January 11, 2023 | Reviewed by Sam Scott

In this article, we detail the first stage of the AV project process: discovery and planning.

Planning needs can range depending on the organization. And notably, AV planning is not the same as AV design. When you design a system, you’re already building a solution. But how do you know exactly what problem to solve and what constitutes success? The planning process will determine the AV project’s objectives.

Organizations begin large projects because they have a business problem that needs a solution. But for these (often costly) initiatives to provide a net benefit, it’s imperative they target the right problem and appropriately address its scope.

Without proper planning, you risk draining your capital budget on an AV system that does not get to the heart of the issue. Users are no better off than before, and decision-makers wonder where the return is on their investment.

To get it right, you should conduct a feasibility study, evaluate your options against well-defined project selection criteria, and consider the system’s place within the facility’s lifecycle planning.

Conduct A Feasibility Study

A feasibility study aims to identify a project’s problem statement and explore ways to solve it. It is a social and creative task that should involve anyone affected by the problem or the potential solution. For AV system designers and consultants, this is also referred to as the discovery phase; they must gain a deep understanding of the organization’s needs before proposing a solution.

First, you should brainstorm with your project team. The best way to do this is by using questions to stimulate discussion. These questions will prompt the team to dig deep into how your users function and how the business works day-to-day. It will also uncover other problems you might be able to solve with your AV solution.

We’ve shared some of our prompting questions in our AV Project Planning Flowchart below. A discussion of the most critical questions and answers will help narrow your focus onto a central problem statement.

Here are some problem statement examples:

• How do we keep our hybrid workforce connected and collaborating?

• How can we communicate urgent messages to staff and patrons across our facility?

• How can we elevate our building’s status to build anticipation and excitement for our launch or special initiative?

• How can we add more entertainment options to our game-day stadium experience?

• How can we leverage our space to create revenue-generating AV experiences?

  
  

Once you’ve identified a problem statement your key stakeholders can agree on, it’s time to look at potential solutions. Generally, each option will revolve around a core piece of technology designed to satisfy a specific need.

In commercial AV, your solution may require products and infrastructure to handle each of the following domains: audio, video, and control. Each domain has its own questions that should be answered during the planning process. Here are some examples:

Audio

• How many speaker zones need to be individually controlled?

• How many audio inputs do we need (e.g., microphones, message players, Bluetooth channels)

• How loud will the environment be, and how critical is the audio content?

Video

• Is the environment better suited to projectors and screens or TVs (a.k.a. flat panel displays)?

• Do we need individual control over each display?

• How many cable boxes or laptop inputs do we need?

Control

• Does each room need its own control panel, or will a central control location suffice?

• How simple should the controls be? What is the technical aptitude of our users?

• Should the AV system connect to other devices, such as blind and lighting controllers?

As the system requirements and potential technologies become apparent, so does the overall solution’s technical feasibility. A technically feasible solution is one that can be implemented with available tools and technology.

When all is said and done, you should have identified a problem statement and a short list of technically feasible solutions. Next, it’s time to evaluate your options and build out a business case for the best alternative.

Download a free 11” x 17” PDF of our AV Project Planning Flowchart

Evaluate Your Potential AV Solutions

Commercial audiovisual systems can require a significant financial investment. Further, they will influence your customer and staff experience for years to come. It is critical that you evaluate multiple options to ensure you pick the best one for your organization’s needs.

To find the ideal solution, you should specify your criteria for project evaluation. With well-defined project criteria, you can rank each solution and make a more effective, confident proposal for approval.

Here are some examples of project evaluation criteria:

• How well does it solve the problem?

• How easily wIll it integrate with the building and existing systems?

• What is the user experience?

• Is it budget-appropriate?

• Does it present negative externalities or risks?

Further, your organization may have competing priorities for project approval. Its decision-making process could depend on the return on investment (ROI), risk ranking, or other factors valued by the budget committee. You will make a more compelling case for approval if you integrate these factors into your project criteria.

To find the best solution, you should quantify each option’s performance in each factor and total their scores. For example, you may rate each on a scale of one to five and assign higher weights to certain criteria. What’s important is that you use the same weighting and scale when you evaluate each option. That way, you will arrive at an objective ranking.

At the end of this process, you will have narrowed in on an AV solution that will provide the greatest benefit to your organization.

Consider Your Facility’s Lifecycle Management

AV projects are often seen as one-time capital expenditures. They are viewed through the lens of one budget cycle with a focus on crossing the finish line. But what happens when the equipment reaches its end of life (EOL)?

This is where lifecycle planning comes in, and it’s best conducted by an AV expert with extensive knowledge of AV technology and industry trends.

An AV consultant can look across your organization to identify when systems and equipment will need a refresh. Then, they can provide a multi-year plan with estimates attached. This plan will help secure your budget for future projects and ensure nothing in your portfolio falls into neglect and disrepair.

Seeing these costs laid out over several years can also encourage decision-makers to prioritize quality products and well-designed systems that may cost more upfront but will provide years of value. Further, budget committees will appreciate a quantified AV project plan that can integrate with their broad asset management strategy.

Planning can take several forms, and it’s not a one-size-fits-all process. But however you adapt the approach to your organizational context, this crucial stage is essential to creating a strong foundation for your next AV project.

And if you’d like some help from an experienced AV consultant, contact Chroma today.