A Facility Manager’s Checklist for AV System Maintenance

In Part 1 of this series, we explored the strategic mindset behind AV system maintenance: why it’s not just about fixing technology when it breaks, but about aligning it with your broader facility goals. Now, let’s shift from strategy to action.

This second installment walks through what proactive maintenance looks like in practice, with real-world examples that show how facility managers can stay ahead of AV issues. Whether you manage it in-house or through a Comprehensive Service & Maintenance Agreement (CSMA), the goal is the same: reliability, predictability, and peace of mind.

From Firefighting to Prevention

Picture this: A facility manager spends Monday morning chasing down complaints about microphones cutting out in a training room. By Wednesday, the same team is scrambling because the video wall in the lobby won’t power on before a major client tour. Instead of focusing on big-picture initiatives, they’re stuck in reactive mode.

Now imagine a different scenario. Every Monday, the same facility manager receives a short performance report from their AV partner: systems tested, firmware updated, cables inspected. By midweek, instead of crisis calls, the facility team is free to focus on new initiatives, confident that the technology is quietly doing its job.

That’s the difference between firefighting and prevention—and why proactive maintenance pays off.

 

What Proactive Maintenance Looks Like

Here’s how proactive AV care plays out in the real world:

• Daily/Weekly Checks: A quick test of microphones, cameras, and displays in high-use rooms catches small issues before they escalate. Think of it as a “morning warm-up” for your systems.

• Monthly Care: Dusting projector filters, tightening connections, and running software updates. These are small steps that prevent performance dips and extend equipment lifespan.

• Quarterly Reviews: Looking at system logs and redundancy features ensures that when one piece of equipment fails, another takes over seamlessly.

• Annual Planning: An audit of every device in your inventory—complete with service history and warranties—helps you plan for upgrades instead of being blindsided by sudden failures.

Each of these touchpoints creates a safety net that keeps your AV systems reliable and predictable.

 

Where a CSMA Fits In

The reality is that many facility teams don’t have the bandwidth to keep up with all of this consistently. That’s where a Comprehensive Service & Maintenance Agreement (CSMA) changes the game:

• Predictable Costs: No more surprise invoices for emergency fixes.

• Peace of Mind: With scheduled maintenance and monitoring, you reduce the risk of disruptive downtime.

• Vendor Accountability: Your AV partner is held responsible for keeping systems online and performing.

With a CSMA, the checklist doesn’t sit on a desk gathering dust—it gets executed consistently by a trusted partner.

 

Bringing It All Together

Strategic thinking gets you aligned with your goals. Proactive maintenance keeps your technology running smoothly. A CSMA ensures you don’t have to carry the entire burden yourself.

The result? AV systems that deliver reliably, staff who can work without interruptions, and facility managers who are free to focus on what’s next instead of what just broke.

Ready to see how proactive AV support could fit into your facility? Let’s talk about how a CSMA can deliver predictable costs, peace of mind, and vendor accountability for your organization.