Digital signage is a good support for internal communication in various work environments. Choosing an digital signage software is an essential step, as a well-designed system helps to communicate important themes, guide work and streamline processes. And when you want to improve your company’s internal communication, you need to pay attention to choosing the right software for you. Of course, a good digital signage alone does not guarantee successful communication, but it should support everyday life in a smart way so that staff can focus on what is important. The technology must work in the background, unnoticed and efficiently, so that communication can flow without any extra effort.
The software behind screens must meet the needs of modern internal communications in terms of security, usability, and scalability. In this blog, we will go through six key requirements that are worth considering when choosing a digital signage system for your internal communications needs.
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Centralized and decentralized content management
A functional digital signage is cloud-based and supports both centralized and decentralized content management. Easy publishing and updating of content plays a key role in effective communication. When these can be implemented centrally and remotely, time is saved and communication can be done efficiently and flexibly.
Often, an organization needs to communicate to multiple teams, different locations, and different work environments. These use cases require different types of communication and content. Some need up-to-date information about processes or inventory status, while others need predictive information, for example for planning customer encounters. In this case, content intended for different teams must be easily targeted and updated remotely.
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Information security, monitoring & user management
In today’s digital environment, every system used by a company must be secure. Although internal communications do not always contain sensitive information, security cannot be compromised in their implementation. One weak link can compromise the entire company’s IT infrastructure.
Choose a software that is based on the Secure by Design principle: security is not an add-on but part of the core of the system. When a system is designed according to this principle, it is secure by default, as security elements are built into the system already at the design stage.
Secondly, the system must have clear role-based user management and the option for two-factor authentication.
In addition, from an IT perspective, it is important that the system also enables device-specific monitoring, analytics and diagnostics. If a fault occurs in one device, it can be easily located and the fault situation corrected, as devices can be monitored centrally from one place. This means that technical support, maintenance or device replacement can be ordered as soon as a fault occurs. Real-time monitoring frees up IT resources and supports the smooth running of everyday operations.
Ease of content management and automation
Ease of content management is one of the most important criteria for choosing a functional digital signage software. A good system makes it easy to create, schedule and edit content, even without technical expertise. When the system is used for internal communication needs, the content creators and publishers are usually not IT professionals, but, for example, members of the HR or communications team.
Effective content management supports prioritization, scheduling, and targeting of content. Integrations to other content production tools also make the communicator’s work easier. When existing content can be retrieved from the company’s social media, for example, or published directly from Canva, duplicate work is avoided and content is updated automatically. Integrations also help maintain a visual identity in line with other brand communications.
Read also: How to recognize an easy-to-use digital signage software? »
System scalability and integrations
A digital signage software should not be a separate, individual system, but part of a whole ecosystem. A functional software integrates with everyday tools: intranet, calendar, project management tool and production ERP system. When the digital signage works seamlessly with other systems in everyday use, it easily becomes a part of the organization’s everyday life.
Extensive integration options also indicate how easily the system scales as the area of use or the entire operation expands. It is important to anticipate future growth and new areas when choosing an info display system. A good system serves on a smaller scale, but is also easily scalable to new locations, new teams and expanding operations.
In the midst of growth and change, the system must adapt. The Signage as a Service model offers a scalable solution: displays and services grow with needs without a heavy investment.
Energy efficiency and responsibility
Responsibility is also important to consider in technical procurement and when choosing an digital signage system. When purchasing devices, it is worth considering the energy efficiency, life cycle and the manufacturer’s responsibility practices.
In addition, a functioning digial signage sofwae should also enable remote management of devices in terms of power savings. Using modern and energy-efficient devices that turn off when the office closes and wake up automatically in the morning will result in significant savings on your electricity bill, and thus reduce your carbon footprint.
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Implementation support – the key to successful communication
Purchasing a new system is not just a technical decision – it is a process of change. A good implementation covers not only technical installation but also integrations, user training and, if necessary, help to redesign communications from the ground up.
A good service provider won’t leave your company alone with the implementation. Expert and comprehensive implementation support can be the key to taking your company’s internal communications to the next level with digital signage. Choose a partner who will be with you the whole way. FirstView’s expert implementation will support your team and make the transition smooth.
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Summary: technology is not the goal of communication, but its enabler
Good info display software doesn’t draw attention to itself. It works in the background, enables smooth everyday life, reduces manual work, and improves communication reach.
In the following blogs, we will delve deeper into communication content, successful implementations, and concrete examples from different industries. In the meantime, get in touch and we will design the most functional solution for you!
