Steps to Maintain Your Commercial Audio-Visual System for Long-Term Use

January 30, 2024

Century AV Team

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In the fast-paced world of technology, your audio-visual system is the lifeblood of seamless communication and immersive experiences. Yet, without proper care, it can become a ticking time bomb of disruptions.

Join us on a journey to unlock the secrets of longevity for your audio-visual equipment. Discover the vital steps that will not only troubleshoot immediate issues but also safeguard your system’s future. Welcome to the ultimate guide for maintaining your audio-visual system, ensuring uninterrupted brilliance for the long haul.

Understanding the Importance of AV Equipment Maintenance

Most of us get a piece of electronics and assume there are little to no moving parts, which means little to no maintenance. However, that, unfortunately, just isn’t the case. Even the circuitry with no need or means of mechanical cooling still needs service from time to time. Whether it’s de-clogging a dust-covered heatsink or updating software, all electronics require some form of maintenance to keep working.

The problem comes when electronics are appropriately installed and work seamlessly – we tend to forget what’s working and only focus on what doesn’t. However, without proper maintenance, those systems you may have taken for granted can cause interruptions at the most inopportune times (like during a presentation or essential video call).

To stop uncommon issues from stopping you in your tracks, you need to adopt a proactive approach to AV system maintenance.

Troubleshooting and Quick Fixes

A technician performs troubleshooting on an AV server. Learn more at CenturyAV.com about commercial AV systems.

Depending on your equipment setup, if your system needs maintenance due to a failure of some kind, it may be a simple fix that you can do yourself. Here are three common fixes for AV equipment failures:

Issue 1 – System Resets

Some types of equipment can fail if the system crashes or freezes. You might be able to fix it with a system reset. However, keep in mind to consult with your equipment manuals and anyone who knows the system well. Remember, you may need to reboot the equipment, so the startup sequence may be something you’ll have to do in a particular order.

The other significant consideration with system resets pertains to the system itself. Sometimes, older equipment freezes up or needs a reset due to overheating or even memory degradation, manifesting in fragmented files failing to load correctly.

The point is that everything happens for a reason. So, even if a simple system reset works, it may not have solved the problem. Instead, it may have only cleared the warning symptom. A proper diagnostic is a wise idea anytime you need to reset a system. Furthermore, adequate maintenance might reveal that the failure was due to equipment overheating – a common problem in equipment forgotten about and left unchecked for long periods.

General System Reset Procedure

Turn down any volume knobs or controls.
Power down equipment via the manufacturer’s recommended process.
Unplug equipment where possible and let stand for a minimum of 30 seconds.
Plug equipment back in, ensuring that all circuits have appropriate surge protection.
Power up and restart equipment as per manufacturer’s recommended process.

Note: For audio systems, ensure you turn volume levels down before powering or de-energizing equipment. Furthermore, do not turn any volume levels up until you have fully restarted the equipment. This step could save your speakers and irritating sound issues as equipment powers up. Consult your equipment manuals for instructions for your particular equipment.

Issue 2 – Software and Firmware Updates

Software and firmware updates are improvements made to the software that runs our hardware (like media players, digital walls, and other such technology). Updates could fix problems that certain users may have found using the equipment, or they could facilitate upgraded features or even fix security problems. Without updating equipment, you might be leaving it vulnerable to security threats, or you may waste energy by not adopting updates that help the equipment use less power.

Depending on your system setup, sometimes updates can cause issues with how certain types of equipment communicate. For example, two separately manufactured components might stop working due to an incompatibility issue introduced in an update or software patch.

What To Do If A Software Update Interferes With Component Compatibility

First, don’t panic. Second, try rolling back the update. If you don’t know how to or cannot, then getting in touch with the manufacturer is your next option. However, finding the proper help can be a real headache, and the professionals might know a trick or workaround, as is often the case. If your business is in Ontario, you can always contact our team for help.

Issue 3 – Dealing with Loose Connections

Loose connections happen and are a fact of life. Anywhere your equipment faces vibrations, screws, and bolts can slowly work themselves loose. It happens more often in high-traffic areas but can even occur in low-traffic areas but on high-vibration equipment, such as speaker systems.

Most of the time, a loose connection is an easy fix, but sometimes it’s a connection inside equipment where you can’t see it. Suppose you suspect internal components are failing or loose. In that case, you should consult an AV professional, an expert, like our team at Century AV (head office is in Mississauga, but we serve businesses across the GTA and province of Ontario).

Preventive Maintenance for Long-Term Reliability

A technician performs preventive maintenance on commercial display equipment.

Proactively maintaining your AV equipment is the best option for long-term equipment success⁽¹⁾. Even if a piece of equipment could potentially run for some ten years non-stop before failing, a system is only as good as its weakest link. If that link is unkept, failure might come a lot sooner than one might expect.

Luckily, there are a few things you can do to ensure your organization doesn’t get any unexpected downtime with its AV equipment.

Cleaning and Dusting

You might not think of it, but any AV equipment that has hot parts needs to be kept dust-free. Projectors are notorious for overheating and have even started to smoke in extreme conditions when too much dust builds up on hot components. That’s why proper cleaning and dusting is essential. However, there are some considerations:

Never clean AV equipment with water. Always unplug and power down equipment first. Water can drip into cracks and vents in equipment and cause a short or worse- an electrocution. If you use a damp cloth, ensure it cannot drip liquid, ideally only use alcohol, and ensure you’ve powered down and unplugged equipment for safety.
Use alcohol in place of water to clean unpowered equipment. For safety, ensure there are no ignition sources and do not open equipment unless you are qualified to do so.
Dry-dusting can also be troublesome. Using a dry rag to dust can do two things: 1. Spread dust instead of removing it, and 2. Build static that can harm memory circuitry and other electronic components. Use a touch of alcohol on a microfiber cloth instead.
Air blowers are also effective for cleaning keyboards, circuitry, and similar devices. However, one should note that they merely blow the dust off (and around the room), so it’s wise to use a face mask to ensure you aren’t breathing it in. Glasses to protect your eyes are a must, as well as double-checking that you have removed all sources of power.

Cable Management and Organization

A poorly setup building communications cabling station is a mess and a potential fire hazard. Learn how the professionals at Century AV help make sense of cable management for your AV system.

A common cause of issues with audio-visual equipment is with cables and connections. Someone might move something, stressing a cable, and over time, that stress could cause it to become loose. Similarly, changes to wiring, such as running a power cable near a signal cable for some other reason, can sometimes cause unwanted interference. Therefore, keeping cabling neat and organized is a significant step to keep it from causing a problem with your AV equipment.

Routine Inspections and Testing

If you depend on your AV equipment, you should schedule a routine inspection and system test on a regular basis. The last thing you want is your system failing in a time of need, so ensure you or a trained professional do a system inspection and test to ensure equipment operation is optimal⁽²⁾.

Partnering with Reliable AV Equipment Suppliers

Suppose it’s one thing that you take away from this article. In that case, it’s that reliable equipment comes from dependable use, care, and maintenance of equipment used for its intended purpose. Suppose your team doesn’t have a member qualified to perform the maintenance your system needs. In that case, you need to consider partnering with a reliable AV equipment supplier. In Ontario, that’s Century AV.

One of the most common complaints we hear from new clients is how the company that sold them AV equipment disappears when the equipment requires service. Unfortunately, many companies are in it for the equipment sale and don’t care about what happens down the road. That’s why at Century AV, we have a straightforward philosophy: Offer the best service and the best support. We’re redefining simple. Contact us today to find out how we can make your AV solutions a reliable reality. Simple.

The Last Word – Ensuring Smooth Operations and Longevity

In conclusion, the longevity and reliability of your commercial audio-visual system are within your control, and a proactive approach to maintenance is your best ally. Here are the key takeaways to ensure your system continues to operate smoothly:

Immediate Troubleshooting: Be prepared to address common issues like system resets, software updates, and loose connections promptly. Remember that a quick fix may not always solve the root problem, so proper diagnostics are essential.
Preventive Maintenance: Implement regular cleaning and dusting routines to keep your equipment free from debris and potential overheating. Always exercise caution when cleaning, using alcohol-based solutions and microfiber cloths to avoid damage.
Cable Management: Organize and secure cables to prevent stress on connections and unwanted interference. Neat and well-organized cabling can significantly reduce the risk of equipment problems.
Routine Inspections: Schedule routine inspections and system tests to identify and address any potential issues before they disrupt your operations. Optimal equipment performance is crucial for uninterrupted functionality.
Choose Reliable Partners: Partners with reputable AV equipment suppliers and service providers, like Century AV, who prioritize customer support and long-term equipment care.

In the fast-paced world of technology, the key to uninterrupted brilliance in your audio-visual system lies in proactive maintenance. Remember that a well-maintained system is a reliable system, ensuring smooth operations and longevity for your business.

For further insights and assistance with your AV solutions, reach out to our team at Century AV, your trusted partner in Southern Ontario. We’re committed to offering you the best service and support, making your AV solutions a reliable reality. Contact us today to ensure the continued success of your commercial audio-visual endeavors. Simple.

Keep your system well-maintained, and you’ll enjoy uninterrupted brilliance for the long haul.

Contact the Century Audio Visual Team Today