AV vs. IT: Why Your Organization Needs a Budget for Both
Today, your workforce is spread across homes, offices, and possibly even time zones. As companies grapple with the challenges of a hybrid working model, they’re finding that effective communication and technology infrastructure are more critical than ever. Yet, many organizations make the same mistake year after year: when it comes to budgeting, AV (Audio Visual) often gets lumped into the IT (Information Technology) budget. This common oversight can have significant implications for both the functionality and performance of your technology systems.
Now, it’s time to take a hard look at why AV deserves its own line item, and why merging it with IT could be hurting your business.
Understanding the Differences Between AV and IT
- What is AV (Audio Visual)?
AV refers to the technology and tools used to manage sound and visual components in a work environment. This includes everything from digital signage and video conferencing systems to projectors, microphones, and video walls. In a world of hybrid work, AV technology is what makes remote meetings possible, enabling smooth communication between team members, clients, and stakeholders spread across different locations.
- What is IT (Information Technology)?
IT, on the other hand, covers the infrastructure that supports data management, cybersecurity, cloud services, and network maintenance. IT teams handle everything from ensuring the company’s network is secure to maintaining data centers and managing help desks. In short, IT provides the backbone of your company’s digital infrastructure, without which the company’s day-to-day operations would grind to a halt.
- Why They’re Often Confused
It’s easy to see why organizations might lump AV into the IT department. After all, AV tools often rely on the same network and infrastructure that IT maintains. For example, video conferencing systems—a key AV component—use the company’s internet connection and may integrate with other software solutions overseen by IT. But AV and IT require different skill sets and, more importantly, different approaches to budgeting.
The Consequences of Merging AV into IT Budgets
When AV is treated as just another line item in the IT budget, it creates several issues for organizations, both in terms of efficiency and overall performance.
- Strain on IT Resources
IT departments already have a full plate—managing the company’s data infrastructure, cybersecurity, and software services. Adding AV responsibilities to their to-do list dilutes their focus and pulls resources away from mission-critical IT projects. IT professionals may not have the specialized knowledge needed to manage AV effectively, which can lead to costly mistakes and inefficiencies.
- Impact on AV Performance
Without a dedicated AV budget, the quality and effectiveness of your AV solutions may suffer. Meeting rooms equipped with outdated or improperly managed AV systems can result in poor video conferencing experiences, lagging presentations, and ultimately a negative impact on productivity. AV systems require specialized expertise and regular attention—something that’s hard to get when it’s treated as an afterthought in the IT budget.
- Financial Overlap and Waste
When AV is buried within the IT budget, there’s often a mismatch in how funds are allocated. IT might be given the lion’s share of the budget, leaving AV needs unmet or forcing last-minute, subpar purchases. Alternatively, companies may overspend on AV tools because they haven’t properly budgeted for regular upgrades or maintenance.
The Case for Separate Budgets: IT and AV Play Different Roles
- IT as the Backbone
Your IT budget should prioritize the core functions that keep your company’s digital infrastructure running smoothly. This includes investing in cybersecurity, managing cloud services, maintaining servers, and supporting internal networks. As new threats like ransomware and data breaches emerge, IT requires a robust budget to stay ahead of risks.
- AV as the Experience
While IT is the backbone, AV is the experience that makes working and collaborating enjoyable and productive. Imagine hosting a client meeting with glitchy video or a virtual town hall where employees can barely hear the speaker. AV’s role in enhancing communication and collaboration, especially in a hybrid world, is crucial to your business’s success. A well-functioning AV system allows for seamless video conferencing, digital presentations, and employee engagement—all of which require their own budget for innovation and maintenance.
- Budget Allocation Ideas
For larger enterprises, it might be helpful to allocate a specific percentage of the overall technology budget to AV systems. This ensures that there’s dedicated funding for AV upgrades and maintenance without compromising IT needs. Think of it as investing in both your infrastructure (IT) and your customer/employee experience (AV).
Budgeting Strategies for AV and IT in the Upcoming Year
- Why Now is the Time to Plan
The demand for advanced AV systems is growing as hybrid work becomes the norm, and businesses need to prepare for these changes. By proactively planning for both AV and IT needs, you’ll avoid the scramble of unexpected AV system failures or rushed tech upgrades.
- Balancing Short-Term vs. Long-Term Needs
One key to effective budgeting is understanding the balance between short-term fixes and long-term investments. Both IT and AV require ongoing maintenance, upgrades, and training, but long-term planning can help avoid budget crunches in the future. Consider what new technologies your teams might need next year, from AV tools that facilitate better remote collaboration to IT upgrades that strengthen your security posture.
- The Role of Outsourcing
Many organizations find that outsourcing their AV or IT needs can help ease the budgeting process. By partnering with external experts, you can ensure both AV and IT receive the specialized attention they need without overwhelming your internal teams. Plus, outsourcing often allows for more predictable budgeting by using service contracts or managed services agreements.
AV Budgeting Year-Round: Why It’s Not Just a One-Time Thing
- The Myth of the One-Time AV Investment
Unlike IT, which often gets ongoing attention and resources, AV is often viewed as a one-time expense. However, AV systems need regular maintenance and updates. Treating AV as a one-and-done purchase is a surefire way to end up with outdated or non-functional systems down the road.
- Maintenance, Upgrades, and Support
Just like with IT, AV systems require routine upgrades and support. From updating firmware to replacing equipment, these costs need to be part of your year-round budgeting strategy. Neglecting them can lead to system failures during critical moments, like client meetings or virtual events.
- Future-Proofing Your AV Systems
As technology evolves, so too will your AV needs. It’s important to budget not just for today’s systems but for future advancements, like AI-powered conferencing tools, augmented reality, and next-gen collaboration platforms. Building flexibility into your AV budget allows you to stay ahead of the curve and ensure your systems are always up to date.
How a Balanced AV and IT Budget Benefits Your Organization
- Increased Productivity
When AV systems are fully functional and IT infrastructure is running smoothly, employees can collaborate more effectively. Whether it’s holding a glitch-free video call or ensuring a secure network, properly funded AV and IT departments contribute directly to increased productivity.
- Improved Employee and Client Experiences
Well-maintained AV systems create a professional environment that boosts employee engagement and impresses clients. Imagine the difference between a flawless presentation with cutting-edge AV tools versus a frustratingly slow, error-prone setup. First impressions matter, and AV plays a big role in making a positive one.
- Supporting Digital Transformation
As more companies adopt digital transformation strategies, both AV and IT play crucial roles. While IT is the technical foundation that supports these transformations, AV helps deliver a seamless user experience. By ensuring both have the resources they need, you’ll be better positioned to take advantage of new technologies.
Common Pitfalls in AV and IT Budgeting and How to Avoid Them
- Ignoring Hidden Costs
It’s easy to overlook the hidden costs in AV and IT budgeting, such as ongoing maintenance, training, and software updates. These costs can add up, and failing to account for them can lead to underfunded departments and breakdowns in service.
- Failing to Align Budgets with Business Goals
Your AV and IT budgets need to reflect your organization’s overall strategy. Are you planning to expand your remote workforce? Invest in high-end AV tools to support virtual collaboration. Need better cybersecurity? Ensure your IT budget prioritizes new tools and security measures.
- Not Consulting Key Stakeholders
One of the biggest mistakes companies make is failing to include AV and IT personnel in the budgeting process. These are the people who know the technology best and can help provide accurate estimates for what’s needed in the upcoming year.
Steps to Create a Unified Budget Strategy
- Involving Both IT and AV Personnel
Collaborate with both IT and AV departments to ensure their needs are met without creating overlap or missing key investments. Both departments should work together to create a balanced strategy that ensures systems are properly funded.
- Setting Realistic Expectations
When setting budgets, it’s important to create realistic expectations regarding costs, timelines, and potential obstacles. This ensures that decision-makers are fully informed and ready to approve appropriate budget allocations for both AV and IT.
Conclusion: Don’t Wait Until It’s Too Late
If you’ve been lumping your AV and IT budgets together, it’s time to reconsider. Both departments play vital, but different, roles in the modern enterprise, and both deserve the proper resources to succeed. Failing to invest in AV can lead to communication breakdowns, while underfunding IT can compromise your infrastructure.
Ready to ensure your AV and IT systems are fully optimized? Contact us today to learn how we can help you build a lasting partnership that supports both your IT and AV needs.
