What Makes an AV Project Fall Behind Schedule?

5 Common Causes — and How a Consultant Helps You Stay on Track

AV systems are often one of the last things installed in a construction or renovation project. But just because they come last, doesn’t mean they should be planned last.

In fact, when AV projects fall behind schedule, it’s almost never because of the gear itself — it’s usually due to issues that started way earlier in the process.

If your AV projects always seem to hit unexpected delays, here are five common culprits — and how a consultant can help prevent them.

1. Unclear Scope or Functional Requirements

If you don’t start with a clearly defined scope, it’s almost guaranteed the project will run into changes, confusion, or last-minute additions.

Too often, AV gets planned by listing out gear (“we need displays and mics”) instead of clearly defining what you want the system to do (“we need to host hybrid board meetings with remote participants and shared documents”).

A consultant works with you early to clarify the actual functionality you need — then translates that into a system that supports it. That clarity upfront keeps the project aligned and avoids costly rework.

2. Late Coordination with Architects and Contractors

AV systems don’t exist in a vacuum. They rely on conduit paths, power locations, network drops, acoustics, wall blocking, and more.

If the AV plan comes in after the rest of the trades are underway, there’s often no infrastructure in place to support it — which leads to redesigns, rushed installs, or timeline delays.

Consultants are used to working closely with architects, general contractors, and IT teams early in the process. That coordination ensures AV is baked into the design, not taped on at the end.

3. Long Equipment Lead Times

Lead times on AV equipment — especially displays, cameras, and DSPs — can fluctuate based on supply chain conditions. A delay in just one key component can push your entire install back.

Consultants help select gear based not just on specs, but on real-world availability. We also build in contingency plans so your project doesn’t stall waiting on one piece of hardware.

4. Change Orders Mid-Project

When AV hasn’t been properly scoped or documented, things get missed. And that often results in change orders, which can delay everything from procurement to programming to final testing.

Some change orders are unavoidable, but most can be prevented with better planning and clearer documentation. That’s one of the key roles a consultant plays: getting the design right the first time, and making sure the quote actually includes everything you’ll need.

5. Lack of Ownership or Oversight

In many projects, no one is fully accountable for the AV system — until it doesn’t work. That’s when problems surface, and timelines suffer.

Consultants can serve as your single point of accountability. We keep things on track, review submittals, catch design gaps early, and advocate for the client throughout.

We don’t just hand over a design and walk away. We stay involved to help ensure your project crosses the finish line on time — and fully functional.

A Better Way to Manage AV Timelines

The reality is, AV delays are rarely caused by “bad tech.” They’re caused by misaligned expectations, poor coordination, or incomplete planning.

The good news? Those problems are solvable — and often preventable — with the right partner on your side.

Need help keeping your AV project on schedule?
We’d love to help you avoid the common pitfalls and stay on track from day one. Let’s talk.

AV System Lifespan: When to Upgrade or Replace

If you’ve ever wondered whether your organization’s AV setup is still doing the job — or just barely holding on — you’re not alone. Technology moves fast, and even the most well-designed AV systems don’t last forever. But how do you know when it's time to upgrade, and when it’s smarter to replace the whole system?

Let’s break down how long AV systems typically last, what signs to watch for, and how to make the right decision for your space and budget.

How Long Does an AV System Last?

A well-installed AV system typically lasts 5 to 7 years — sometimes longer with proper maintenance. But that doesn’t mean every component ages at the same pace.

Here’s a quick breakdown of typical lifespans:

• Displays (LED/LCD): 5–7 years

• Projectors: 4–6 years (often less if heavily used)

• Speakers and Amplifiers: 7–10 years

• Control Systems: 5–7 years (may need updates sooner due to software changes)

• Video Conferencing Equipment: 3–5 years (depending on usage and platform updates)

Keep in mind: The system might still work after that, but it may no longer meet your needs or integrate with newer platforms.

5 Signs It’s Time to Upgrade or Replace Your AV System

1. Outdated User Experience
If your team dreads using the AV system or constantly calls IT for help, it’s time to rethink the setup. Modern systems should be intuitive and user-friendly.

2. Poor Performance or Reliability
Frequent glitches, lagging video, bad audio, or connectivity issues are red flags. These problems impact productivity and the impression you make on clients or partners.

3. Incompatibility with New Tech
AV systems that can’t integrate with current conferencing platforms (like Zoom, Microsoft Teams, or BYOD devices) can seriously limit functionality.

4. Costly Maintenance or Workarounds
If you’re spending more time and money patching issues or adding temporary fixes, it’s likely more cost-effective to invest in an upgrade or replacement.

5. Business Growth or New Needs
New locations, hybrid work, or larger teams might require more scalable or flexible AV solutions that your current system can’t support.

Upgrade or Replace? How to Decide

Sometimes you can refresh key parts of your AV system and extend its life. Other times, starting fresh is the better investment. Here’s how to think about it:

💡 When to Upgrade:

• The core system is solid, but you need newer interfaces or features

• You’re adding components (like wireless sharing or better microphones)

• Budget is limited and you need incremental improvements

🔄 When to Replace:

• The system is outdated or no longer supported by manufacturers

• You're reconfiguring the space entirely (e.g., turning a boardroom into a hybrid meeting hub)

• AV issues are affecting productivity or customer experience

• Your needs have changed significantly (e.g., more virtual collaboration, multiple rooms, etc.)

Future-Proofing Your AV Investment

Here are a few smart strategies to make sure your next AV upgrade or replacement lasts:

• Design with flexibility: Choose systems that can scale or evolve with your organization

• Standardize where possible: Helps simplify training and reduce troubleshooting

• Plan for software updates: Some modern AV systems improve over time with cloud updates

• Work with experienced consultants and integrators: The right design from the start makes all the difference

Final Thoughts

Your AV system should work with your team — not against it. If you're spending more time fixing issues than benefiting from the tech, it may be time for a change. Whether you need a few smart upgrades or a full system overhaul, making the right move now will save you time, money, and frustration in the long run.

Need help figuring out whether to upgrade or replace your AV system? We’d love to chat.

Why Your Conference Room Tech Keeps Letting You Down

And What You Can Do to Fix It for Good

We’ve all been there. You walk into a meeting room, ready to present or collaborate — and something doesn’t work. Maybe the screen won’t turn on. Maybe no one can hear the person on the other end of the call. Maybe it takes ten minutes just to figure out how to share your screen.

It’s frustrating. It’s unprofessional. And it happens way more often than it should.

So why does conference room tech so often fall short — even when the equipment is “new” or “top-of-the-line”?

Let’s break it down.

Common Reasons Conference Room Tech Fails

1. It Wasn’t Designed Around Your Actual Workflow

Most AV systems are built around equipment lists — not people. If the integrator or vendor didn’t fully understand how your teams use the space, the system may technically “work,” but won’t work for you.

Do you need to jump into quick video calls? Run hybrid training sessions? Host external client presentations? If those needs weren’t clearly defined, the gear probably won’t match the use case.

2. There’s No Standardization

If every conference room has a slightly different setup, no one knows how to use any of them confidently. This leads to frequent support calls and wasted time.

A good AV consultant helps define consistent user experiences across rooms, so your team feels comfortable walking into any space.

3. Overly Complicated Interfaces

Touch panels, remote controls, and switching systems often overwhelm users with too many options. If it takes a cheat sheet or IT intervention to start a meeting, the design missed the mark.

AV setups should feel invisible. Simplicity is a feature — not a compromise.

4. Poor Installation or Missing Components

Sometimes the right gear is specified but installed poorly. Other times, key accessories like control cables, adapters, or DSP tuning are skipped altogether — often to “save cost” during install.

The result? A system that’s technically complete but practically unusable.

5. No Ongoing Support or Documentation

Conference room systems need more than just a good install — they need lifecycle support. Without documentation, training, or access to help, even a solid system can become a liability over time.

How a Consultant Helps Fix the Problem

Bringing in an AV consultant doesn’t mean starting from scratch or replacing everything. It means getting expert insight on how your systems should support your work — and where they’re falling short.

Here’s how we help:

• Evaluate your spaces and existing systems to find the real friction points

• Define use cases and workflows that should drive the design (not just gear lists)

• Recommend upgrades or changes that make your spaces consistent, intuitive, and reliable

• Coordinate with integrators to make sure everything is installed and functioning as intended

• Advocate for you — ensuring you're getting the right solution, not just a sale

Real-World Results

In many cases, we’ve helped clients:

• Cut down support tickets related to AV by over 50%

• Standardize systems across locations so users feel confident in any room

• Avoid costly change orders by catching design issues early

• Increase usage of meeting rooms that were previously underutilized due to tech frustration

Don’t Let AV Get in the Way of Good Work

Technology should make meetings easier — not harder. If your teams are still struggling with unreliable or confusing AV setups, the issue probably isn’t the gear itself. It’s the strategy behind it.

Need help making sense of your AV setup?
We’d love to take a look and help you get it right. Let’s talk.

What’s the Difference Between an AV Consultant and an Integrator?

If you’re managing a project that involves audio visual (AV) technology — whether it’s a new conference room, a training center, executive boardroom, or a large auditorium — you might have come across two terms that sound similar but mean different things: AV consultant and AV integrator. Knowing the difference can help you make smarter decisions and get the results you want without the usual headaches.

Let’s break down what each role does, how they work together, and why you might need one or both for your next AV project.

What Is an AV Consultant?

Think of an AV consultant as your project’s strategic advisor. Their job is to understand your business goals, figure out what you need from your AV system, and design a solution that fits those needs — all while keeping your budget and timeline in mind.

What Does an AV Consultant Do?

• Needs assessment: They start by talking with you and your team to understand how the space will be used and what your goals are.

• System design: Using their expertise, they design a tailored AV system that fits your requirements — whether it’s video conferencing, sound reinforcement, digital signage, or all of the above.

• Technology recommendations: They advise on the best products and technologies to meet your needs, without pushing specific brands unless it truly fits your project.

• Documentation and specs: They create detailed plans and technical documents that outline the system’s components and how everything should work.

• Project management support: Some consultants also help oversee the project to ensure it stays on track and the design is followed (we do).

In short, AV consultants help you make informed decisions by translating your business needs into a clear AV plan. They’re your guide from concept to completion.

What Is an AV Integrator?

Once the plan is in place, that’s where an AV integrator steps in. Integrators are the hands-on team who take the consultant’s design and make it a reality. They install the equipment, configure the system, and make sure everything works seamlessly.

What Does an AV Integrator Do?

• Equipment procurement: Integrators often handle ordering the equipment needed for your system, sometimes working with multiple manufacturers.

• Installation: Their team installs speakers, displays, projectors, control panels, cabling, and all the other hardware.

• System programming: They configure the AV system software and control interfaces to meet your needs.

• Testing and troubleshooting: Before handing over the project, integrators thoroughly test the system to make sure everything runs smoothly.

• Training and support: They often provide training for your staff on how to use the new system and offer ongoing technical support.

Think of AV integrators as the skilled builders and technicians who bring the consultant’s design to life.

Why Are Both Important?

Some companies try to hire just one or the other, but in many cases, working with both an AV consultant and an integrator brings the best results.

• Avoid costly mistakes: A consultant ensures the design matches your goals and budget from the start. Without one, you risk buying the wrong equipment or creating a system that doesn’t fit your needs.

• Better project management: Consultants can help manage timelines and quality, while integrators focus on technical execution.

• More transparency: Having both roles can provide checks and balances, ensuring the project stays on track and within budget without potentially being upsold.

• Long-term value: A well-designed and professionally installed AV system is easier to use, maintain, and upgrade.

In some cases, an integrator may offer consulting services, but independent consultants bring impartial advice and a wider perspective on technology options.

How to Choose the Right Partner for Your AV Project

• Understand your needs: Are you looking for strategic guidance, hands-on installation, or both?

• Check experience: Look for consultants and integrators with a track record in your industry or project type.

• Ask about collaboration: The best outcomes happen when consultants and integrators work closely together.

• Consider your budget: Sometimes hiring both might seem more expensive upfront, but it can save money over time by avoiding mistakes.

Final Thoughts

Understanding the difference between an AV consultant and an integrator is key to a smooth and successful AV project. Consultants bring the vision and plan, while integrators handle the technical work to make that vision come alive. Working with the right experts means you’ll get a system that truly fits your needs, is easy to use, and lasts for years to come.

Need help making sense of your AV options? We’d love to chat.

When Should You Bring in an AV Consultant?

If you're planning an upgrade to your office, conference rooms, or studio space, chances are AV (audiovisual) technology is part of the picture. But figuring out what you actually need—and how to get it done right—can be tricky. That’s where bringing in an AV consultant makes a real difference. So when's the right time to loop one in?

Here are a few key moments to consider:

1. At the Start of a New Office Build or Renovation

If you're planning to build out or renovate your office space, it's the perfect time to bring in an AV consultant. Working alongside your architect, general contractor, and IT team, we can help ensure the AV needs are considered from day one—before drywall goes up or electrical gets locked in. Early planning avoids costly changes later.

2. Before You Call an Integrator

AV integrators sell and install equipment—but their solutions may be limited to the products they carry. Bringing in a neutral consultant first means you’ll get unbiased advice based on what’s best for your space, not what’s on the sales floor. We help you define your needs clearly, so you can compare apples to apples when the quotes come in.

3. When You’re Not Sure What You’re Looking At

Ever received a quote that feels like a different language? You're not alone. If you don’t know whether you’re being upsold—or under-prepared—an AV consultant can translate the jargon, evaluate proposals, and make sure you're getting the right solution at the right price.

4. If Your Last Project Didn’t Go Smoothly

Maybe your last install ran over budget, took longer than expected, or ended in tech that didn’t work the way your team needed. These are all signs that you’d benefit from expert guidance next time. We don’t just plan—we stay involved to help keep projects on track.

5. When You Want to Avoid Surprises

AV projects often involve multiple vendors, timelines, and moving parts. Having someone on your side—who understands the tech and the business side—helps you avoid surprises and ensures the final result actually supports the way your team works.

Final Thoughts

Bringing in an AV consultant isn’t just for big-budget projects. Whether you’re setting up one conference room or building a new HQ, it’s about making sure your investment is smart, scalable, and stress-free.

Need help figuring out where to start?
Let’s talk—our only job is to make AV clear and manageable for you.