1. Operations & Systems (Non-Negotiable Daily Work)

These tasks keep the engine tuned so nothing breaks under pressure later.

Daily Review and refine:

Event Workflows (intake → pre-pro. → execution → closeout)
Internal checklists (ensure systems and checklists are up to date and comprehensive for all services; events, installs, rentals)
Update SOPs based on: Past event issues, crew feedback, client complaints or delays
Audit Systems
Check Invoices and keep them up to date
Load-in / load-out & Itinerary print out check lists

Goal: When an event drops in last minute, there’s zero scrambling!

2. Inventory & Asset Management

This is huge for AV companies and often neglected.

Daily / Rotational

• Inspect gear condition (rotate categories each day)

• Update inventory system:

• What’s rentable vs retired

• Missing cables, adapters, stands

• Identify:

• Gear that causes repeat problems

• Items frequently sub-rented

• Create:

• Repair list

• Replacement priority list

• “Nice-to-have” upgrade list

Goal: Reduce last-minute rentals, failures, and over-packing.

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3. Crew & Staffing Readiness

Even without events, the team should be improving.

Daily / Weekly cadence

• Review crew performance notes from past jobs

• Update crew skill matrix:

• Audio

• Lighting

• Video

• Install

• Lead vs support

• Identify:

• Who needs training

• Who’s ready to lead

• Who shouldn’t be booked together again 😅

• Schedule:

• Internal training days

• Gear walk-throughs

• Safety refreshers

Goal: Right people, right roles, less babysitting on show day.

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4. Sales Support & Pipeline Management

Your Project Director shouldn’t sell, but they protect profitability.

Daily

• Review active leads & quotes:

• Flag under-priced proposals

• Adjust labor assumptions

• Create “ideal packages”:

• Small events

• Corporate

• Weddings

• Install bundles

• Analyze:

• Average event profit

• Labor vs equipment ratio

• Suggest upsells:

• Additional mics

• Lighting upgrades

• Tech hours

• Rehearsal days

Goal: No low-margin events slipping through.

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5. Client Experience & Brand Refinement

This is quiet work that pays off loudly later.

Daily / Weekly

• Review past client feedback

• Improve:

• Pre-event emails

• Tech intro scripts

• Event recap emails

• Create:

• Event discovery question bank

• Install intake forms

• Standardize:

• How MixStar Audio “shows up” verbally and visually

Goal: Clients feel organized, premium, and confident.

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6. Install & Long-Term Project Prep

Since you also do residential & commercial installs, this is gold time.

Daily

• Review past installs:

• What took too long?

• What caused delays?

• Improve:

• Site survey checklist

• Wiring standards

• Labeling systems

• Build install kits:

• Common tools

• Cables

• Mounts

• Create install timelines:

• 1-day

• Multi-day

• Phased projects

Goal: Install jobs run like clockwork instead of custom chaos.

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7. Risk, Compliance & Insurance Readiness

Boring… until it saves you thousands.

Weekly / Monthly

• Review:

• Insurance requirements for venues

• COI templates

• Update:

• Safety procedures

• Load limits

• Power distribution standards

• Check:

• Contracts for liability gaps

• Cancellation terms

Goal: No surprises that cost money or reputation.

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8. Strategic Improvements (The “If We Had Time” List)

No events = this finally gets done.

Ongoing

• Identify bottlenecks in:

• Booking

• Load-in

• Client communication

• Propose:

• New roles

• Automation

• Software tools

• Draft:

• Growth plans

• Seasonal pricing strategies

Goal: MixStar grows intentionally, not reactively.

Project Director List

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