10 Steps to Organize Your School's System

Robert DeNiro quotes aside; yes, we are talking to you!

If your daily educational activities include the use or management of audio systems and equipment, you should read this information carefully. Putting the following recommendations to practice will not only simplify your life, it will improve the usefulness and effectiveness of the school's sound systems. Plus, these same recommendations will also work for any other technical systems in your facility (video, audiovisual and computers)!

One Step At A Time

Focus on accomplishing one task at a time. Remember, the final outcome of this is to simplify life, reduce stress caused by forces beyond your control and to improve the performance of your school's technical support equipment. Basically, the steps are:

1. Inventory current equipment
2. Schedule systems check-out and repair
3. Document equipment allocation
4. Evaluate equipment needs
5. Label equipment
6. Compile system documentation and equipment manuals
7. Develop and distribute operational instructions
8. Develop trouble report form
9. Schedule staff training
10. Maintain the work you have just completed

Inventory Current Equipment

The best time to accomplish this task is either at the end of the school year or before the new year begins in the fall. However, you can save time by not reinventing the wheel each time; store the inventory on a database or spreadsheet. It's important to include: manufacturer, model number, serial number, school inventory control number, a brief description and most importantly, which department paid for the equipment.

Tips to easily maintain inventory all year long:

1. Make a habit of updating the list each time you receive new equipment.
2. If a component is reported lost or damaged, move the component from the inventory list to a separate inventory pending list.
3. If the equipment is replaced, found or repaired, return it to the inventory database.

Systems Check-out and Repair

Inspect the equipment/systems before you proceed. First, quickly list items you know or suspect are malfunctioning. Then, check each system for needed repair.

Consider contacting us to do the systems check-out. Our technicians are trained to locate problems. They may be able to identify problems you may have missed. Besides, you have enough to do.

After identifying the problem areas, schedule a service call. During the system tune-up, we may be able to repair some items immediately. This saves time and money. Also, inquire with the school administration or the district office to determine which equipment is still covered by warranty or service contract.

Current Equipment Designation

Document the current allocation of each piece of equipment by department and its normal storage locations. If you are not certain where a particular component is stored, temporarily list it as technology center inventory.

Evaluate Equipment Needs

Before you reallocate equipment, determine how often each unit is used and by which department. The goal is to determine if you are getting more requests for a particular unit than you have available. If you are, you may want to allocate one unit to the department making the most requests.

Identification Labels

There are many equipment labeling devices you may want to consider. Labels benefit you by: 1)Discouraging theft and 2)Maintaining departmental 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.

System Documentation

Gather and store relevant documents (product manuals, warranty information and equipment schematics) in one location so they can easily be accessed when needed. If you can't locate a particular manual or schematic, replacement documents may be available for a nominal fee. Three-ring binders should be set up for each system or each department. Separate binders for video and audiovisual equipment are recommended.

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. For example, the dance line coach may bring a portable CD player for the half-time show. A simple step-by-step procedure for connecting this unit to the sound system would ensure: 1) The best possible sound. 2) An undamaged system.

Once these instructions are developed, a copy of each procedure should be laminated and permanently attached near the system controls.

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. It could easily be incorporated into the existing check-out form.

This form can benefit you in several ways. It will help improve communications with a service technician by avoiding forgotten details. It also helps avoid oh-by-the-way's for future users.

Keep these Trouble Report Forms filed for each piece of equipment for easy access. This record of past problems could save the service technician time which ultimately means saving money.

You may want to insist that everyone use this form in order to objectively determine which budget should be used for repair expense.

Schedule Staff Training

Before the students return, schedule a training session for all staff and teachers, especially for those new to the school. This training should include how to use the equipment and the plan you have worked so hard to create.

Keep the work you have just completed as current as possible.

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 all the tools to make your job easier and more fulfilling. We welcome the opportunity to become involved in improving your sound systems' performance and usefulness. Please contact us to discuss your needs and goals.

by Travis Ludwig © 1996 Internet Sound Institute (www.soundinstitute.com). This article 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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