Making the Case for an Audio/Video Solution in Your 2023 Budget

The decision to buy a video recording and observation system is more than choosing features and toolsets, it’s about improving reputation, revenue, and Return on Investment (ROI). So how do you convey this value to your budget committee? We’ve put together a list of topics to help you make your case for an audio/video solution in 2023.

Recruitment. When tuition is your primary source of revenue, it’s critical to invest in technology that supports student recruitment. Gen Z expects communication via technology, but they also expect personalized communication. A video capture system for observing and recording skills training offers both. It enables educators to provide students with personalized feedback and facilitates collaborative debriefing to prepare students for real-world scenarios. The hardware component of an audio/video system is also a concrete example of campus technology recruiters can point to during campus tours.

Read Why College Technology is Important to Students and How to get Others to Buy into New Tech. to discover more reasons students are expecting integrated technology on campus.

Student success. A video capture system not only attracts new students, but it also supports student achievement and retention. For instance, a video capture system increases faculty supervision of skills training, which may help struggling students catch up to their peers. Another example is using video playback for self-reflection to help students gain confidence. Long term, student success leads to gainful employment, which contributes to improved reputation and donations.

Employee retention. According to a 2022 survey by the College and University Professional Association for Human Resources, approximately two-thirds of full-time higher ed employees work more than full-time, which contributes to employee burnout. A stable, purpose-built, audio/video system increases efficiency and gives time back to faculty and staff, which may improve employee retention. Not only does it save time, but also prioritizes how time is spent. For example, when you invest in a solution that works as expected when expected, your IT team can focus on initiatives like technology for student recruitment, rather than troubleshooting a failing audio/video system, or piecing together a solution that is not sustainable long term.

Mission and vision. Mission-driven leadership decisions improve morale and sense of purpose. Big buying decisions are tied to emotion. Demonstrate how your audio/video solution supports your institution’s mission and vision. For example, if your mission includes improving accessibility with technology, show how your solution supports multiple styles of learning and is WCAG compliant. If your mission includes investing in technological infrastructure that improves education quality, show how your solution scales to support multiple programs on campus, which also maximizes Return on Investment.

Programmatic accreditation. Program accreditation is obviously tied to reputation and funding. So how is a video capture solution tied to program accreditation? Accrediting agencies require evidence as part of their evaluation, monitoring, and re-evaluation processes. A video recording and observation system help you provide the necessary evidence. For example, recorded videos of students’ skills and functions in clinical settings and meeting clinical performance standards. Additionally, for accreditation agencies that require clinical observation of students, on campus and/or in offsite facilities, observation may be facilitated via the video capture software to achieve this requirement.

Institutional accreditation. While less specific than programmatic accreditation in which certain program-specific skills must be demonstrated, like programmatic accreditation, institutional accreditation agencies require evidence of continuous improvement in quality education. A video recording system can be part of a continuous improvement and technological strategy. For example, it allows faculty and staff to assess and measure non-technical skills, and in addition to technical skills, to better prepare students for real-world experience, such as improved patient care and interprofessional interactions.

Community relationship. If community clinical services and/or research labs are part of your institution's revenue generation, a video recording and observation system helps improve patient care, which improves your reputation. You can also tie the workflow efficiency you gain from a video capture system to increased productivity and thus, increased revenue. For example, rather than having to manually upload or download recordings for research analysis or collaboration, an audio/video solution can record, index, and distribute videos to users automatically based on proper permissions.

Predictable cost. As you prepare to present your request for budget, ask vendors to show you the cost of their system for each year, over five years, so you can present a comprehensive total cost of ownership analysis. Present the cost of the system for years one through five to show a consistent, predictable budget after year one, which helps your organization plan not just for the initial capital expense, but cost year over year, and plan the operational budget accordingly.


Use this Buyers Guide to identify an audio/video system that correlates with improved reputation, revenue, and return on investment for your budget proposal.


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Our software empowers users to increase the effectiveness of their programs by leveraging the power of video. With over 15 years of experience, the team at Intelligent Video Solutions is dedicated to delivering excellence and can meet any challenge.
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