13 Questions to Evaluate the Total Cost of Your Audiovisual Equipment

When purchasing technology for your meeting rooms or classrooms, the initial cost is important, but it's only part of the equation. It's crucial to also consider additional costs that may accumulate after the purchase, such as installation, maintenance, and training. Here are some key points to evaluate the Total Cost of Ownership (TCO) of your equipment:

Purchase Price

• What is the price of each product? Knowing unit prices helps in budget planning.
  
• Is there a price for bulk purchases? You might negotiate discounts if buying multiple units now or later.
  
• Are there any additional discounts available? Ask your supplier if there are any undisclosed savings.

Total Cost of Ownership

• What are the costs over 5 years? Evaluating costs over an extended period helps in planning expenses such as maintenance and upgrades, and managing the budget effectively.

Subscription or License Required

• Is a license required? For example, TeamRoom requires a specific license, unlike Office 365 licenses.

Installation

• What is the installation cost? Check for additional fees for tools or parts needed and modifications to the room.
• How long does the installation take? Consider the time needed for installation and additional costs if done by the supplier.
• What will be the downtime of the rooms? Ensure the installation minimizes disruptions.

Configuration and Deployment

• Are specialized skills needed? Evaluate the time required for setup and post-installation adjustments.
  
• Can your IT team handle the deployment? Determine if the deployment is straightforward or if it requires training and expertise.

Maintenance and Troubleshooting

• Can systems be managed remotely? Check if remote management is possible and if adjustments or updates require physical visits.
  
• Is remote access available for management? Assess how quickly issues can be resolved.
  
• What happens during room reconfigurations? Inquire if the equipment recalibrates automatically or if supplier intervention is needed.

By examining these aspects, you can make an informed decision and avoid unexpected costs.