Why your AV project needs a proper discovery phase

Success in AV integration always begins with questions rather than cables and displays. Before a single bracket is mounted or a speaker installed, a proper discovery phase is what separates a seamless, future-proof AV system from a frustrating patchwork of tech.

At Insight Visual Systems, we’ve witnessed first-hand what happens when projects haven’t been properly planned: incompatible tech, limited scalability, awkward user experiences, and expensive reworks. Whether you're upgrading a single boardroom or refreshing an entire university campus, investing time upfront in discovery can save money, time, and headaches down the line.

Here’s why it matters and what you should think about before signing off projects.

What is the discovery phase?

The discovery phase is the planning stage that happens before any AV design or installation work begins. It involves gathering insights, assessing spaces, defining goals, and identifying user needs. Done right, it forms the strategic foundation for everything that follows.

Think of it as the roadmap for your AV installation — without it, you're navigating without direction.

Why the discovery phase is crucial for project success

1. Avoiding last-minute changes and budget surprises

One of the biggest risks in any AV project is scope creep — where a project grows beyond the initial plan, often leading to delays and overspending. Proper discovery helps define the scope clearly from day one.

If you understand exactly what your users need (and what your spaces can support), you can:

• Set a realistic, accurate budget

• Identify hidden challenges early (e.g. legacy infrastructure or acoustic issues)

• Prevent costly last-minute changes

2. Aligning stakeholders

An AV system often isn’t just a tech solution for one team — it’s a tool used by people across departments: IT, facilities, management, and end-users. Discovery brings everyone to the table early on, so you:

• Understand different needs and expectations

• Avoid internal miscommunication

• Build buy-in for long-term success

At Insight Visual, we often facilitate these conversations, helping clients identify their goals: Is it to enable hybrid teaching? Reduce support tickets? Create a more welcoming visitor experience?

3. Designing for the space

It’s not always as simple as copying and pasting a solution that works in one room to another. During discovery, we evaluate:

• Room dimensions and layout

• Acoustics and lighting conditions

• Existing infrastructure and cabling

• Network and power availability

This ensures we’re not just recommending the latest technology, but the right solution for your environment.

What a proper AV discovery phase typically involves

1. Site survey

We physically survey your rooms and buildings. This helps:

• Identify potential challenges (e.g. ceiling height, wall types, ambient noise)

• Evaluate existing equipment and infrastructure

• Understand foot traffic and user flow

2. User needs assessment

This is arguably the most important part. When conducting a needs assessment, we:

• Talk to end-users, IT teams, and management

• Identify what users need from the space (presenting, video calls, hybrid collaboration, etc.)

• Understand technical proficiency levels — do users want plug-and-play or more control?

3. Platform considerations

Whether you're a Microsoft Teams house, use Zoom across campus, or rely on hardware like Poly, Neat or Logitech, your AV should be:

• Platform-agnostic where possible

• Interoperable with existing tools

• Scalable if your platform strategy changes later

At Insight Visual, we ensure the tech supports your strategy — not the other way around.

4. Infrastructure & IT review

We assess your:

• Network bandwidth and wired/wireless connectivity

• Power distribution and backup systems

• Equipment rack space and cable routing

• Security and remote management needs

5. Accessibility & inclusivity review

Modern AV should be accessible to all users. That means considering:

• Captioning support

• Assistive listening systems

• Easy-to-use interfaces

• Room layouts for inclusive collaboration

What should you be asking in the early stages of a project?

The discovery phase isn’t just for your AV partner to gather information — it’s your opportunity to ask questions and make sure the solution fits your requirements. Here are some good questions to think about:

• How will this system support our business goals?

• Will it integrate with the platforms we use (Zoom, Teams, etc.)?

• Can it be scaled as our needs evolve?

• Are there any factors (room size, acoustics, lighting) that could impact design?

• What’s included in the full project cost — installation, training, support?

• What’s the timeline and how will disruption be minimised?

• Will any training be provided after installation?

• How will our system be supported post-installation?

• What happens if we need to make changes post-installation?

How long should the discovery phase take?

The timeline varies based on the size and complexity of your project. Early involvement of all stakeholders and your AV integrator is key—especially for larger projects—to keep the process smooth and avoid unexpected costs.

Ready to plan your AV project?

Before you commit to design or installation, make sure you’ve had the right conversations. At Insight Visual Systems, we listen carefully and tailor solutions to fit your exact needs—no generic setups, just AV that works for you.