How to avoid AV delays during office fit-out projects

There are many considerations during fit-out projects, and each team involved need to stay aligned to prevent disruptions or issues arising when it’s too late.

AV systems can cause delays if they’re not planned from the outset. Meeting room technology, video conferencing, room booking, digital signage, and presentation systems all rely on decisions about layout, power, data, furniture, acoustics, and user experience.

Early AV planning can help reduce rework, avoid programme pressure and create a smoother handover.

Table of Contents

1. Bring AV into the project early
2. Confirm room requirements before design is fixed
3. Coordinate with power, data and furniture layouts
4. Allow time for equipment, testing and commissioning
5. Keep the user experience simple
6. FAQs

Bring AV into the project early

If AV is only considered once the space is already designed, there may be issues with screen positions, camera angles, cabling routes, power points or furniture placement. These issues can lead to last-minute changes that affect both cost and timelines.

Early involvement allows the AV design to be coordinated with the wider fit-out programme and helps identify risks before they become urgent problems on site.

Confirm room requirements before design is fixed

Different rooms have different AV requirements and it’s important to consider which technologies would be useful in each room during the initial planning stage.

Varying requirements for rooms within the same office space include:

Small meeting rooms: Simple video conferencing setup and screen sharing.

Boardrooms: Advanced audio, multiple displays and control systems.

Training rooms: Flexible presentation options, microphones, and support for larger groups.

Considering how each room will be used helps avoid over-specifying some areas and then under-specifying others.

Coordinate with power, data and furniture layouts

The AV depends on key decisions made by other teams, and if not coordinated early, it can lead to rework, visible cabling, installation delays, or compromised room performance.

The following points should be considered as part of the whole design plan:

• Screens need suitable wall structures and power.
• Cameras need to be positioned correctly for the room layout.
• Microphones depend on the ceiling design and acoustics.
• Room booking panels need data and power.
• Table connectivity needs to be aligned with the furniture.

Allow time for equipment, testing and commissioning

It’s important to ensure there is time throughout the project to configure the systems and run tests; if this is left to the end of the delivery, any small issues can become extremely frustrating when everything else is complete.

Ensure there is time for:

• System configuration, testing and commissioning.
• Checking video call systems work.
• Balance audio and tuning.
• Connect room booking panels.
• Upload content/schedule to digital signage.
• Test control systems with people who aren’t familiar with them.

Leaving enough time for testing before the deadline ensures the workplace is ready for employees and visitors to use as soon as the project goes live.

Keep the user experience simple

The best AV systems are easy to use, allowing employees to walk into a room, start a meeting, share content and leave without needing support.

Overcomplicated systems can increase support requests and reduce confidence in the space. This is especially important for facilities teams and workplace managers who need rooms to work consistently every day.

A simple, familiar user experience across meeting rooms can also reduce delays after handover. It means fewer teething problems, fewer calls to IT or facilities, and faster user adoption.

FAQs

When should AV be planned during an office fit-out?

AV should be planned during the early design stage, before room layouts, power, data, furniture and finishes are fully fixed.

Why does AV cause delays in fit-out projects?

Delays often happen when AV is considered too late. This can lead to issues with cabling, screen positions, camera placement, power, data or room design.

Who should be involved in AV planning?

Property teams, project managers, workplace consultants, fit-out contractors, M&E teams, IT teams, facilities managers and AV specialists should all be aligned.

What AV should be checked before handover?

Meeting room systems, video conferencing, audio, displays, control panels, room booking, digital signage and content sharing should all be tested before the space goes live.

How can AV delays be avoided?

The best way to avoid delays is to involve AV early, confirm room requirements, coordinate with the wider project team and allow enough time for testing and commissioning.