Bridging the IT–AV Gap: A Practical Guide for Facility Directors of Technology

How IT teams can confidently manage AV systems without the stress, guesswork, or on-the-job trial by fire.

Modern buildings run on technology—and the IT department is the backbone of that technology. But as conference rooms, digital signage networks, hybrid meeting solutions, lecture halls, and event spaces multiply, one trend keeps accelerating:

👉 IT teams are now responsible for AV systems… even though IT training rarely includes AV.

And the result is predictable:

• Tickets increase

• Meeting failures spike

• Rooms get “mysteriously” unreliable

• IT staff lose time on reactive support

But none of this is the IT team's fault.
It’s what happens when two very different technology worlds collide:

IT = packet-based, standardized, software-defined

AV = signal-based, hybrid analog/digital, often custom-built

This guide gives Facility Directors of Technology a clear, practical foundation for understanding and managing AV—without having to become an AV engineer.

You’ll also get 10 essential checklists to help you take control of your systems immediately.

The Ten Essentials: With Full Checklists (free pdf download below)

1. Understand the AV Landscape You’re Now Managing

Before you can manage AV effectively, you need a baseline understanding of what you actually have.

Unlike IT hardware—where assets are standardized, labeled, and easy to track—AV systems are often a patchwork of upgrades, additions, and “mystery components” installed throughout the years.

Common Challenges

• Inconsistent documentation (or none at all)

• Unknown system age—some rooms run on 15-year-old switchers

• Loose ends in the system topology from past contractors

• No clear chain of responsibility for rooms or equipment

• Custom-programmed control processors with no version control

• Gear that is technically working but no longer supported

Why This Matters

A proper baseline reduces support time, improves decision-making, and sets the foundation for lifecycle planning.

Checklist: AV System Baseline Review

▢ List all installed AV systems
▢ Document age and condition
▢ Identify unsupported or obsolete gear
▢ Note system topology & signal flow
▢ Capture photos of every equipment location
▢ Document points of failure
▢ Determine what control systems are running and who programmed them
▢ Identify rooms with inconsistent hardware (highest cause of user confusion)

2. Prevent Problems Before They Hit Your Help Desk

Reactive AV support drains IT time.
Just one bad HDMI cable or clogged projector filter can take down a full executive briefing.

AV breaks differently than IT gear—heat, dust, connectors, moving parts, and user interactions create failure points that aren't obvious until systems fail mid-meeting.

Why It Matters

Preventative maintenance reduces:

• Meeting delays

• Help desk volume

• Emergency rentals

• System downtime

• Costly last-minute vendor calls

Checklist: Monthly Preventative Maintenance

▢ Check projector/LED display health
▢ Test audio sources & microphones
▢ Verify DSP and amplifier settings
▢ Inspect cabling for wear
▢ Power-cycle devices that require it
▢ Validate control system functionality
▢ Review event logs for errors
▢ Test network switches supporting AV-over-IP
▢ Confirm USB extension and camera performance
▢ Ensure firmware versions are up to date

3. Budget for AV Like an IT System (But With Its Own Line Items)

Most IT budgets don’t account for AV equipment lifecycles, consumables, or the unique wear components built into AV systems.

Key Considerations

AV systems include:

• Lamps, lasers, DLP/LED components

• Microphones, wireless transmitters, and batteries

• Amplifiers & DSPs

• Control processors and touch panels

• Cables, extenders, and adapters

• Mounting hardware and installation labor

What IT Directors Often Miss

• Projectors may require annual filter replacement

• Batteries for wireless mics must be budgeted monthly

• Touch panels have finite lifespans

• Firmware updates often require contracted labor

Checklist: AV Budget Planning

▢ Add preventative maintenance line items
▢ Include calibration and tuning
▢ Plan for replacements (3–7 year cycles)
▢ Allocate for emergency rentals
▢ Track aging hardware
▢ Budget for training users and staff
▢ Include annual AV system health assessments

4. Create Standard AV Procedures for Your Team

AV consistency is crucial.
When every room works differently or every tech handles an issue their own way, the support load skyrockets.

Why Standard Operating Procedures Help

• Streamline support

• Reduce user errors

• Shorten training time for new IT staff

• Improve meeting reliability

• Enable predictable room behavior

Checklist: SOP Documentation

▢ Power-up / power-down procedures
▢ Room reset procedures
▢ Meeting support workflow
▢ Troubleshooting steps
▢ Escalation path
▢ Event-day checklist
▢ Who maintains room scheduling panels
▢ Clear standards for cable labeling and storage

5. Maintain a Real-Time AV Inventory

AV equipment has a habit of “walking.”
Adapters disappear, microphones migrate, cameras get swapped, and firmware versions drift across rooms.

Why It’s Challenging

• Rooms are used by many departments

• Gear gets reallocated without notice

• AV doesn’t have as rigid asset tracking as IT

• Multiple vendors may have installed equipment over the years

Checklist: Inventory Control

▢ Tag every device
▢ Track location changes
▢ Document loaned equipment
▢ Track firmware versions
▢ Log all repairs
▢ Record serial numbers and warranty info
▢ Document which rooms have unique configurations

6. Forecast AV Needs Before They Interrupt Operations

AV systems age out.
And unlike purely digital IT hardware, AV gear often deteriorates slowly: dimming displays, degrading audio quality, intermittent connectors, or laggy control processors.

Why This Matters

Forecasting prevents:

• Unexpected failures

• Rush purchases

• Costly short-term rentals

• Meeting disruptions

Checklist: AV Forecasting

▢ Identify frequently failing components
▢ Track room usage patterns
▢ Monitor which gear is aging out
▢ Plan for seasonality (events, conferences)
▢ Track display brightness levels
▢ Identify rooms requiring standardization

7. Understand How Rooms & Systems Are Used

AV support becomes more effective when you understand behavior patterns, not just hardware specs.

Usage Insights Can Reveal:

• Which rooms need hardware upgrades

• Which rooms generate the most tickets

• When user training is required

• Which systems fail only at peak load

Checklist: Usage Insights

▢ Track peak times
▢ Note high-demand spaces
▢ Flag recurring pain points
▢ Document user feedback patterns
▢ Identify rooms frequently used for high-stakes meetings
▢ Monitor which features users struggle with most (BYOD, USB, cameras, etc.)

8. Reduce AV-Related Operating Costs

Many AV expenses are avoidable with better planning.

Where AV Waste Comes From

• Emergency rentals

• Inconsistent equipment across rooms

• Lack of maintenance

• Unnecessary quick-fix purchases

• Duplicate hardware orders

• Misconfigured systems that reduce lifespan

Checklist: Cost Reduction Steps

▢ Compare rental vs upgrade costs
▢ Standardize room configurations
▢ Maintain spare kits
▢ Prevent duplicate purchases
▢ Create a single source of truth for AV documentation
▢ Use data-driven decisions to decommission or repurpose equipment

 9. Train IT Staff on Core AV Concepts

Your team can support AV—they just need the right foundation.
AV isn’t taught in traditional IT programs, but the crossover skills are closer than you might think.

Essential Topics Include:

• Signal flow

• Microphone types

• USB extension and camera behavior

• Control system logic

• Basic audio gain structure

• How projectors and LED displays differ

Checklist: Essential Skills IT Staff Need

▢ Basic signal flow
▢ Microphone types & use
▢ Control system basics
▢ Room support procedures
▢ Equipment scheduling
▢ Troubleshooting fundamentals
▢ AV-over-IP foundations
▢ Camera framing & video call optimization
▢ Basic gain structure adjustment & impact of room acoustics

10. Use a Platform Built for Managing AV

Spreadsheets, emails, and shared drives simply don’t scale for modern AV operations.

Why You Need an AV Management Platform

• Keeps track of every device

• Enforces preventive maintenance workflows

• Centralizes documentation

• Tracks room usage

• Simplifies event support

• Provides reporting for budget decisions

• Helps standardize across facilities

Checklist: What an AV Platform Should Provide

▢ Inventory tracking
▢ Preventative maintenance workflows
▢ Room profiles
▢ Event support tools
▢ Documentation storage
▢ Lifecycle and replacement planning
▢ Reporting & analytics
▢ User-friendly interface for non-AV experts

Conclusion: You Don’t Need To Become an AV Expert—You Just Need the Right Support

IT pros are already overloaded.
AV shouldn’t add more stress.

AVaStar gives Facility Directors of Technology the processes, training, and tools to support AV operations confidently—without needing years of AV experience.

Free Download: The AV Stewardship Checklist for Facility Directors

Running AV without structure is a liability.
Grab this printable one-page, high-impact checklist:

📥 The AV Stewardship Checklist: 10 Essentials Every Facility Director Should Have Covered

This quick-reference tool helps you:

✔️ Get immediate clarity on your AV systems
✔️ Spot gaps in your current AV operations
✔️ Implement smarter AV practices today — no guesswork

Use it to baseline your systems, prevent failures, cut waste, and run AV like IT.

👉 Download the checklist now and take control of your AV responsibilities in under 5 minutes.

👉 Visit AVaStar.io to learn how our platform helps IT teams to simplify AV management, reduce costs, and demonstrate responsible ownership.