In the current world of business, communication and efficient operations are critical success factors in any organization. Another way through which internal communication is being improved in organizations is through the use of digital signage. With the help of digital signage solution connected to Microsoft SharePoint, it is possible to create a single source for dissemination of pertinent information, messages, and updates to the staff in real-time.
Digital signage and SharePoint integration is a more effective way of communicating to employees and the business at large because the information shared is timely and relevant to the ongoing business processes which are always updating the SharePoint content.
What is Digital Signage?
Digital signage is the use of electronic screens to disseminate information, advertise or pass any message to the intended audience. These can include outdoor and indoor LED screens, indoor LCD screens in corporate environments, and all of these are operated by a single CMS. The main advantage of digital signage is that it can show videos, real-time information, and feeds from the social networks and other sites, which makes it useful for many spheres, especially in the business world.
Common uses for digital signage in businesses include:
- Corporate communication: Displaying announcements, event schedules, or internal campaigns.
- Wayfinding: Helping visitors and employees navigate large office complexes.
- Meeting room management: Displaying room availability and booking information.
- Real-time data feeds: Displaying live updates on sales, production, or project status.
What is SharePoint?
Microsoft SharePoint is one of the most popular web-based tools for collaboration and document sharing. It enables the development of information in a central location so that organizations can support teams in relation to projects, tasks and documents. Content management capabilities, such as version control, permission settings and customizable workflows are some of the key features that SharePoint is famous for, and that makes it an indispensable tool for managing content in today’s business environment.
One of SharePoint’s biggest advantages is compatibility with other Microsoft Office applications like Teams, Outlook, and OneDrive, making it easy to transfer data between different business applications.
Benefits of Integrating Digital Signage with SharePoint
1. Centralized Content Management
In terms of advantages, the first one is the ability to manage the content of the digital signage from SharePoint. This platform enables organizations to keep all their digital content in one place, including announcements, videos, images and documents. When associated with a digital signage system, this content can be broadcast to different digital screens within the company.
For instance, in a company, the HR departments inform changes on SharePoint, and these changes appear on the screens in break rooms, common areas, and lobbies. This integration creates the opportunity to make all employees, including those who work in the office and those who work remotely, receive the same timely and accurate information.
2. Real-Time Updates and Automation
By utilizing automation features of SharePoint, businesses can automate content dissemination to their digital signage systems. For instance, if there is a new company policy or an upcoming event, the content can be directly uploaded or pre-scheduled in SharePoint, and the digital signage system will broadcast this information depending on some rules or timetables.
This real-time update capability helps overcome the problem of updating at multiple locations manually. It helps in making certain that all the information that is put out on the digital signage is current, thus minimizing the likelihood of outdated information being aired.
3. Enhanced Employee Engagement
Employees are also more engaged because digital signage in organizations makes information easily accessible and easily understandable through visual display. These are more effective than emails or static posters on bulletin boards, which employees are more likely to notice and take in information from high quality visuals, videos, or infographics displayed on screens.
When digital signage is integrated with SharePoint, it can display updates related to the workplace, achievements of employees, and organizational performance indicators. This endless stream of information fosters organizational culture, as employees remain informed on important company projects.
4. Simplified Meeting Room Management
There are many other effective scenarios of using SharePoint and digital signage, for instance, meeting room scheduling. Through the calendar and booking function in SharePoint, it becomes easier for businesses to organize meeting rooms. For instance, there can be screens outside each meeting room that show the current meeting in progress together with the schedule for the next meeting.
This integration of SharePoint allows employees to book a room, and the availability will appear on the digital signage which helps in avoiding scheduling conflicts with meeting spaces. Extending the integration with Microsoft Outlook and Teams also takes this to the next level, as room bookings can now be done across the applications.
5. Customizable Content for Different Audiences
Using permissions and the audience targeting capability, SharePoint can help businesses display different content on the digital signage depending on the department, team, or site. For instance, a company can post IT related information on the LED screens within the IT section and post HR messages on the screens in the break area.
Such level of tailoring makes the delivery of information to the employees more accurate according to their roles or departments hence enhancing the internal communication process.
6. Improved Corporate Branding and Culture
Other forms of electronic signage, which use SharePoint as a media player, also contribute to company branding and the promotion of a healthy corporate culture. Various screens in the office can show promotional material, employee performance, mission statements, and social media posts. These visuals assist in keeping a harmonized and consistent appearance throughout the company, and also assist in motivating the employees.
They allow for real-time feedback on the achievements of an employee, project, or recognition, and fosters a healthy work culture.
Use Cases for Digital Signage and SharePoint Integration
1. Company Announcements and News
Company announcements can be posted on SharePoint and the digital signage can then disseminate the relevant information throughout the firm. The areas of application include new employees, promotions, changes in policies, or upcoming events, and with digital signage screens, employees remain updated.
For instance, the HR team posts a new policy document in SharePoint; the announcement is automatically disseminated to all the digital signage throughout the office to ensure that all employees receive the information on time.
2. KPI Dashboards and Performance Metrics
Organizations are able to display their KPI dashboards and performance metrics within SharePoint and share them on digital signages. It can be sales figures, project updates or the latest employee satisfaction ratings: SharePoint can retrieve real-time data out of business applications and display it on the digital signage in an understandable format.
This approach helps to promote accountability and make decisions based on facts within the company since everyone can monitor the performance in real-life.
3. Social Media and Live Updates
Social media feeds and updates can be seamlessly incorporated into the content of the digital signage system due to SharePoint’s versatility. This may involve displaying the company’s milestones, mentions in the media, or even real time tweets. When incorporated with SharePoint, social media can share live brand interactions, creating enthusiasm and organizational morale among employees.
This is especially helpful for firms with public relations events or campaigns as employees can monitor the performance of the brand in real time.
4. Emergency Alerts and Notifications
For issues like fire alarms, or other calamities, which require people to be alerted and evacuated, the notification system of SharePoint can immediately update the digital signage. This makes it possible for the employees to receive important information within the shortest time possible, hence improving on the safety and responses in the workplace.
Emergencies can be coded and scheduled to be sent on the share point, to ensure that the messaging during emergency is efficient.
Conclusion
Bridging digital signage and SharePoint is a very effective solution for companies seeking to enhance intranet communication, content organization, and employee morale. This integration offers companies the functionality to share live updates, schedule content sharing, and generate visually appealing and engaging content to keep groups informed.
When SharePoint is used to its full extent as content management together with the potential of digital signage, it can increase efficiency, encourage teamwork, and strengthen corporate identity throughout the company.
