Understanding your AV system needs at an organizational level requires a fine balancing act of managing both technology and personnel needs. Spinitar creates audiovisual project schedules that help your organization execute tasks, milestones, and goals. Trisha Campos, PMP Certified Project Manager for Spinitar, shared her vision of how audiovisual project scheduling can help teams thrive and succeed in the workplace.

How to Create an AV Project Schedule v2

Project Schedule Overview

Creating an audiovisual project schedule can be critical for managing roles and duties within organizations and institutions. Project schedules act as timetables for organizing tasks, scheduling, deadlines, and milestone planning. They also help to define team roles, properly allocate resources and set clear expectations of individual projects.

The AV integrator and organizational leaders work closely with one another to define specific project expectations and define goal attainment. The Project Manager then meets with individual stakeholders and other decision-makers involved in the project. Afterward, each party should understand specific goals and objectives in order to maximize the potential of successful project completion.

Some of the project stakeholders that may be involved include:

  • End users/owners
  • Commercial realtors
  • General contractors
  • Architects
  • AV consultants

Be sure to include other relevant parties such as internal project teams, resource personnel, and various levels of management. Maintaining ongoing communication is the most effective way of preventing delays and potential setbacks.

Benefits of a Project Schedule

The project schedule acts as a useful tool that allows organizations and institutions to define agreed-upon expectations to both internal and external stakeholders. Using clear timelines and milestone planning helps decision-makers clearly allocate resources and set requirements for each individual project.

Project schedules allow various team members to communicate with one another on an ongoing basis. As such, each party can understand the deliverables and goals within the scope of the project. 

Best Practices for Creating a Project Schedule

There are different methodologies for creating project schedules, but Spinitar uses the PMI best practices and methods as defined in “Project Management Body of Knowledge.” This tool provides guidelines for managing individual projects and defines various concepts within the project management lifecycle. 

The five basic process groups typical of most projects include:

  • Initiating
  • Planning
  • Executing
  • Monitoring and controlling
  • Closing

These principles are considered to be widely accepted practices when it comes to project management guidelines. Effective project scheduling should provide a detailed yet succinct blueprint for how a project should come to fruition.

The Scope of a Project Schedule

A project schedule typically consists of a list of activities, sequential sequencing of when they should be completed, and the time needed to accomplish all tasks. For example, an Audiovisual Project Schedule could include various elements such as:

  • Engineering
  • Programming
  • Equipment deliverables
  • Cable pulls
  • Equipment installation
  • Testing/commissioning
  • Dependencies

Communication is key when it comes to project scheduling. The project schedule should act as a living document that is updated regularly and communicated throughout the life of the project. Providing weekly updates and inviting all team members will serve to ensure all parties remain on the same page throughout the duration of the project.

The Key to Success

Successful projects are closely related to proper project scheduling. Each of the stakeholders must take responsibility and be held accountable for their specific roles. Furthermore, all parties must buy into their specific duties. Hosting internal and external kick-off meetings can help to set goals and milestone planning ahead of time within the project schedule.

Clear and effective communication can help teams stay on track throughout the duration of the project. Each of these audiovisual project schedule techniques can provide teams with the essential tools needed to succeed.

Spinitar remains committed to providing teams with the tools necessary to effectively create proactive audiovisual project schedules. Be sure to visit our website for additional information and support.

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