Audiovisual systems are necessary in all kinds of companies. If you want to add a new room to your corporate building or relocate to a new office space, your audiovisual (AV) requirements can rapidly become complicated. AV integrators can provide skill sets and services to help you deal with these challenges.

There are many AV integration providers out there, but only a few will follow up on a project after it is completed and guarantee it is effectively maintained. Companies should not underestimate the need for continued assistance, as installing audio and visual devices is a complex job. It is also beneficial to monitor the functioning of new systems after they have been implemented to see where improvements might be made.

Companies are finding it difficult to choose the correct tech stack when they seek to upgrade their outdated systems or deploy AV for the first time. With vastly more options accessible now than just five years ago, they are seeking assistance and installation from AV integration providers. However, since there are more options for AV systems, the market has become cluttered, with vendors coming up to install and maintain them. It is vital to select the best one for your requirements.

For IT managers in charge of this alliance, this implies that the AV integration company should be required to fulfil specific standards, match the demands of the company, exhibit a foolproof security policy, and be able to adapt to your needs.

But what really is the role of an AV integrator, and how do you know whether you need one?

What is the function of an audiovisual integrator?

AV integrators are in charge of overseeing the installation and administration of your AV solutions. They work to make sure that technologies are seamlessly integrated for optimal efficiency and production, and that everything runs seamlessly.

From diagnosing to repairing to maintaining your company’s AV system, AV integrators are important to maintaining the health of your AV system so that any AV troubles do not disrupt your day-to-day operations.

AV integrators can offer design and equipment services, allowing you to efficiently set up a new AV system that is properly integrated and regulated for easy administration.

Signs that you should hire an AV integrator

Working with AV systems may be daunting, especially when they connect with other systems. But how can you determine whether you need to hire an audiovisual integrator? Here are some key indicators that it is a smart idea for your company:

• You require a sophisticated AV solution.

• Your AV system must be interoperable with other system components.
• You want to be sure you are getting the most bang for your buck with your AV system purchase.
• Your project is quite vast, and you do not have all of the required capabilities to fulfil it on your own.

It is important to realize that the sooner you bring in an AV integrator, the better. They will be able to direct the design and installation process if they are involved from the beginning, making the process easier and faster.

What are you aiming to accomplish?

The first step in this process is to clearly define your company’s vision, strategy, and objectives. Ask yourself the following questions:
What is the goal of this new technology?

What do you hope to achieve for the company’s environment?

What do we want to accomplish for our customers?

These questions should serve as the foundation for a business requirement document outlining what your firm requires from the AV technology solutions provider. After you have answered these questions, prepare a technical requirements document outlining the desired capabilities, features, and recommended use of technology you would like to acquire.

You may now go to the market with a list of requests for proposals. Then you take those documents and combine them, and you have a starting point. These documents should serve as a baseline for your contract with the systems integrator, enabling equal cooperation in the contract’s formation.

You become less of a vendor-seeking company and more of an engaged one. You may specify deliverables in the contract, as well as what you will sign off on.

What to look for with an AV integrator?

Because AV integration is a burgeoning sector, you will most likely have a large number of alternatives to select from. There are numerous key elements to consider while selecting the ideal AV integrator for the job:

• Tailored solutions: Every business has different AV needs, and your prospective AV integrator should provide solutions that address your specific issues.
• Design services: The AV integrator must deliver a design that is tailored to your requirements, is cost-effective, and tackles continuing issues.
• Continuous technical support and service: An AV integrator should provide ongoing technical support and service to guarantee that your system runs efficiently and that all concerns are resolved.
• Proven experience: Any prospective candidate for your AV integrator position should have a track record of successful projects to present as well as proven field expertise.
• Latest innovations: Your AV integrator should provide the most up-to-date, high-quality technologies while also proving the ability to adapt to and keep ahead of all the newest developments.
• Customer service excellence: The AV integrator should have numerous testimonials to share a dedication to providing exceptional customer service.

Pros of partnering with an AV integrator

Because AV integration is a burgeoning sector, you will most likely have a large number of alternatives to select from. There are numerous key elements to consider while selecting the ideal AV integrator for the job:

• Tailored solutions: Every business has different AV needs, and your prospective AV integrator should provide solutions that address your specific issues.
  
• Design services: The AV integrator must deliver a design that is tailored to your requirements, is cost-effective, and tackles continuing issues.
  
• Continuous technical support and service: An AV integrator should provide ongoing technical support and service to guarantee that your system runs efficiently and that all concerns are resolved.
  
• Proven experience: Any prospective candidate for your AV integrator position should have a track record of successful projects to present as well as proven field expertise.
  
• Latest innovations: Your AV integrator should provide the most up-to-date, high-quality technologies while also proving the ability to adapt to and keep ahead of all the newest developments.
  
• Customer service excellence: The AV integrator should have numerous testimonials to share a dedication to providing exceptional customer service.

Key tips for choosing AV integration company

Here are three tips for hiring AV system integration services that will ensure your business’s bottom line is protected and you get the AV systems you need:

Role of references

Companies that install AV systems should have an excellent name in the market. Their websites are most likely crammed with case studies, photos, and videos from past projects. Examining them is only the first step in determining the integrator you will ultimately choose as your AV partner. For references, you should also personally connect with the vendors that each integration company has previously worked for.

After all, these professionals are effectively applying for a position at your company. A comprehensive background check is imperative.

Assess how long each AV company has been in operation

It is important to realize that your business, as well as your AV requirements, will expand and alter over time. A proficient AV integration company understands this and will provide preemptive guidance on how to grow your system for the future.

Today, newer integrators may be able to setup and service your AV system. However, more established ones can suit all of your current needs as well as those you may have in the future.

Tech help should be only a call away

An AV integrator, like any other service provider, may use various kinds of client assistance, such as service plans and emergency service. The important thing to note here is that they provide assistance, and it is offered promptly.

Shutdown for an AV system may be costly to a company in terms of both time and output, and “an executive will reach you next week” is never sufficient. Ask about their technical assistance right off the bat, and make sure it is clearly explicit in any documentation or contracts you sign.

Off to the market

You may already have several in mind, based on the scale of your company and, in some cases, your previous experience dealing with systems integrators. Maybe you have been working with the same company for a long time. If this is the case, notify them of your request for proposal (RFP).

However, if you are searching for your first AV integration partner or a change of scenery, present the aforementioned two documents to a select number of audiovisual integrators. Beginning with the basics of what you want to achieve can assist integrators in proposing a strategy that includes the technology you want to install, a cost estimate, and a schedule.

When an integrator displays interest in a project, IT managers should request references and further information about the company.

Pose the following questions:

• Have you ever done something like this before?
• What is the scope of your projects?
• What is the size of your projects?
• Are you usually on time and within budget?
• How much engagement is expected of me as the IT manager?
• What do you excel at?
• What are your weaknesses?

Security comes before money

Every year, fraudsters get more powerful, and cybersecurity specialists are forced to keep up with cyber developments

According to Forbes, over 60% of cyber-attacks target small businesses, with many of those small businesses being service providers such as managed service providers and other technology installations. These AV companies are obvious targets since they control all of their clients’ networks and data.

So, before you choose an AV integrator for your project, inquire about their security policies and procedures. That should be one of the first conversations you have with an audiovisual integration company.

Security questions to ask include:

• What security norms and regulations do you have in place?
• Do you have any IT or security certifications?
• What is your contingency plan in the event of a failure?
• How frequently do you upgrade essential security systems?
• What security measures do you have in place?

How frequently do you provide cybersecurity training to your employees? If a systems integrator does not respond quickly to those inquiries, you should walk away. Another reason to leave is if the technology provider’s company does not use multi-factor authentication.

Out-of-the-box deployments may be a simple and effective method to extend technology solutions throughout your company, and the security of such products is increasing. However, while adopting such simple-to-use solutions, it is critical to keep security in mind.

Payments and service-based models

If an AV integrator requests an upfront payment, IT managers should respond with a payment plan based on deliveries. If the integrator does not accept service-based contracts, offer to pay after the project is completed. It keeps them interested and their top employees on track.

The global economy is shifting toward a subscription-based service model, and technology is following suit. Service-based contracts are the standard for software vendors and, increasingly, AV integrators. This helps to keep vendors interested throughout the contract’s tenure. More significantly, it makes the deployment considerably more economical by charging a fixed monthly fee. You would not have to pay for a whole slew of licences, and you would not have to pay maintenance costs.

As-a-service contracts also allow the end user to pay for only what they use each month, giving the end user more flexibility. It is excellent whenever you can obtain it as-a-service since you can just turn it off. More CIOs are interested in X-as-a-service because it can be used like electricity — simply turn it on and off.

Finding an actual ‘partner’

If the AV integrator is actually interested in becoming a partner with your business, they will ultimately learn and understand your environment as well as, if not better than, your own IT department. This implies that the systems integrator should be able to respond quickly to inquiries you may have regarding your environment and the deployment of new technologies.

Many businesses pay lip service to the term “partner,” but a real integration partner should be able to fulfil your expectations and scale with your company as it develops and evolves over time. This relates to the creation of a business, and technology needs paper.

If the business relationship is truly a partnership, your company and the systems integration firm should grow together. When you find someone excellent, keep them near and let them understand your surroundings. They will do much more for you than just what you hired them to accomplish.

Tech support must come with a warranty

Product warranties and work guarantees are valuable extensions of technical support. It is crucial to understand not just the warranties associated with the items being installed, but also if the integration teams you are considering stand behind their work. Long-term, even lifetime, guarantees on parts and labor are offered by reputable HVAC and car repair providers. Most AV systems and their installation costs far surpass those of most other sectors, so they, too, should have a comparable guarantee and, once again, be included in talks and contracts.

In conclusion

The market for AV integration providers has grown almost as swiftly as technology has improved. When selecting an AV integration provider, there are several aspects to consider. The appropriate decision will be easier to make if you approach it like you would any other costly project or job hiring.