Essential Conference Room Digital Signage Info

By Dave Clifton
Content Strategy Specialist
SpaceIQ

Alongside an automated reservation system, conference room digital signage raises the standard of convenience for meeting rooms. Beyond booking a space with a few keystrokes, employees can see at a glance that their room is ready and waiting for them. Passersby know the room is in use, which helps reduce double-booking conflicts.

But what information should meeting room signage display? That depends. How big are the screens and what information is most pertinent to your staff? In some cases, less is more; in other situations, the more information you can display, the better. Here’s a look at the essentials and what extra information people might appreciate.

Essential information

Conference room signage only has so much space to relay a message. The smaller the screen, the more utilitarian the information. If your conference room display signage is small, make sure it includes the bare-bones essentials:

• Conference room name: This is a no-brainer, but important if there are multiple conference spaces clustered together. It’s smart to use a conference room naming convention and display the name statically at the top of the screen.
• Conference room location: It’s easy to lose your bearings in bigger offices or on unfamiliar floors. Clearly state locations below conference room names.
• Current date and time: Displaying the date and time on the conference room signage eliminates disputes over who has the space. You’ll know if you’re early, on time, or running late.
• Current booking information: Is there someone in the room right now, or is it available? If occupied, who’s in there? How long is the meeting scheduled to run? Occupancy information tells the tale of the room’s impending availability.

At a glance, someone should get all the information they need from conference room signage. This information encourages inquiring parties to act accordingly—enter a conference they’re supposed to attend, book the next available time, look for another space, etc.

Read more on what is wayfinding and digital signage.

Additional information

Large meeting room digital signage offers more display options. Think about what people want to know as they approach the room and ask yourself if any of the following are important to display:

• Meeting information: What’s the nature of the meeting taking place right now? “Quarterly sales analysis” or “Marketing team weekly meeting” clues observers into what’s going on inside.
• Participant names: Need to locate someone? If you see their name on the meeting roster, it’s easy to see how long they’re busy or what they’re currently doing. Or, if it’s an emergency, you know exactly where to find them.
• Next available time slot: All meetings must come to an end and if you’re waiting to book the room, you want to know when. Showing the next available booking time helps people plan ahead for reservations and coordinate attendee schedules.
• Nearby open meeting rooms: Need a meeting room right now for a last-minute powwow? This room might be occupied, but the one down the hall or on the next floor is open.
• Future booking information: If you work in a busy office, it helps to see a full roster of bookings for the day. Future booking information helps employees better plan to maximize their time.

The more information you display, the better. Again, employees will act based on what they know. Should they wait 15 minutes until the current meeting ends and the space frees up? Is there a nearby open room that can accommodate a group immediately? Is there someone in this room they need to speak with? More information means better decision-making.

Display the information employees need

No matter the screen size of your conference room display system, nothing is more important than conveying useful information. Make it easy to skim and organize the information in a natural way. It shouldn’t take someone more than a few seconds to know the skinny on any room.

Keep reading: The Six Pillars of Conference Room Etiquette