How do you audit and optimize your AV equipment inventory and maintenance costs?

If you provide audio visual support for events, meetings, or presentations, you know how important it is to have reliable and functional AV equipment. But how do you keep track of your inventory and maintenance costs, and how do you optimize them to save time and money? In this article, we will share some tips on how to audit and optimize your AV equipment inventory and maintenance costs, using a simple four-step process.

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1 Step 1: Assess your current inventory

To assess your current inventory of AV equipment, you can use a spreadsheet, a database, or a dedicated inventory management software to record the necessary information. This includes the name, model, and serial number; purchase date and price; warranty and service contract details; location and storage conditions; usage frequency and history; performance and functionality issues; and maintenance and repair costs and schedule. This will provide you with an accurate overview of what you have, where it is located, and how it is functioning.

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Michael Freund

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Make a note of where these devices are plugged in. If they are in data ports, what does the label say? If it is plugged onto a screen, which screen is the device in?

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2 Step 2: Identify your needs and gaps

Identifying your needs and gaps in terms of AV equipment is the next step, based on your current and future projects, clients, and goals. Ask yourself questions such as what types of events you support or plan to support, the typical AV requirements and expectations of your clients or stakeholders, the current trends and best practices in AV technology and design, and the potential risks and challenges that could affect your AV service delivery. This will help you determine what should be added, upgraded, or replaced in your inventory, as well as what can be eliminated, donated, or sold.

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Michael Freund

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Discuss how your users will interact with the system. Many users may be less technical so understanding how easy it is to use is important.

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3 Step 3: Compare your options and costs

In the third step of acquiring, maintaining, or disposing of AV equipment, you need to compare your options and costs based on your needs and gaps analysis. To do this, you can use online tools, catalogs, reviews, or vendors to research features, specifications, compatibility, availability and delivery time, price and payment terms, warranty and service contract options, customer support and satisfaction ratings, environmental impact and disposal methods. This will enable you to effectively weigh the pros and cons of each option as well as calculate the total cost of ownership including the initial purchase, ongoing maintenance, and eventual disposal.

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Michael Freund

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Also discuss the options available with an integrator or av company. There are lots of hidden costs and considerations to make.

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4 Step 4: Implement your plan and monitor your results

The final step is to implement your plan and monitor your results for optimizing your AV equipment inventory and maintenance costs. You can use a project management software, a checklist, or a calendar to purchase, install, and test new or upgraded equipment; dispose, donate, or sell old or unused equipment; update your inventory records and labels; train staff and clients on how to use and care for the equipment; schedule regular inspections and preventive maintenance; and track and analyze your inventory performance and costs. By doing so, you can guarantee that your AV equipment is always ready, reliable, and cost-effective.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Michael Freund

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If you are doing this during other works, ensure you've got your infrastructure in place and that the systems don't clash with other services going in. TVs often need to mount to a flat wall and the latest trend is to have slat walls, making it more difficult to install products.

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How do you audit and optimize your AV equipment inventory and maintenance costs?

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1 Step 1: Assess your current inventory

2 Step 2: Identify your needs and gaps

3 Step 3: Compare your options and costs

4 Step 4: Implement your plan and monitor your results

5 Here’s what else to consider

Audio Visual Support

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