In today's increasingly connected environments, audio-visual (AV) systems are no longer standalone setups, they are now deeply integrated with IT networks. From conference rooms and digital signage to enterprise streaming and remote collaboration tools, AV technologies rely on robust, secure and well-managed network infrastructure.

For IT professionals, this convergence of AV and IT presents both opportunities and challenges. While it opens the door to smarter, more flexible AV solutions, it also requires a deeper understanding of AV technologies, protocols and priorities.

Since many professional connections have been asking about best practices when working with AV systems, I’m sharing the following guide designed to help IT professionals prepare for AV projects:

1. Project Planning & Scope

• Define clear project goals and deliverables for both AV and IT.

• Use a detailed project plan with timelines, milestones and contingency plans.

• Ensure the scope of work includes both AV system requirements and the necessary network infrastructure.

2. Communication & Collaboration

• Maintain open lines of communication with the AV team.

• Conduct regular check-ins to align on progress and address issues early.

• Approach problem-solving collaboratively between AV and IT.

3. Security Awareness

• Understand that AV systems have become network-connected, increasing the need for cybersecurity.

• Be proactive in ensuring the AV team follows security protocols and best practices.

• Provide guidance to AV professionals who may lack network security expertise.

• Conduct regular security audits.

4. Understanding AV Priorities

• AV professionals prioritize user experience, such as:

  • High-quality sound and video

  • Ease of use

  • Aesthetics and reliability

• They may not be as concerned with security or network efficiency—IT must balance these priorities.

5. AV Professional Characteristics

• Detail-oriented in design and installation.

• Strong understanding of AV technologies, but limited network/security knowledge.

• Open to collaboration but may need IT guidance for network integration.

6. AV Design Process

• Starts with a needs analysis (room size, audience, purpose).

• Uses detailed schematics and CAD tools for design.

• Equipment selection is based on compatibility, performance and cost.

• Requires close AV-IT integration for system success.

• Includes end-user training and system testing.

🤝 What AV Expects from IT

• Knowledge of AV system needs and how to support them on the network.

• Availability of network resources (IP addresses, VLANs, bandwidth).

• Timely support during key phases (design, installation, testing).

• Strong network security implementation.

• Help with troubleshooting network-related AV issues.

• Ongoing communication and collaboration.
  
  

  Finally , as AV and IT systems continue to converge, successful project outcomes depend on strong collaboration, clear communication and mutual understanding between AV and IT professionals. For IT professionals, this means being proactive about understanding the unique needs of AV systems, supporting AV teams with reliable and secure network infrastructure and maintaining open lines of communication throughout the project.

  By prioritizing network security, familiarizing yourself with AV over IP protocols and respecting the AV team’s focus on user experience, IT can play a critical role in delivering seamless, high-quality AV solutions that meet organizational goals. The more aligned IT and AV are from the beginning, the smoother the implementation and the better the outcome for everyone involved.