Working With Your Systems Integrator

1. Start Early

When starting a project, work with your Systems Integrator early in the process. Don’t wait until the building drawings are done. The SI should start when architect starts. Otherwise, critical infrastructure could be missed. If you try to rush it, remember, speed is the enemy of accuracy. You will make mistakes and it could be expensive or you may have to live with compromise.

Living with compromised systems or functionality is one of the most disappointing outcomes of poor or late planning. Systems last 15 +/- years and if you have to live with “workarounds” every single day, that’s sad—especially when an extra few days of planning on the front end could have avoided the situation.

2. Communicate in a Timely Manner

Working with your Systems Integrator is a collaborative process, and the success of your project is proportional to your—and all stakeholders—involvement. Your Systems Integrator is tailoring the system for you. They are there to help you. Your feedback is essential to a successful conclusion.

Don’t worry about sounding professional. Sound like you. There are over 1.5 billion websites out there, but your story is what’s going to separate this one from the rest. If you read the words back and don’t hear your own voice in your head, that’s a good sign you still have more work to do.

Be clear, be confident and don’t overthink it. The beauty of your story is that it’s going to continue to evolve and your site can evolve with it. Your goal should be to make it feel right for right now. Later will take care of itself. It always does.

3. Set a Realistic Time Schedule
The open date is looming; the GC is behind schedule, and expectations are high. The Systems Integrator’s critical stage of work is just beginning!

Buy-in from church leadership is vital. They will be under pressure to open the space and start using it. It’s important that you decide together, early in the project, that you will allow time for installation and training.

• Allow time for the Systems Integrator to work once the building is dust-free. Other than pulling cable, this is the time the Systems Integrator starts hanging speakers and lights, and installing and connecting equipment.

• Allow time for system alignment, focus, and commissioning. Once the equipment is in place, a large amount of time is given to testing, setting levels, configuration, and troubleshooting. This could be in the form of blackout periods for sound and lights, for example. 

• Allow time for training. For some volunteers, this new system will be like a calf looking at a new gate. Give volunteers (and yourself) time to get familiar with the systems and begin putting it all together.

• Allow time for Sunday preparation. Review the service with volunteers. Walk through a worship service with the mics on with time to set levels, setting levels and operating lights, and switching cameras and screens.

4. Set Reasonable Expectations

Just because you have the same canvas, colors, and brushes as Picasso, you’re not going to paint like him. When a new equipment and new operational concepts are introduced, it will take a long time for volunteers to fully adjust and embrace it.

First Sunday: While everyone wants their first Sunday to be amazing, strive to hit your marks from rehearsal. Use a tech script to keep all disciplines on the same page.Minimize last-minute changes.

5. Plan Your Training in Steps
• Get people up to speed, but don’t expect them to understand the deeper aspects of their systems right away.

• Strive for consistency. They will learn faster with repetition and a predictable pattern.

• Follow up with additional training at three and six months.

• Have your experienced volunteers train new volunteers.

• Remember—In church world, training is slow. You have people only one to two
hours per week. It will take a year to get fully proficient.