How to Conduct a Software Trial Before Buying AV Project Management Tools

XTEN-AV is one of the most effective solutions for AV consultants and integrators who want to streamline complex project workflows and improve productivity. However, before investing in any AV project management tool, it is essential to conduct a proper software trial. A trial period allows professionals to test how well the software fits their processes, evaluates its ease of use, and determines whether it delivers the promised efficiency. Choosing the right tool is not just about features; it is about ensuring the software aligns with your team’s unique requirements. In this blog, we will discuss how to conduct a software trial before making a purchase decision for AV project management tools.

Step 1. Define Your Objectives Clearly
Before starting a trial, identify what you want to achieve. Do you need help with automated BoM generation, system design, or team collaboration? For AV consultants, the objectives might include reducing manual errors, saving time on proposals, or simplifying resource allocation. With XTEN-AV, for instance, you can evaluate how these goals are met using integrated AV-specific features. Having clear objectives ensures that you focus on what matters most during the trial.

Step 2. Involve Key Stakeholders Early
An AV project typically involves consultants, integrators, clients, and vendors. Each group may interact with the software differently. Invite stakeholders to test the trial platform and gather feedback. If your team members will be responsible for tracking tasks, generating proposals, or designing system layouts, they must evaluate whether the tool is user-friendly and relevant to their work. By involving stakeholders early, you avoid making decisions in isolation and ensure team-wide adoption later.

Step 3. Explore Core Features Thoroughly
During the trial, spend time testing the essential features of the software. For XTEN-AV, these might include automated bill of materials generation, proposal creation, and real-time collaboration. Compare how these features save time compared to your current methods. Check whether competitors’ tools provide the same AV-specific functions or if they rely on manual processes and third-party integrations. Exploring features in depth ensures you are not swayed by flashy dashboards but instead evaluate practical usefulness.

Step 4. Test Ease of Use and Learning Curve
One critical factor that determines long-term success with a software tool is usability. Even the most feature-rich system will fail if your team struggles to use it. Use the trial period to test how quickly your team can adopt the tool. XTEN-AV is designed with AV professionals in mind, so it minimizes the learning curve. Compare this with general project management tools like Asana or Trello, which may require heavy customization before fitting AV workflows. Ease of use directly impacts productivity.

Step 5. Simulate a Real Project
Instead of testing the software with sample data or small tasks, simulate a real AV project during the trial. Create tasks, allocate resources, generate a BoM, and produce a proposal as you would in an actual project. This hands-on approach helps you see how the software performs under real-world conditions. It also shows whether the software can scale with larger, more complex projects. XTEN-AV allows users to go through this process seamlessly, ensuring consultants get a realistic view of its capabilities.

Step 6. Evaluate Collaboration and Communication
AV projects require constant communication between teams, clients, and vendors. Use the trial to evaluate how the software supports real-time collaboration. Can stakeholders comment on designs? Are updates reflected instantly? Does it reduce reliance on emails and scattered communication? XTEN-AV offers built-in collaboration features tailored for AV workflows, while general tools may provide only basic task-based communication. Evaluating collaboration ensures that your teams stay connected and projects move smoothly.

Step 7. Check Reporting and Analytics
Data-driven insights are important for monitoring project progress. During the trial, test the reporting and analytics functions. For example, XTEN-AV provides detailed project reports that show resource allocation, task completion rates, and potential bottlenecks. Competitors may offer generic reporting that is not tailored to AV projects. Evaluate whether the reports generated help you make informed decisions and whether they are easy to share with clients.

Step 8. Assess Integration with Existing Systems
Most AV consultants use a combination of software such as CAD tools, spreadsheets, and communication platforms. During the trial, check whether the new tool integrates smoothly with your existing systems. XTEN-AV supports integration with commonly used tools, reducing duplicate data entry and improving workflow efficiency. If the software requires too many manual workarounds, it may not be a good long-term fit.

Step 9. Evaluate Support and Documentation
Customer support plays a crucial role when implementing new software. During the trial, test the responsiveness of the support team. Does the vendor provide clear documentation, tutorials, or training resources? XTEN-AV offers dedicated support and guidance, making onboarding smooth for AV consultants. Strong support ensures your team can overcome challenges quickly without wasting time.

Step 10. Compare Value and Pricing
Finally, evaluate whether the software delivers value for its cost. General project management tools may appear cheaper initially, but they often lack AV-specific features, requiring additional tools to fill the gaps. XTEN-AV, on the other hand, provides an all-in-one solution that eliminates the need for multiple platforms. During the trial, calculate the time and resources saved, and weigh this against the pricing to determine true value.

Conclusion
Conducting a thorough software trial before purchasing an AV project management tool is essential to making an informed decision. Define your objectives, involve stakeholders, and test the platform in real-world scenarios. Evaluate ease of use, collaboration features, reporting, and integrations. Pay attention to customer support and assess overall value for money. Tools like XTEN-AV are designed specifically for AV consultants and integrators, providing tailored features such as automated BoMs, integrated design tools, and advanced collaboration options that general project management software cannot match. By carefully conducting a trial, you ensure that the tool you choose not only fits your workflow but also enhances productivity and long-term project success.