Maintaining Your AV Technology: Do it Yourself, Service Agreement, or Pay-as-You-Go?

Investing in professional AV technology is a big decision for a business. But the decisions aren’t over once you’ve chosen which tech will work in your space. Whether your an IT professional or someone who somehow became in charge of your organization’s meeting technology, you’ll want to consider how you’ll keep your AV system running at its best, and there are three main options:

1. Handle it yourself (Yikes)
2. A service agreement
3. Pay-as-you-go model

It’s essential to understand each of these options and their key differences to make an informed decision that aligns with your specific needs.

Handling it yourself

Most office environments have a multitude of people using their meeting technology. And while your system was likely designed by an engineer and installed by professionals, AV is the opposite of “set it and forget it.”

Integrated AV systems require preventative maintenance and updates. Having a partner in that maintenance can prevent sudden mishaps like one piece of the conference room puzzle working incorrectly or disconnecting from the system.

In addition, are you able to conduct reliability checks and recognize the signs of problems ahead? If that’s not your expertise, you may consider finding a partner who can help, just a phone call or short drive away.

Now, let’s take a look at a few factors to consider when choosing between a service agreement or a pay-as-you-go model.

Service Agreement v. Pay-As-You-Go

Cost structure 

Cost structure is one of the most significant differentiators between the two models.

Service agreements can have monthly or annual fees, depending upon the agreement. This predictable payment model allows organizations to budget more effectively, knowing exactly how much they’ll be spending on aspects of their AV service like maintenance and upkeep. This fixed cost structure provides financial stability and eliminates surprise expenses, like having to purchase a new AV system – something that could have been prevented with regular maintenance under a service agreement.

While pay-as-you-go is known for its flexibility, it can be unpredictable. It may seem cost-effective initially, but the “PAYG” model can lead to unexpected costs, particularly during times when you have high AV system use. Organizations opting for “PAYG” must carefully plan and monitor their usage to avoid cost overruns.

Accessibility and Maintenance 

Accessibility and maintenance are critical factors that affect system functionality and the overall quality of your AV services.

Service agreements offer comprehensive services that include preventative maintenance as part of the agreement. This means that regular system check-ups and updates are included, helping to prevent potential issues before they disrupt your operations. Service agreement clients can expect faster response times in case of technical problems. This results in reduced system downtime and a more reliable AV experience.

On the flip side, PAYG requires businesses to manage maintenance separately, which often comes at an additional cost and it can add up quickly. Without a dedicated team of Cory’s experts to oversee your AV systems, downtime can increase, impacting productivity and causing disruptions. PAYG clients may experience longer response times during critical system failures.

Predictability

Predictability is another important aspect for organizations looking to manage their AV expenses efficiently.

Service agreements are designed to provide predictability and planning, thanks to their fixed costs. Businesses can create stable budgets, knowing how much they’ll spend on AV services throughout the agreement period. This predictability is valuable for financial planning and allows companies to strategically allocate resources.

Another predictability factor with service agreements is knowing who is working on your system. In return, Cory’s experts get to know your system and how you are using it even better because of the regular visits.

With PAYG, there is little to no predictability. To control costs, organizations need to plan their AV system usage carefully. This means monitoring usage patterns and estimating costs over time. While PAYG can be cost-effective in certain situations, it doesn’t address unforeseen outages or spikes in usage that can result in unexpected bills.

Finally, consider this: you wouldn’t purchase a large-ticket item without insurance. An insurance policy protects your car, house, business, and more. Just as insurance provides a safety net and peace of mind, service agreements safeguard your substantial investment in your AV technology. It ensures that your system is maintained, updated, and tailored to your evolving needs, all while offering predictability in cost.