Your Guide to Choosing the Best Digital Signage Software for Your Office

Digital signage software is a powerful tool that helps businesses share high-value communications across their workforce. The right software can uplift employee engagement and workplace wellbeing so you want to consider your options carefully. In this post, we’ve outlined six factors you need to consider when choosing the right digital signage software. But first, let's dive into what is digital signage, how it works and the benefits.

What is digital signage?

Digital signage, or electronic signage, is the technology that’s displaying information on digital screens. Digital signage can be used in various settings: warehouse and distribution centres, manufacturing sites, retail stores, hotels, restaurants and corporate buildings and more.

How does digital signage work?

Before knowing how to choose the best digital signage for your office, you must first understand the components of digital signage. We go into it in a bit more detail below but at a high level, there are two main components of any digital signage solution:

What are the benefits of digital signage software?

The advantage of digital signage makes it an increasingly popular internal communication tool in many workplaces.

6 Factors to consider when choosing the right digital signage software

1. What are the business objectives?

You need to decide what you want your digital signage screens to achieve. In the workplace, digital signage screens can be a great alternative to noticeboards and can be used to show upcoming events, share workplace wellbeing messaging, showcase leadership teams, share performance results and more. Your objective defines your focus and how you’ll achieve your goals so don’t skip this step!

2. What kind of content to display?

Next, you need to know what type of content you want to show on screen. Most digital signage software will allow text, images and video. Digital signage content can be as complex as you need it to be. Depending on which software you choose, you may need to work with graphic designers. The best digital signage solutions will have built-in templates to bring your content to life.

When it comes to wording, just be sure to keep your messages short. People tend to lose focus when faced with a huge chunk of text on screen.

3. What are your must-have features and functionality?

Make a list of all the features you need. This will ensure you choose the software that suits your business-specific criteria. Here are some must-have digital signage features to consider:

4. Where will it be displayed?

The location of your screens will impact your hardware choices. If it will be outdoors, you may need a commercial TV and an industrial media player that can withstand dust, moisture, air pollution, oils, theft and more. If it’s simply mounted to a wall in the office or in a distribution center, you could opt for a monitor with an in-built media player instead.

In this type of setting, consider a monitor, not a tablet

5. What kind of hardware will you need?

There are two main parts to digital signage hardware: a display screen and a media device. There are many types of digital signage screens to choose from:

A digital signage media player is a physical device that connects to a digital signage display and a network. Without it, your screen or monitor would not be able to display content. They range from industrial to consumer media players. Depending on which digital signage screen you choose, you may not even need a media player as smart screens often come with a built-in media player app.

6. Who will be the right digital signage software vendor?

Now that you’ve decided what the digital screens are for, where they’ll be placed and what kind of content you want to share, it’s time to choose the right software provider. When deciding between software providers, make sure they have the right support and trial options you need.

Aligns with your organisation’s needs

A lot of industries use digital signage so pick a vendor that caters to your needs. For example, Vibe caters to enterprises with a mix of office and deskless workers. Look into what features the digital signage software provider offers, sign up for a demo or free trial, read case studies and make an informed decision.

Has an appropriate level of customer support

When you run into problems, you’ll want the right level of support to help you troubleshoot issues. The “right” level will vary - if you or the software users are savvy enough to only rely on help documentation, that’s fine. But if you anticipate that you’ll need more help, make sure the vendor can cater to the level of support your business needs.

Has a free trial

It can be daunting to start paying for your software before trialling all the features to make sure it’ll meet your needs. You should expect to be able to test run the software before subscribing to it.

It’s secure

You want to work in a secure environment so check if what data security certification your vendor has. If you’re part of a large organisation, having a certified data secure vendor might be one of the requirements set by your IT team.

It’s cost effective

You will be spending on hardware and software so you want to make sure your digital signage solution is an investment – not an expense. Make sure you not only have the ability to add screens and locations as your organisation grows, but also the option to scale down when screens are no longer in use.

In summary

Digital signage software can make a huge difference in employee engagement and workplace wellbeing. Once you’ve determined business-specific objectives, the right digital signage software will help you efficiently share important top-down communications that reach your entire workforce.

Digital signage screens are just one way to sharing high-value top-down messages to the workforce. If you’re looking for more communication channels that aren’t intrusive (like pop-up notifications), consider adding corporate screensavers and setting a default home page on the web browser.

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