AV Planning & Budgeting, AV Consulting Insights, Workplace Technology James Stoffa AV Planning & Budgeting, AV Consulting Insights, Workplace Technology James Stoffa

How to Make AV Decisions as a Non-Technical Leader

Simple Questions That Lead to Smarter Systems

If you’re leading a project, managing a budget, or signing off on AV decisions — but don’t speak the language of HDMI, DSPs, or PoE — you’re not alone.

AV systems often come with intimidating specs, big price tags, and vendors pushing “latest and greatest” gear. So how do you make smart decisions without being an expert?

Here’s a framework for navigating AV confidently — even if you’re not technical.

1. Focus on Outcomes, Not Equipment

Don’t start with “what gear should we buy?”
Start with:

  • What do we need to do in this room?

  • Who’s using the system, and how tech-savvy are they?

  • How do we want remote participants to experience it?

Let your needs drive the system, not the other way around.

2. Ask for Simplicity

A good AV setup should feel invisible. If the vendor can’t explain how the system works in plain English, or if it takes more than one button to start a meeting — it’s too complicated.

Consultants help ensure the system fits your users, not just a technical spec sheet.

3. Get an Independent Perspective

If you only rely on integrator quotes, you’re limited to what that vendor sells. A consultant gives you an unbiased recommendation based on function and budget — not a sales target.

4. Look for Long-Term Value

AV isn’t just about today’s install. Ask:

  • How easy will this system be to update?

  • Will our team be trained on how to use it?

  • Will it scale to future needs?

5. Trust the Process — With the Right Guide

You don’t need to be an AV expert — you just need to work with one who listens, translates, and advocates for your needs.

Feeling overwhelmed by AV decisions?
We help non-technical leaders make clear, confident choices. Let’s talk.

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AV Planning, Office Technology, Project Management, IT & Infrastructure, Conference Room Design, Consulting Advice, Vendor Selection, Workplace Technology James Stoffa AV Planning, Office Technology, Project Management, IT & Infrastructure, Conference Room Design, Consulting Advice, Vendor Selection, Workplace Technology James Stoffa

When Should You Bring in an AV Consultant?

It all begins with an idea.

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.

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