Upgrade Your Office: Simplify Meetings with Digital Signage

Meeting room signage is a critical component of a well-functioning office, assuming it is clear, high quality, and preferably digital. When it is well-integrated with room booking software, digital signage can make it much easier for both employers and visitors to navigate the workplace.

In this article we explore digital meeting room signage and its benefits. We also cover recommended digital signage solutions for the modern office.

What is meeting room digital signage?

Companies have always needed signage in the workspace. Signage is essential to both provide critical information to staff and visitors, and to help keep track of room and desk bookings.

Digital signage automates these visual cues, so that information can be displayed on easily updated screens. Digital signage will typically be on a monitor or other digital screen, through kiosks, or through tablets with various mounting options.

Digital signage solutions can often integrate with an existing Integrated Workplace Management System (IWMS). As a result, these digital office signs can make managing hybrid work and other flexible working scenarios much easier.

Why use digital meeting room signage?

There are typically three uses for digital signage in an office or facility setting:

1. 1.Conference Room Status: Digital conference room signs show critical, real-time information about conference and meeting rooms, such as room name or status (booked/in use). Ideally, these signs link with software to maximize their usefulness.
2. 2.Reception and Visitor Management: Digital signage displays are handy in the reception area, welcoming and directing visitors, sharing company news and events, and providing staff status information.
3. 3.Wayfinding and Interactive Maps: Wayfinding and interactive maps are useful for helping people navigate the workplace, especially as more people work remotely and are less familiar with the office. Digital kiosks can further power wayfinding in larger facilities.

What are the benefits of digital meeting room signage?

While pen and paper or simple door signs were once sufficient, managing employees and visitors in a dynamic office now requires more robust solutions. Digital meeting room signage that integrates with an IWMS offers several key benefits:

1. Real-time status updates

Digital meeting room signs indicate at a glance whether a room is booked or in use. When linked to room booking software, a mobile app, or the company’s calendar system, updates can happen in real time, allowing for no-shows or last-minute changes. This maximizes room availability and reduces wasted space.

2. Streamlined meetings

Facility managers need to make it easy for employees to find, book, and check in to meeting rooms. Digital signage linked to room booking software streamlines all aspects of meetings, making the process more efficient.

3. More visibility

Digital signage lets employees clearly see how their office is being used at any given time. When paired with other software, it helps them understand who is using the office and when, aiding in planning for collaborative work.

4. More support for remote workers

Digital signage supports hybrid workers who may be less familiar with the office. Interactive maps can be accessed remotely to see who will be in the office and which meeting spaces are available. Good room booking software can also integrate with tools like Zoom for remote participation.

5. Accommodate canceled and last minute bookings

Room and desk booking software can integrate with tools like Slack, Microsoft Teams, and Google Calendar, as well as mobile apps. This allows employees to book and cancel meeting rooms and desks on the fly, supporting agile working situations.

6. Provide occupancy insights

Facility managers can collect and use analytics data to better understand how rooms and desks are being used. This helps inform future decisions for the company and employees.

Choosing the right digital signage for meeting rooms solution

To realize the benefits of digital meeting room booking displays, companies need good digital platforms. Here are some suggestions for digital signage for offices:

Commercial monitors and tablets for digital room signage

Commercial monitors are typically the best choice for digital displays, as they are designed for continual use. Some well-vetted commercial monitor options include:

• ​Crestron Room Scheduling: Devices that connect with software to make booking and monitoring meeting rooms easy.
• ​Elo’s 0702L 7″ Touchscreen Monitor: Thin, attractive, and easy to integrate with existing software. Available in various sizes, including medical-grade options.
• ​LG Touch Screen Displays: Interactive displays suitable for reception areas and wayfinding.
• ​Mimo Adapt-IQ 10.1″ Digital Signage Tablet: Smaller, portable tablets that are fast, reliable, and powerful.
• ​Jarvis Commercial Android Tablet: Built for rigorous, commercial use and available in various sizes.

iPad and Android tablets

Some companies opt for consumer tablets like iPads or Android devices. These can be a cheaper option, but may not be designed for continual, commercial use and could be less user-friendly in an office setting.

Simplifying meeting room bookings

The most effective meeting room booking software is part of a unified system that manages all aspects of office use and is accessible to everyone on the team. The best solutions integrate with desk booking, move management, and request management options, creating a cohesive employee experience and a more productive workspace.

How effective is digital signage?

Digital signage is only as effective as the software it displays. Signage should communicate a clear message, which requires thoughtful organization and a user-friendly approach that keeps employees’ real needs in mind.