An AV installation can be technically flawless, but without proper documentation, even the most professional setups can turn into time thieves. Time and again, I hear how the lack of documentation causes problems for companies, and just a few days ago I heard it again during a meeting with one of the country’s leading AV providers: Incomplete or missing documentation creates challenges – for technicians, salespeople, and customers alike. Troubleshooting takes longer, upgrades become more complex, and tender processes become unnecessarily difficult. Still, documentation is often the first thing to be deprioritized.
Where did the box go?
Once an installation is in place, few people consider how important it is to know the exact location of the components. Is the box above the ceiling, under the table, behind the screen, or in a rack? Without proper documentation, troubleshooting becomes a detective job that can cost both time and money. When it’s time for an upgrade, technicians often have to remove ceiling tiles or dismantle furniture just to figure out where the equipment is located.
But documentation isn’t just for technicians. A salesperson quoting an upgrade needs to know exactly what the customer already has, what can be reused, and how to estimate labor time. If the documentation is only understandable to engineers, it’s useless to the rest of the value chain.
Three Quick Improvements for Better Documentation
- Take pictures – and store them where others can find them
Technicians are often in a rush and forget to take photos. But a picture of a completed installation – clearly showing the placement of boxes, connectors, and racks – can save hours later on.
- Create documentation that non-technicians can understand
A simple diagram or short description of what was installed, where it’s located, and which cables were used can be worth its weight in gold for support, sales, and end-users.
- Do a final documentation check
Before an installation is considered complete, the documentation should be reviewed – is everything included? Is it understandable? If no one but the installer can interpret the notes, the job isn’t done.
Two Extra Steps That Can Make a Big Difference
- Make documentation part of the delivery
Many installers treat documentation as an afterthought, but it should be part of the actual delivery. If documentation is part of the checklist – not just in the technician’s head – it gets done.
- Demand documentation from your suppliers
As a customer, you are entitled to receive documentation for your installation. Ask for overview photos, wiring diagrams, and specifications. If a supplier refuses to provide this, alarm bells should ring. No one wants to be dependent on a single vendor for support due to missing documentation.
Documentation is an Investment, Not a Burden
Documentation is not just about future-proofing – it’s a way to save time, money, and frustration. A well-executed AV installation should not be a puzzle that needs to be solved anew every time something is updated or fixed. Good documentation is just as important as the installation itself.
Personally, I like documentation – not just because I find it a bit fun, but because it makes everyday work easier, both for myself and those around me. I always work as if I could get hit on the head tomorrow. Making yourself independent of your own knowledge frees up time for more important tasks and makes you a better colleague.
Many believe they become indispensable by keeping knowledge to themselves, but the truth is the opposite. Those who document well become the most valuable. This applies regardless of your field – whether you’re in customer service, inventory management, project management, or technical operations. Good routines and clear descriptions of how tasks are performed are also documentation, and the better they are, the easier life becomes for everyone.
As for AV? If nothing else – take a picture of the box before you close the ceiling. You’ll thank yourself later.
In a competitive market, good procedures and systematic documentation can be a decisive advantage: faster troubleshooting, fewer outages, and more efficient upgrades.
While some companies struggle to locate the problem, others can go straight to the solution – simply because they have control over their information. It’s no coincidence that market leaders are often those with the best internal order.
I’ve mostly used Visio for this type of documentation. What’s your go-to tool – and your best tip for keeping documentation both simple and useful?
