Corporate Digital Signage: The Best Setup for Offices

Corporate digital signage is a set of screens in your office that shows visitors and staff the right message in the right place: a welcome in reception, today’s news by the coffee machine, room schedules outside meeting rooms and team numbers on the wall. The best digital signage for corporate offices isn’t the one with the longest feature list. It’s the one your office manager, HR and comms people can update in a minute, without opening an IT ticket.

This guide walks through it by location, then covers who should own the content, how to compare the options, and what you need to get started.

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Read the transcript

When you have more screens, sites and groups keep them organized. A site is a location or a division. Click New Site, and give it a name. A group is a set of players you manage together. Click New Group, and name it. Tick the players that belong in it. Click Create Group. Now you can schedule content to the whole group.

What corporate digital signage does in an office

Office screens do three jobs. They welcome people (visitors, new starters, candidates). They inform people (news, events, changes, where to go). And they show progress (targets, support queues, project status). Posters and all staff emails try to do the same jobs, but posters go stale and emails get skipped. A screen people walk past every day gets read.

The screen in your lobby shouldn’t need a designer, a developer and three email approvals to show a welcome message by 9 a.m. If it does, that’s the first sign the office needs a better system.

What to show on office screens, location by location

Start from the places people actually stop or wait. Each one has a different job, so each screen should carry different content.

Reception and lobby screens

This is the screen visitors judge you by. Keep it simple: a welcome with the guest’s name or company, your logo, and one short brand message. A ready made welcome screen template gets you there in minutes. If your building has several tenants or floors, a digital directory board beside the lifts saves reception the same question fifty times a day.

Kitchen, canteen and hallway screens

This is where staff have a minute to look up. Mix short items: one news story, one event, the week’s birthdays, the weather. Rotate every 10 to 15 seconds and keep each slide to one idea. Our page on office information screens has ready layouts for exactly this.

Meeting room displays

Paper schedules on doors are out of date by lunch. A small screen outside each room, or one overview in the lobby, shows which rooms are free and what’s booked today. See meeting room displays for how it’s set up.

A KPI wall for your teams

Sales, support and operations teams like seeing the number they’re working toward. A KPI wall works when the figures update on their own, because a target typed in on Monday is wrong by Tuesday. With SignageTube Enterprise, slides read live numbers from Excel, databases, Microsoft 365, Google Workspace, Salesforce and 20+ sources in total, so the wall never shows yesterday’s figures. Start from the KPI dashboard templates, or read how live data signage works.

Who should own office screen content?

A common mistake is to compare displays and media players before deciding who will run the content. In most offices the screen isn’t the constraint. The workflow behind it is.

Ask one question first: who will create and approve screen content every week? In most companies the answer is a mix:

• Internal comms or marketing owns brand messages, news and the reception loop.
• HR owns birthdays, new starters, benefits and events.
• Facilities owns room schedules, building notices and the directory.
• Team leads own their own KPI screen.
• IT owns the players, the network and who has access, not the content.

Once you have more than a few screens, give each team its own screens and its own rights. SignageTube groups screens by site, and on Professional and Enterprise you choose who can edit what, so HR can update the canteen screen without touching reception. Enterprise sets screen access automatically by site and group, which helps once you run several offices.

Most office teams already make their updates in PowerPoint. A platform that plays those slides as built removes the biggest source of friction: nobody has to learn a new design tool or rebuild the deck. Training is lighter, rollout is faster, and more departments can contribute without breaking brand rules.

What the best digital signage for corporate offices needs to do

Corporate offices aren’t retail showrooms. Office signage has to support repeatable, day to day communication, not one off campaigns. Here’s the short list worth checking in any trial:

1. Fast updates by non technical people. Time how long it takes a typical colleague to change a slide and publish it. Five minutes keeps screens current. Half a day means stale screens.
2. Scheduling. Visitor greetings change by day and some notices should only show during business hours or in one building.
3. Roles and screen groups. The right people publish to the right screens.
4. Remote management. See what each screen shows and whether it’s online, from your browser.
5. Keeps playing when the network drops. Content already downloaded should keep playing.
6. A deployment your IT team accepts. Cloud for most offices; your own servers if policy requires it.

Comparing the approaches

There are four common ways offices run screens. Each one has a place.

Cloud or your own servers?

There’s no single right deployment for every company. Cloud digital signage suits distributed organizations and hybrid teams that want central control: administrators update screens in every office without being on site. Running it on your own servers makes sense when IT policy requires tighter local control, or when screens read live figures from internal systems that shouldn’t leave the network.

SignageTube runs in our cloud by default. SignageTube Custom runs Starter, Professional or Enterprise on your own servers, set up with your IT team, from 5 screens.

How to evaluate the best digital signage for corporate offices

The most useful test is short. In a free trial, have a typical colleague create a branded slide, schedule it to the right screens and change it again, all without calling IT. That one test tells you more than a long feature checklist.

Then look past launch day. A platform can look good in a demo and get hard to run once several departments need access and dozens of screens are live. Ask yourself whether it will still feel manageable six months from now, when the pilot has become an everyday channel.

Which SignageTube edition fits an office?

Every edition comes with a 15 day free trial and no credit card. You can move between editions at any time. Full details are on the pricing page.

What you need to get started

1. A screen. Any TV or monitor with HDMI.
2. A small player device behind it. An Android TV or Google TV device, or a Windows PC. If your TV runs Android TV or Google TV, the player installs straight on it. Real PowerPoint playback needs a Windows PC with Microsoft PowerPoint.
3. A network connection. Content downloads to the player and keeps playing if the internet drops.
4. Content. Your PowerPoint, images, video, PDFs, or one of the 1,300+ ready made Live Pages for welcome screens, birthdays, menus and room schedules.

See everything offices put on screen on our office and corporate digital signage page, or browse how other industries use digital signage.

Corporate digital signage FAQ

How much does office digital signage cost?

With SignageTube you pay per screen: from EUR 12 a month (EUR 10 billed yearly) on Starter, plus the screen and a player device you own.

Can we use the TVs we already have?

Yes. Add an Android TV or Google TV device or a Windows PC behind each one. If the TV runs Android TV or Google TV itself, install the player on the TV.

Can we show our PowerPoint slides?

Yes. Starter plays PowerPoint as a video. Professional plays it exactly as built, animations included, on a Windows PC with PowerPoint.

Can different departments manage their own screens?

Yes. Group screens by site and add users who manage only their screens. Professional and Enterprise also let you choose who can edit what.

Can office screens show live numbers?

With Enterprise, slides read live figures from Excel, databases, Microsoft 365, Google Workspace, Salesforce and 20+ sources, so targets and queues update on their own.

Can it run on our own servers?

Yes, with SignageTube Custom, from 5 screens. Your content and data stay on your network.

Try it on one office screen first. Put a welcome screen in reception and a news loop in the kitchen, and see how quickly your team updates them. Start your free 15 day trial, no credit card needed, or book a short demo and we’ll show you on your own content.