actualize projects’ visions. In addition to fixed price contracts, make sure that your freelancers have the information they need to produce accurate work and reach milestones on-schedule.

All Your Resources are Allocated Properly

The bottom line is this: multiple quotes allow you to set a fair price that not only keeps your freelancers happy and motivated, but gives you all the power to allocate other project resources as necessary. AV integration is costly and clients sometimes surprise you with last minute changes in expectations. You want to be able to consistently over deliver for your clients’ goals.

Most likely as an AV manager you’re not just handling one but multiple AV projects. You need to people those projects with freelance talent that you can rely on without having to break the bank. Having multiple quotes keeps work contracts fair for all parties involved and makes sure that you can concentrate on doing what you do best: guiding projects to exceptional completion.


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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