How to Budget for Audio Visual and Video Conferencing Solutions

October 6, 2021

While the last few months of the year tend to pass in the blink of an eye, it’s important to use this time to plan ahead for next year. Most managers and decision makers are in the thick of their 2022 planning, including budgets.

If you know you are in need of a technology upgrade, it’s important to include that in your budget. But that can be confusing when you are not entirely sure what you need, or what the total cost will be for the year — after all, there is no way to really predict what is going to happen in a given year (2020 taught us that!).

To help you navigate this challenge, we’ve put together some tips for budgeting for audio visual and video conferencing solutions.

1. Consider every cost

While AV equipment will likely make up the bulk of your expenses, that doesn’t cover the whole scope of associated costs. If you don’t take into account all related costs, you could end up having to sacrifice something important down the line, which can impact functionality and team productivity.

Some common costs you may not initially think of:

  • Upgrades to power equipment
  • Furniture considerations
  • Subscriptions
  • Service agreements
  • Support services

The type and amount of cost will vary from setup to setup, but this will give you a good place to start.

2. Understand your network requirements and business needs

You’ll also need to understand how a video conferencing system would work on your existing network. For example, are there currently enough network drops and bandwidth to support bringing in your ideal AV setup? If not, a network upgrade may be necessary and that would factor into the budget.

Also, consider your business needs and goals for the upcoming year. Are you developing a full return to office plan, or are you adopting a hybrid workplace? Knowing how and from where your teams will work is essential in setting an AV budget.

3. Choose a fixed-cost option

Sometimes the biggest challenge of budgeting for your audio visual conferencing systems is the fluctuation of costs throughout the year. However, there are AV as a Service options that operate on a subscription model, allowing you to move the expense from CapEx to OpEx and have it be more predictable.

For example, the IVCi Evolve AVaaS program provides all inclusive upgrades, flexible term lifecycles, on-demand QR code support, and a dedicated team to assist you with anything you may need — all under one subscription.

4. Trust the experts

If you are still unsure, you can always reach out to a trusted AV integrator like IVCi to discuss your current landscape and where you hope to be in the future. They can make recommendations and provide estimates to help you budget accurately.

If you need assistance planning for your 2022 AV and video conferencing setup, reach out to IVCi today. Our team of experts is ready to assist you in all areas of your AV integration process, so you can budget and plan accordingly to be prepared.

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