Whether you have meeting rooms for internal discussions or conference and event rooms for the public, your meeting facilities are almost certainly not being used to their fullest. Enter digital room signs – the best tool to help maximize space efficiency.
1. DIGITAL ROOM SIGNS ARE MODERN
Digital room signs are a sleek, contemporary way to manage shared spaces. As we move toward more human-centered interior design, it’s important to consider what people need for collaboration and productivity. By mounting signs outside meeting rooms, you ensure that people in those areas are always informed and included. Room signs can be easily surface mounted on glass or recessed in walls, and you can even use custom frames to match your décor. And Power-over-Ethernet cables mean that a single, easy-to-mask cable delivers both data and power. Most importantly, they replace printed schedules to reduce paper and waste.
2. SHOW SCHEDULES FROM YOUR OWN APP
Digital meeting room signs integrate with many common calendaring systems – like EMS, Exchange, Google Calendar, and 25Live – so you can show schedule data from the app you’re already using. That means you can manage your shared spaces from a single source, instead of trying to maintain each room’s schedule individually. By directing everyone to use your app, and pushing that information out to your meeting room signs, all of your calendars are up to date everywhere, all the time.
3. HELP PEOPLE FIND THEIR MEETINGS
If you have more than a few meeting rooms in your facility, it can be daunting for employees and visitors to find a scheduled meeting. Digital conference room signs post that day’s events right outside the room door, so people know they’re in the right place and how long they have the space. Using interactive models, you can incorporate wayfinding and maps to make it easier for people to find where they need to go and cut down on wasted time wandering around.
4. HELP PEOPLE FIND AN OPEN SPACE
Studies say that employees can spend up to 30 minutes per day looking for an available meeting space. You also need to consider shared spaces for traveling employees, visitors, and informal pop-up discussions. Interactive meeting room signs not only show room availability, but they let people book the room right at the sign. Since the room signs talk to your calendar app, there’s never a double booking, and no events overlap. Some room signs have red and green availability lights, so you can see which rooms are occupied or free simply by looking down the hallway.
5. DISPLAY MEETING ROOM RESOURCES
Need a projector or white board for your meeting? Room signs can display what each space has available with basic icons for AV and IT resources on the screen. And, if there’s a problem with one of those tools, you can send a message reporting the issue right from the sign. The resource will be marked off the sign until it’s fixed, so no one has to spend 10 minutes trying to get a phone to work when it’s defective.
6. EXTEND YOUR DIGITAL SIGNAGE
Some people are stuck in meetings all day, and you don’t want them to miss important announcements or emergency alerts. Digital room signs allow you to display playlists from your digital signage system, either full screen or in a small window beside the room schedule. This messaging can be very useful in hotels and conference centers, where people can see your messages in hallways during breaks, so they don’t miss out.
7. USE PORTABLE ROOM SIGNS FOR OFFICE HOTELING
==As more people work at home and come into the office sporadically, space hoteling has become very popular, where someone uses a desk for only a few days or a few hours. Electronic-paper room signs are a very affordable option to show bookings for shared spaces. These E-ink signs are wireless, so they can be mounted anywhere quickly and easily, and then moved to another location in minutes. Meeting room signs are perfect for flexible spaces that frequently reconfigure, or for hoteling blocks.
8. IMPROVE SPACE UTILIZATION
Studies say that meeting rooms sit booked but empty much of the time. Interactive meeting room signs let people start, end and cancel meetings right at the sign. That way, if a meeting doesn’t start within 15 minutes of its scheduled time, or is finished or canceled, the room frees up for others to use. Since this all feeds back to your scheduling app, you can use reporting tools to see how people are actually using your meeting rooms. If rooms are often scheduled for 45 minutes but are only in use for 20, you can use that information to streamline the way people use your spaces.
No matter if you use them for in-house meeting rooms, or conference and event rooms, digital room signs are the single best tool to make the entire space management process easier and more efficient for everyone – from the organizers to the participants.
Trey is responsible for company sales globally and manages the Visix sales team and reseller partner relationships. He substantially contributes to Visix marketing, product management and planning through industry and technology research, as well as customer feedback. Trey has been with the company since 1994.