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Sound Systems: Organization
If your activities include the use or management of audio systems and equipment, you should read this information carefully. The following steps will not only simplify your life, they will improve the usefulness and effectiveness of your church sound systems. Focus on accomplishing one task at a time. Remember, the ultimate goal is to simplify your life. | 
| ...simplify your life... | 
| 1. Inventory Current Equipment The best time to accomplish this task is during a relatively slow time in your church. Time-saver tip: store the inventory on a database or spreadsheet for future use. It's important to include: manufacturer, model number, serial number, and a brief description. Three Tips to maintain an accurate inventory: 1. Update the list each time you receive new equipment. 2. When equipment is lost or damaged, move it from the inventory list to an inventory pending list. 3. When the equipment is replaced, found or repaired, return it to the inventory database. 2. Systems Check-out and Repair Inspect the equipment/systems before you proceed. First, quickly list items you know are malfunctioning. Then, check each system for needed repair. After identifying repair needs, schedule a service call. 3. Evaluate Equipment Needs Determine how often each unit is used. The goal is to determine if you get more requests for a particular unit than are available. 4. Identification Labels There are many equipment labeling devices you may want to consider. Labels help to: 1) Discourage theft and 2) Maintain inventory. Some equipment requires more specific labeling such as microphones, cables and stands. Several permanent cable marking systems are available including color-coded shrink tubing with preprinted identification labels. 5. System Documentation Gather and store documents (product manuals, warranty information and equipment schematics) in one location so they can easily be accessed when needed. Three-ring binders should be compiled for each system. Separate binders for video and audiovisual equipment are recommended. 6. Operational Instructions A clear set of instructions for set-up and operation should be available for anyone who may use the equipment. These instructions should also include procedures for connecting external equipment to the system. Instructions for this procedure would ensure: 1) The best possible sound. 2) An undamaged system. Once the instructions are developed, a copy should be laminated and permanently attached near the system controls. 7. Trouble Report Form A consistent method of documenting problems should be developed so users can record any problems they may have while using the equipment. This form would help improve communications with a service technician by avoiding forgotten details. It also helps avoid oh-by-the-way's for future users. Keep a Trouble Report Form filed for each piece of equipment for easy access. This record of past problems could save the service technician time, which ultimately means saved money. 8. Schedule Staff Training Schedule a training session for all potential users. Training should include how to use the equipment and forms you have worked so hard to create. 9. Maintain, Maintain, Maintain Keep the work you have just completed as current as possible. Periodic updates will reduce your frustration and stress. A Closing Note The ultimate goal of our business is to make certain you have the tools to make your job easy and fulfilling. We welcome the opportunity to become involved in improving your sound systems. Please contact us to discuss your needs and goals. by Travis Ludwig © 1996 Internet Sound Institute (www.soundinstitute.com). This articles is for personal use only. Any commercial reproduction is not permitted without permission. To obtain permission, contact ISI at hopi@soundinstitute.com
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