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One of the most common questions I get asked from techs at other churches usually deals with the process of selecting an integrator for a project.
For many churches, a construction project or a capital improvement (like a new PA, video camera install, etc.) is the end result of years of vision-casting and fundraising. A significant project like that deserves to be managed well, since for many churches, there’s no telling if or when they will be able to undertake a similar project over the next several years.
So, the process of selecting an appropriate AVL integrator to handle a big project is a delicate and important one. Here are several things I’ve learned over the years from my time managing these type of projects for my church:
1. Get the integrator involved early.
One mistake that many churches often make is waiting too long in the design process (especially for new construction) to get an AVL company involved. Those churches will ask their architect or electrical contractor (EC) to spec what they think is appropriate for an AVL install. Then, after the plans have already been designed (or even after the slab has been poured), they or their general contractor (GC) will then bring an integrator into the mix.
That process runs the risk of handcuffing the entire project. The ability to install infrastructure in the correct places is compromised if the concrete slab is finalized, and the AVL scope could call for greater electrical needs than the EC has spec’ed. That all could lead to change orders and schedule issues that would all delay the project and increase the budget.
Thus, having an AVL company be part of the design process not only brings more cohesion among all of the contractors, it also allows all of the infrastructure needs to be thought out prior to construction actually beginning.
... having an AVL company be part of the design process ... allows all of the infrastructure needs to be thought out prior to construction actually beginning.
2. Have one company handle both the AVL design and build.
This is by no means a knock against companies that strictly handle design; they carry an important role in the AVL community. However, having one company design and another build can lead to tremendous coordination and communication issues, and I have learned that from my own experience.
When a design company hands off their drawings and collects their check, typically that signals the end of their role in the project. It’s now up to a second company to take those drawings and install a system that has already been specified and drawn up.
It’s not uncommon for an install company to then make their own modifications to the plan once they’re in the field. There may be a coordination issue with another trade, so conduit or rigging requirements may need to shift. Install locations of equipment may end up needing to be different for various reasons, and the installer may just flat out decide that he doesn’t like the drawing or it doesn’t make sense, so he decides to do the install a different way.
Changes to the scope like this could not only be costly, they could hamper a church’s ability to operate after the fact. When any major project is completed, it’s not uncommon for an installer to hand off an “as-built” drawing that shows how the infrastructure was installed. However, when an install is different than the original design, it’s possible that you know have multiple sets of drawings that don’t match each other, or that you don’t even get an accurate as-built. Plus, if someone asks in the field why something was designed a certain way or whether it can be changed, the installer may not be familiar enough with the original vision behind that design and may be incapable of giving an informed answer.
The solution: find one company to handle the AVL portion from start to finish. I promise it will be much easier.
3. Get references.
This is especially critical if this could be your one and only major project on the horizon for a very long time. This is your baby, and it deserves to be treated and managed well. Ask churches in your community who they have worked with in the past, and don’t be afraid to reach out to other (even larger) churches in your region or across the country.
This is your baby, and it deserves to be treated and managed well.
Interview an integrator about projects they’ve done, what worked, and what they have learned from their failures. Ask about projects that didn’t go according to expectations and how that was handled. Ask them why they get repeat business from certain customers, and then go ask their customers the same questions.
A very telling question: ask them who they would recommend for the project, if they themselves end up being not selected, and why they would choose that other company. Someone who treats their competition with respect is always worth considering for a project, because it means they’ll treat you with respect too.
4. Develop local relationships.
Sometimes there’s a fallacy that says a consultant only knows what he’s talking about if he’s from out-of-town. Honestly, sometimes that may be true.
But there is always a benefit to having a great relationship with a local AVL company. Even if it’s for nothing but conference room installs or event rentals, having someone local in your back pocket is critical. Their ability to help out in a pinch will pay dividends, especially if you’re able to consistently invest in their relationship.
However, that company may not be suited for a large project you’re considering, and that’s fine. But when looking at integrators from elsewhere in the region or country (which is something we commonly do at our church), understand the fact that their response to a problem can often be restricted due to geography and travel time.
5. Don’t be a guinea pig.
Sometimes, a church may feel compelled to use a small, local company simply because they’re local and cheaper. Or, they may want to use a company that is run by (or employs) a member of the congregation. On the surface, that’s not an inherently bad thing; it’s good to partner with people you know and trust.
However, remember again that your project is your baby and another one like it may not happen again for several years; this is your ONE CHANCE to get this right.
Don’t ever let your project be the biggest one that your integrator has ever done.
Don’t ever let your project be the biggest one that your integrator has ever done. Period.
You never, ever want a company to be learning on the job while they’re doing work for you. You should expect their level of ability and expertise to surpass your needs, and that typically only comes from someone who’s done similar or larger projects before.
If they’re learning on the job, that means they’ll have a hard time addressing issues that develop during install/commissioning, they’ll have a hard time supporting you after the install, and they’ll even have a hard time with the design, because they aren’t even sure how to effectively have enough vision to plan the system for future growth.
Partner with a company who is familiar with projects like yours. It will pay dividends down the road.
6. Find someone who supports your vision.
As a point to go alongside my previous one, if you’re finding someone accustomed to doing projects like yours, don’t allow yourself to feel like you’re just another notch in their bedpost or you’re getting a cookie-cutter service because they just “lather, rinse, repeat” their way through the design process.
Find a company that has a staff who connects relationally with your church’s leadership team and wants to know and understand the church’s mission, vision, and long-term goals. Because of their relational investment in you, they’ll be more attentive to your specific needs during the design process, and you’ll get a customized product that works for you.
Spend time developing a relationship on the front end. A company willing to do that is a company willing to walk with you on every step of the journey.
7. Understand that things are going to go wrong.
No major project ever happens exactly according to plan. Something always happens wrong. The schedule gets delayed, gear will be DOA out of the box, or your leadership will have an 11th-hour vision change that causes coordination challenges.
How will your integrator handle that? Will they incessantly nickel-and-dime you with change-orders for every small thing that gets tweaked? Or are they more concerned with helping you get across the finish line than with trying to account for every penny?
If something goes wrong during install, will they be quick to point the finger at other subcontractors or even at you (the client), or are they willing to step up and do what it takes to find a solution to keep the project on track?
What will their service and support be like after the project is over and they’ve collected their last check and gone home?
These are all great questions to ask during the interview process and even when checking references.
8. Ask questions.
Never hesitate to ask questions. After all, you’re about to spend thousands (or maybe even millions) of your parishioners’ tithe dollars, and it makes sense that you should know what you’re buying.
If your integrator is spec’ing gear you’re not familiar with, ask what it does and why they’re recommending it. Ask if you can get a manufacturer-led demo of a piece of equipment ahead of time (before you have to make a final decision and lock in a budget) or if you can go visit another facility close by that has the same thing installed.
If your integrator is spec’ing gear you’re not familiar with, ask what it does and why they’re recommending it.
If it seems like it costs too much, ask if there’s a more cost-effective alternative and what the trade-off could be.
The point is, don’t ever allow yourself to feel like something is getting forced down your throat. As the client, you are always in the driver’s seat, and you should be at a place of comfort when you’re making decisions. Granted, there’s always an element of uncertainty when you’re handing the reins over to a company to make decisions about something with which you may not be very informed.
But this car moves at the speed you drive it. Ask as many questions as you can before you get behind the wheel.
In any major project, there are a lot of critical decisions, and none of them should be taken lightly. However, many churches lack experience in dealing with capital AVL projects or building design, and that’s why it’s critical to be properly educated on the front end.
Taking the time to get the right company and resources involved up front will make all the difference in the world on the back end. It will be more efficient financially, smoother with coordination on install, and work more functionally for your teams when it’s complete.
