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6 Advantages of Conference Room Schedule Displays

meeting room display
Chuck Leddy
Published on

People absorb information in different ways – some may prefer to read a book or an email, while others want to have an in-person meeting or watch a video. About 65% of all people globally are visual learners, according to the National Library of Medicine, which means that graphics-based information, maybe on a screen or a billboard, is their preferred method of communication. 

Conference room digital signage therefore serves an essential information-sharing function in any organization that uses conference or meeting rooms. While conference room digital signage primarily shows the room’s schedule for the day, it can also be customized to welcome guests/visitors and relay any type of information. 

Just as signs along the highway direct drivers to where they’re going (a concept called wayfinding), meeting room displays perform a similar orienting function.

Where We're Going Today

This post will explain the following: 

  1. What conference room displays are 
  2. What they’re used for (i.e., their use cases)
  3. The multiple benefits they provide to people and organizations
  4. Some useful tips on how to select and implement effective conference room displays
Meeting rooms are collaboration spaces, make it easier for your teams to book them.

What is a Conference Room Display?

Conference room digital signage, sometimes called a meeting room booking display, is a type of digital display used specifically in conference and meeting rooms to show the meeting room schedule. The display provides relevant information about the meeting or presentation being held within the space typically including:

  • Meeting start and finish times
  • Who’s meeting or presenting
  • Capacity of the room
  • Resources and amenities in the room

You can also think of any meeting room schedule display as a blank canvas. Organizations can use that blank canvas to create an environment that encourages collaboration and productive conversations by inserting engaging visuals and strong brand messaging on the display. 

By visually accessing meeting details and relevant information on a meeting room scheduling display, meeting participants and guests/visitors can stay up-to-date on what’s happening and know they’re in the right meeting room at the right time. Organizations, for their part, can better manage their valuable room resource and showcase their brand through customization on the tablet display or check-in kiosk.

Conference room schedule displays can be customized to showcase your brand.

6 Benefits of Conference Room Displays

A meeting room display offers people and organizations many benefits, including:

1. Enhanced Meeting Efficiency 

Space for meetings is limited and expensive to manage. A meeting room scheduling software maximizes meeting effectiveness by enabling employees to book appropriate meeting space when they need it. Once booked, integrated meeting room displays and a person's existing calendar system can communicate to everyone, from meeting attendees to random employees and passers-by, that the room is booked and for what time slots.

Employees benefit from having a visual indicator about which meeting spaces are booked, both through booking software and the integrated conference room display. These booking and display tools can also integrate with popular calendars, such as MS Outlook, enabling users to observe and schedule meetings right from popular collaboration tools like Microsoft Teams/MS Office 365 and Google calendar.

Ultimately, these collaboration tools (booking software, digital signage, and integrated Outlook/google calendar) make the process of booking meeting spaces easier, more efficient, and more seamless. When devices, systems, calendars, and workplace tech tools are user-friendly and fully integrated, everyone wins.

2. Better Communication and Collaboration

A meeting room display outside conference rooms can act like highway signs on the interstate, facilitating information sharing and improving navigation. Moreover, these integrated room displays promote seamless communication because users can easily connect their devices in order to share relevant, timely content on the display screen. 

3. Real-Time Updates and Notifications 

Real-time updates and notifications can be shared on meeting room digital displays to keep everyone informed about current and upcoming meetings (as well as upcoming events), including any last-second changes to the schedule. Transparent, real-time communication gets and keeps everyone on the same page. 

As people come back to the office, it's more important than ever to have an organized meeting room booking system.

4. Resource Optimization and Cost Savings 

Meeting room displays help people and organizations  optimize their resources and cut wasteful spending, avoiding such snafus as double room bookings or canceled meetings that create “ghost” spaces that nobody ends up utilizing (also called "no-show meetings"). 

Space utilization data from a booking and room display tool also helps businesses make smarter, more data-informed decisions about space allocations and utilization. Workplace management teams can review this utilization information (workplace analytics) to make tweaks and improvements to better meet people’s space needs. 

5. Better Wayfinding 

Digital conference and meeting room schedules and signage can be a key component of a larger wayfinding system that helps (new) employees and guests navigate confidently within their surroundings. For example, conference room signage showing a meeting or conference room schedule by name and number can offer people a helpful landmark to orient themselves and others. That enhances the new hire and visitor experience.

6. Better Employee Productivity

A conference room digital display helps employees avoid scheduling snafus, offering real-time meeting room availability and simplifying the available room booking process. With the user-friendliness that a digital display gives, an employee can easily schedule a desk or conference room for a meeting and also see meeting room schedule displays.

How to Get Conference Room Displays Running

The type of meeting room display device you procure will vary depending upon the specific needs of your organization and office, so it’s important to carefully define your room schedule display requirements and consider your options before committing to any one product or provider.

Factors such as cost and quality will always matter, as will your ability to customize a whole device or solution, but it’s essential to ensure that the hardware and software you choose has sufficient support for all your intended uses and applications. Your provider and device manufacturer, of course, should offer warranties and technical support in case any problems or issues arise during installation or use.

Different conference room signage systems may have different capabilities, for example interactive touch screens or wireless access points. You should also check in advance whether additional components will be necessary, such as cables, brackets, or wall mounts depending on how the conference room schedule display itself is arranged inside or outside the room.

To get displays up and running you'll need to choose your hardware.

Installing Digital Signage

Follow these four steps when you’re ready to install:

  • First, you’ll need to decide what type of display you want for each meeting room, such as an LCD screen, interactive tablet, or smart TV. Check out some of our top recommendations.
  • Second, you’ll need to decide upon the best location for the scheduling display and how you’ll integrate it into the meeting room. 
  • Third, you’ll install the digital signage software and configure its settings in order to be sure it displays the meeting information correctly.
  • Finally, instruct your people in how to use digital displays and integrated scheduling software, while encouraging widespread adoption/use of the new tools. You can have the best workplace tech in the world, but if your people don't use them, you lose all the benefits you could have gotten.

Get Started with A Conference Room Schedule Display

Conference room digital and data displays are an effective way to keep everyone informed and engaged around your office meetings. By installing conference room schedule data displays and digital signage in your office space, you ensure that your meetings are as efficient and productive as possible.

At Robin, we’re here to help support your meeting efficiency and employee experience with conference room schedule displays, signage, scheduling software, and other workplace technologies. Reach out to us today for help!

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