How the AV Installation Process Works

The AV installation process can be a winding road.

Have you ever had an AV project that’s gone way over budget, taken far too long, or resulted in an outcome that didn’t meet your expectations?

These issues are common. Audio/Video installations can be complex, and almost any project will have unforeseen challenges.

But a carefully crafted AV installation process can help things to run more smoothly.

At High Country, we’ve installed AV equipment for mission-critical systems in major corporations and government facilities.

Based on that experience, here’s the AV installation process that we’ve found works best.

1. Initial contact

After you find the AV company you want to work with, the installation process starts with a discovery call. This is a time to discuss factors like:

• The current state of your Audio/Video systems
• Budget considerations
• Space considerations
• The requirements of your end users
• Timeline for implementation

During the call, you may take the first steps toward outlining a solution, but in most cases, the purpose is simply to outline your requirements as fully as possible.

2. The provider does research

After the call, the next step in the AV evaluation process is for the AV company’s team to conduct rigorous analysis and planning. This way, they can present you with a solution that’s ideally fit to your needs. Planning may involve:

• Product pricing information
• A plan for how new equipment will integrate into your current AV setup
• On-site technical review if needed

It’s important not to rush the research phase; it enables the AV company to put together a comprehensive proposal that clearly addresses your audiovisual requirements. Ultimately, research leads to a smoother installation.

3. You receive a proposal

After the research phase, the next step is typically for the AV company to create a comprehensive and transparent proposal.

At High Country, our proposals often include:

• A detailed presentation of our recommended approach
• A presentation of an alternate approach
• Resumes of any key personnel that would be assigned to the project
• Fee proposal and assumptions
• Examples of past performance and references
• A line-by-line fee breakdown
• An alternate fee breakdown
• Spec sheets on any products used
• Insurance verification

Many proposals lack thoroughness or transparency. We make sure to nail the details during this step, because the more thorough the documentation upfront, the smoother the project goes.

This step concludes with a finalized, signed proposal that sets the stage for your AV installation.

4. The provider performs the actual AV installation

The details of your audiovisual installation will vary greatly depending on the equipment that’s involved in your project.

However, there are several principles that it’s important to follow carefully to keep your project on track:

The best installation projects are led by a dedicated project manager. This person should guide your project and be accessible via phone and email. They’ll likely attend all relevant meetings (like construction meetings with General Contractors) to ensure information is clearly communicated.

The best projects adhere to timelines and budget as much as possible. This is stating the obvious, but you’d be surprised to know how many projects are undertaken without detailed schedules.

The best installation projects involve proactive communication of progress. For example, at High Country, we commonly use the iAuditor platform, which enables you to log in and see daily progress on your AV project so that you’ll never be in the dark as to what’s going on.

5. Your AV equipment is commissioned

After the installation process, your provider will commission your new AV system so that it’s ready for use. This step often includes:

• Completing audio or video calibrations and final programming changes as needed.
• Testing your system fully to ensure that it’s working the way that your end users need it to.
• Providing any relevant training on functionality and features so that you’ll have full confidence in operating your new AV system from Day One.
• Providing comprehensive documentation on your new system. Not all companies do this, but it’s very helpful. At High Country, we provide all asset information – from device serial numbers to IP addresses – so that anyone can come in and quickly understand how your system is set up.

At the conclusion of commissioning, your audiovisual system will be fully ready to go.

6. You get access to support

Finally, the last stage in the AV installation process provides value after your project is deployed. This may involve:

• Always-on-call support for any AV technology issues
• 24/7 remote monitoring to allow you to move from reactive to proactive support
• AV-as-a-Service to minimize the pain of maintenance and provide access to continual updates

The outcome is that your systems will continue to perform well, and your users will have access to the support that they need.

Want your next AV installation process to follow a proven process?

While perfect AV projects aren’t common, a proven process can help your next AV installation to proceed more seamlessly.

If you’re ready to bring your AV vision to life, let’s talk.

AV installations are complex – but when you work with us, we can make the experience on your end much easier.