Playing for keeps
Three tips for getting the job done right
If you're spearheading your organization's AV installation project, here
are three things you can do to help ensure that the process has a
happy ending—for you and your colleagues.
Open up the lines of communication
One common pitfall is for the client-side project leader to assume he
or she knows how his or her colleagues will want to use it. "Sometimes
there's a senior executive who wants a boardroom put in, and he says,
'Here's the budget, and here's what I want it to do,'" says Rich Sasson,
VCA's vice president of systems integration. "But ultimately, he's not
the one who will be giving the presentations or running them."
If you're the main representative of your organization for this preproject
consulting phase, it's in your best interest to get input from as
many of your colleagues as possible and to put them face-to-face with
the AV contractor. Some AV contractors will ask to speak directly with
end-users. Don't be offended; they're just trying to do their job.
Manage internal expectations
As the project moves through the budgeting and revision process,
make sure everyone knows what the cuts will mean. Colleagues should
also understand that the equipment isn't going to work like it does in
the movies, where large-screen displays and videoconferencing
systems appear to perform well beyond what real-world technology
will allow. "If they're expecting the moon and they get a pebble, they'll
be very disappointed," says Sasson. It's up to you to keep their
expectations in check.
Along the same lines, explain to your colleagues that due to
circumstances beyond anyone's control, projectors, plasma displays
and other specialized AV components sometimes fail within the first
few weeks of heavy use and must be replaced by the systems
integrator. Obviously, you shouldn't be charged for replacing defective
equipment, but be aware that it could cause some short-term
inconveniences. After a month or so, you should be able to count on
everything working fine.
Watch the timeline
Whether it's you, your facility manager or somebody you hire,
someone has to manage the project on your organization's behalf. This
person should understand that an AV system is not an off-the-shelf
solution; it involves tying together a lot of variables.
Systems integrators typically must work in concert with architects,
general contractors, electrical subcontractors, HVAC installers, interior
designers and others to pull a project together. Your organization's
designated project manager should know the relationship between
each of these players and understand that construction is never a
simple, linear process. Everyone's work depends on the others getting
their work done on time.
It's very important for this person to stay involved and keep an eye on
the clock. If things get off course, your project manager needs to get
the team back together in one room to find out what's going on. It's
often the only way to end the inevitable finger-pointing of a project
gone astray.
Articles courtesy of Professional Systems Network, Inc.