If you are thinking about purchasing a new AV system, this series of posts will help you understand what is involved in the overall design and construction process—and show you how to interact with your project. We begin with what is normally the initial endeavor for any project: Programming.

First Step: The Programming Narrative

Creating a Conceptual Design

Schematic design is typically the first formal phase of a project and involves assembling the conceptual design.

Programming, the process of discovering what a client’s activities are and what AV systems will be required to support those needs, usually occurs during the schematic design phase. Schematic design also identifies what the AV system will be capable of doing. This critical phase sets the direction for the entire AV system: If we don’t think through the conceptual design, a less-than-ideal AV system may be specified.

During programming meetings, the AV consultant asks questions about a client’s everyday work method, the multimedia in use to support it, and how the two merge. Then we determine the AV systems that will support that client’s methods in a seamless and transparent way and lead the client toward the final design and installation of a system that will be easy to use.

Playing Your Part in the Process

At first glance, the AV programming process may seem straight forward. And it is—if everyone involved understands it. Sometimes, however, a client hasn’t had experience designing and constructing a new project. If this client were to learn about the process before hand, would chances of success increase?

Often, clients haven’t thought about or defined their work methods. In programming exercises, the consultant teaches, coaxing with probing questions to help clients reveal the intricacies of their work method. We then document these in the programming narrative, a physical and operational description of various AV systems the client can review. An estimated installed cost of the conceptual AV systems design accompanies the narrative.

After the client reviews and accepts a programming narrative and accompanying cost estimate the next phase begins, culminating in a set of construction documents for contractors to bid on.

Preparing to Participate

To ensure that the programming exercise is as productive as possible, the client can prepare by considering a few basic questions:

• What are you currently using to support your work method?
• Can you think of specific technology tools that would increase efficiency and productivity?
• Does your firm have documented AV system standards, and have they been provided to the AV consultant?
• Do you have an AV department, and are they knowledgeable enough to support the AV systems you have or will have in the future? If not, are you considering experienced hires for these support positions?
• Are you prepared to interact with your consultants sufficiently in order to assure a successful design process and project completion?
• Have you considered assigning someone from your firm to be the single point-of-contact to your AV consultant?
• Will you have adequate flexibility to adjust your preliminary allowance for the AV budget once the cost estimate is completed by the AV consultant?

These are among the issues that are critical to the overall success of a project at every consultant and sub-consultant level. As the project progresses, the clients and their architect and consultants will proceed through a series of phases on the way to commissioning the project:

• Preliminary Design (if required)
• Schematic Design
• Design Development
• Construction Documents
• Bidding (tender)
• Construction
• Commissioning

Next time, we will discuss design development– porting the client-approved AV programming narrative into documents that will become the initial drawings of the design development phase. Until then….

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