In higher ed AV/IT, we’re asked to do more with less—more hybrid support, more engagement, more uptime—on the same (or shrinking) budget. It’s not easy, and it’s rarely flashy. But it’s doable.
In a recent episode of the Higher Ed AV Podcast, sponsored by Korbyt, I joined Kaleo Lee and moderator Britt Yenser for an honest conversation about how tech managers can modernize campus infrastructure without blowing the budget. We covered everything from analytics to Reddit boards to karaoke picks. Spoiler: only one of those involved Gilbert Gottfried.
If you haven’t listened yet, start here.
Here’s a breakdown of the big ideas and strategies we discussed, most of which come straight from the trenches.
Start With the Data, Listen to the People
At Vanderbilt, we take a data-first approach to prioritize upgrades. We ask:
- Which classrooms have the highest utilization?
- Where are we seeing the most support tickets or tech issues?
- Which spaces have aging systems that are more likely to fail?
That gives us a North Star. But data alone isn’t enough. We also listen to faculty, students, and our team.
“We want to try to keep these rooms working,” I said during the podcast. “There’s a tremendous amount of tuition dollars inside a room at any one time.”
Add to that the feedback from instructors whose teaching styles are evolving. If you’re not aligning tech with pedagogy, you’re missing the point.
Don’t Underestimate the Value of Fun
Kaleo reframed the conversation with a simple but powerful reminder:
“Whatever is the most fun—for the AV team, for the faculty—it’s going to be fun for the students too. And that drives buzz. That drives engagement.”
One of the most successful rollouts I’ve seen involved cohort collaboration rooms. Everyone, including faculty, integrators, and even IT, was excited. That excitement trickled down. Rooms were booked constantly. Students posted about it. It became part of the university’s identity.
Lesson: when tech inspires curiosity and excitement, it doesn’t just work; it becomes part of your institution’s story.
Yes, Admissions Should Be in the Room
Higher ed is expensive. Families are investing heavily in a college experience. And when students walk into a classroom outfitted with decades-old tech, that sends a message.
As I said on the show:
“If they’re walking into a classroom that looks like 1967, that’s going to be a recruitment problem. You’ve got to provide value.”
Even informal channels like Reddit and X (Twitter) can provide signals. Students talk about which buildings to avoid, which have cool tech, and what feels outdated. We use that feedback as one more way to prioritize. It’s not scientific, but it’s real and reflects what students experience.
“Every little bit of info helps,” I noted. “When you’re not hearing directly from students, Reddit boards can be a surprisingly honest source of feedback.”
Bottom line: If your learning spaces don’t signal relevance and innovation, it may not just be a tech issue. It could be costing you enrollments.
Get Creative With Funding and Partnerships
Capital dollars are limited, and that’s not changing any time soon. So we’ve had to get smart about how we offset costs.
Here’s what’s worked for us:
- Repurpose old gear: Pulling working tech from one space and using it in another isn’t glamorous, but it works.
- Proof-of-concept partnerships: Manufacturers may offer hardware in exchange for real-world usage data and honest feedback.
“We’ve done test spaces with manufacturers,” I shared. “They want the exposure, we need the gear, so it’s a win on both sides.”
Kaleo also mentioned a growing interest in campus-controlled advertising as a revenue stream:
“If ads are going to happen anyway, you might as well control the message,” he said. “Don’t turn your campus into a free-for-all billboard.”
Another underutilized tool: grants. From federal programs like HEERF to STEM-focused grants under the NSF IUSE umbrella, there’s money out there for institutions willing to do the homework. Track your student success metrics and ADA gaps; they strengthen your case.
Relationships Aren’t Soft Skills—They’re Survival Tools
One thing I emphasized throughout the conversation is the critical role relationships play. It’s not a “nice to have”—it’s the core of how we get things done.
Your AV integrator, your vendor rep, your network team, and your peers at other schools are the people who will help you solve problems you can’t budget your way out of.
“Relationships are everything,” I said. “They can literally make or break a project.”
Britt brought up something important: what about introverts? Networking doesn’t come easy to everyone. My advice? Start small.
“Pick one person. Then another. Don’t think of it as networking, just build friendships. The rest follows.”
This podcast episode itself was saved by a relationship. Kaleo needed a guest last minute. He called me. We made it work. That’s what this field is about.
Make the Most of What You’ve Got
We can’t upgrade everything every year. So we stretch what we have.
At Vanderbilt, we have a surplus closet with gear we’ve pulled from decommissioned spaces. It keeps older classrooms running when funding falls short. But that only works if your staff has the skillset to troubleshoot, adapt, and patch together a solution that fits your environment.
Kaleo talked about tapping into scripting and GitHub repositories to squeeze extra life or functionality out of devices like digital signage players.
“There is no right way,” he said. “There’s only what works.”
That’s the mindset. Perfection is the enemy of progress.
Build Your Creative Muscle
Not everyone wakes up with the ability to see new uses for old gear. But creativity is like networking. It’s a skill you build.
When I get stuck, I lean on the community. HETMA, Slack groups, Reddit, and good old-fashioned peer calls. I ask dumb questions. People respond with thoughtful answers.
“Master your craft,” Kaleo said. “That’s what keeps you hungry, keeps you learning.”
He’s right. The people who are best at this job never stop tinkering. They want to learn. They want to solve the next weird problem. That’s the difference between surviving and thriving in AV/IT.
Final Word
This conversation was one of the most honest and helpful I’ve had about higher ed tech in a long time. It wasn’t about shiny new toys or endless budgets. It was about real people solving real problems, using what they have, and leaning on the people around them.
Whether you’re leading a tech team, managing five classrooms, or just trying to stretch your dollars a little further, I encourage you to listen.
It might just save your next upgrade—or your next podcast.
🎧 Listen to the full episode: Modernizing Campus Tech on a Budget
Or reach out to me on LinkedIn.
