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How Audio Visual Maintenance Benefits Your Business

AV solutions are becoming indispensable for businesses to enhance customer engagement and achieve their goals, so doing what they can to avoid service interruptions is crucial. After all, audio visual technology can be prone to problems, which can disrupt a hybrid meeting, cause frustration, lose sales, and damage equipment. 

As with most things in life, if something is important to you, or it plays a key role in your day to day activities, chances are it’s worth looking after. 

What is Audio Visual Maintenance?

AV maintenance is a proactive approach to keeping your audio-visual equipment in optimal working condition and extending its lifespan. It involves inspecting, cleaning, testing, and repairing AV systems and components to prevent breakdowns, ensure seamless functionality, and minimise downtime.

There are some aspects of audio visual maintenance which you can carry out yourself, such as regularly inspecting your AV equipment for signs of damage or wear and keeping your AV equipment away from dust, heat, and humidity. 

Other tasks include calibrating your AV equipment or updating its software and firmware, or which you may prefer to leave to a professional AV maintenance provider.

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How Do Businesses Maintain Different Types of AV Equipment?

For any of our commercial AV installations, we offer service and support packages to help keep your valuable investments performing optimally. But many businesses have a mix of old and new equipment installed by AV companies or their IT department, so what is the best way to maintain this potentially disparate technology?

Not only this, many businesses today use a wide variety of audio visual equipment in their workplaces, from audio equipment, video conferencing devices and digital signage installations, to name but a few. The technology contained within each device, and the way data is transmitted, can vary considerably.

Occasionally, an old AV device which may not have received a great deal of tender loving care over the years might be better off being refreshed with up to date version. So, the safest scenario is for routine maintenance to be planned in at the point of installation, rather than waiting until a problem has arisen.

If you need help deciding which of your AV equipment should be maintained and which should be replaced with modern technology, give us a call and we will happily provide some advice.

The ideal solution is to work with a partner who not only integrates all of your AV equipment, but who can then maintain it, resulting in fewer suppliers, reduced costs, and more time savings.

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What are the benefits of AV maintenance?

Usually it’s cheaper to keep a piece of AV hardware running through proper maintenance than it is to buy a new piece of equipment. This is because maintenance costs are typically much lower than the purchase price of new equipment. In addition, maintaining an existing piece of equipment can extend its lifespan, which can save you money in the long run.

Assuming your AV hardware is in good running order then it is certainly worth having it maintained professionally because it will reduce downtime and unforeseen costs. Prevention is better than cure and proactive maintenance helps identify and address potential issues before they cause major disruptions, saving you from costly emergency repairs and lost productivity.

As well as this, well-maintained AV systems contribute to a more efficient and productive environment for meetings, video conferences, and training sessions. Regular maintenance ensures that your AV equipment is operating at its peak performance, delivering high-quality audio and video for your presentations or to your customers.

After a routine AV maintenance site visit, you should be supplied with a health check report, detailing the status of each piece of equipment, allowing you to stay informed about your precious hardware.

How is audio visual maintenance carried out?

A professional AV maintenance provider will be well-versed in various types of AV equipment, including projectors, displays, sound systems, and network infrastructure. This expertise allows them to identify potential issues, troubleshoot complex problems, and perform advanced maintenance tasks that may require specialised tools or procedures.

The exact maintenance process will vary by device and there will be slight differences for say, a video conferencing system compared to a digital signage system. For example, while both require cleaning of AV components, updating firmware and software, and troubleshooting issues, there will be specific maintenance requirements for each. 

A video conferencing system may require monthly maintenance with regular audio and video calibration checks, compared to quarterly maintenance for a digital signage system where the focus would be on networks and content playback.

With that in mind, there are some maintenance areas which generally apply to most AV systems:

Visual Inspection

A thorough visual inspection of all AV components identifies any signs of damage, wear, or loose connections.

Cleaning

Dust, debris, and moisture can clog filters, affect performance, and cause overheating. Regular cleaning keeps equipment clean and prevents damage.

Testing and Calibration

Testing ensures that all AV components are functioning correctly and calibrated to deliver optimal audio and video quality. Fine-tuning various settings allows accurate colour reproduction, precise audio reproduction, and flawless synchronisation between audio and video.

Updating Software and Firmware

Regular updates ensure that all AV equipment is running the latest software and firmware, which may include bug fixes, performance enhancements, and security updates.

Troubleshooting and Repairs

If any issues are identified, problems can be diagnosed and repaired promptly to minimise downtime. When carrying out routine maintenance, we can also assess the current AV system and identify areas for improvement, such as outdated equipment, potential upgrades, or the need for additional components to meet evolving needs. 

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What are the common problems with AV equipment?

Murphy’s Law states “Anything that can go wrong will go wrong.” and even the most modern AV technology can suffer outages. 

Common problems experienced with AV equipment include audio and video issues, connectivity problems, defective hardware, and software issues. Here are some of the problems users may experience: 

Audio Issues

  • No sound or muffled sound
  • Static or buzzing noises
  • Out of sync audio and video
  • Poor sound quality 

Video Issues

  • No image or distorted image
  • Screen flickering or tearing
  • Out of focus image
  • Poor colour reproduction

Connectivity Issues

  • Cables that are loose or damaged
  • Incompatible hardware or software
  • Incorrect settings or configurations
  • Power outages or surges 

Hardware Issues

  • Defective components
  • Overheating or wear and tear
  • Physical damage
  • Environmental factors such as excessive humidity or dust

Software Issues

  • Buggy software or firmware
  • Corrupted files
  • Lack of updates or patches
  • Compatibility issues
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Professional AV Maintenance

While individuals can perform basic maintenance tasks like cleaning and dusting AV equipment, engaging a professional AV maintenance provider is recommended. 

As professional AV integrators we have in-depth knowledge of the different types of audio visual devices that businesses use today. This puts us in an ideal position to maintain all of your AV equipment, from video walls to room booking systems

Our expertise, experience, and commitment to preventative maintenance can significantly improve the longevity, performance, and efficiency of your AV systems, ensuring a smooth and reliable experience for users. We can provide as much or as little support as you need and our team is always quick to respond and resolve any issues you may have.

Routine maintenance is carried out at a time which suits your business so as not to impact on your day-to-day business functions. So you can stay focused on what is important to your business, with peace of mind and knowing your AV equipment is in good hands.

Get in touch with us today or simply call us on 01442 620078 to discuss how your business can ensure your AV equipment continues to work as hard as you do.

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