August 4th, 2021


5 Valuable Tips To Simplify Meeting Management

In a modern workplace, conference room digital signage is essential.

Ever seen a “room reserved” sign taped to the outside of a conference room door? Do you remember what you thought when you saw it? I bet it wasn’t: “Wow, what a cool way to reserve a meeting room.”

In a world where employees expect better digital experiences, it’s time to finally ditch the old signs and go paperless with conference room digital signage.

Fortunately, traditional conference room signage is going the way of the dinosaur and will soon be replaced by attractive, user-friendly room scheduling displays.

Once you learn more about the benefits of conference room digital signage, we think you’ll agree.

Compare using a Sharpie and a piece of printer paper up with the alternative: A wall-mounted iPad that connects to your employees’ company email and calendaring system, so the display shows all of the pertinent information about meeting schedules for the room. As you can see, it’s not a fair contest.

What is conference room digital signage?

Conference room digital signage describes any electronic displays in the workplace that communicate important information to your visitors and employees. They come in many different formats, such as a wall-mounted touch screen, an interactive kiosk display, and an A-frame conference room digital signage display.

Traditionally, conference room digital signage tools have been used in offices to communicate helpful details such as the availability of meeting rooms and workspaces, interactive maps of the office, event details, and employee directories.

Using conference room digital signage after the pandemic

After COVID-19, the way we use conference room digital signage has adapted. In the post-pandemic era, conference digital signage supports the new policies and safety measures that enhance workplace safety and productivity.  For example, you can use conference room digital signage to enhance physical distancing efforts, eliminating long searches for space, and reducing the amount of human interaction. 

Plus, conference room digital signage doesn’t just provide convenience. When integrated with sensors, they can be used to communicate important information — such as when a room has reached capacity. If you connect them to your room scheduling software, users can interact with the displays to search for a room, check its status, and quickly book it.

What to look for in conference room digital signage

Choose conference room digital signage that’s user-friendly

The best conference room digital signage are easy to implement, adopt, and manage. For example, our digital signage room schedule app uses iPads (and has since the beginning) for the intuitiveness and clean design that Apple products are known for. These features are exactly why they make such great conference room signs: You don’t have to be an IT expert to run one — even 3-year-olds have mastered the swipe. And it helps that they look nice.

Look for affordability — and aesthetics

Conference room digital signage looks even better when they are sporting a spiffy enclosure and displaying a custom theme built exclusively for your company to match your brand and culture. Some companies choose to display different custom themes for every room or each floor, giving the iPad conference signage at each meeting room its own distinct look and feel.

Another benefit: iPads are affordable. Plus, they’re easy to purchase and install, which sets them apart from proprietary conference signage hardware that can be sourced only from the manufacturer or certain partner companies.

Go beyond the standard meeting room digital signage

Mounting iPads on the wall outside a conference room door is certainly a convenient and sleek way to display your meeting room information, but a conference room digital signage schedule solution should offer much more than that. It should be able to do so much more than act as a digital version of a paper “room reserved” sign.

The conference room digital signage display should be smart enough to cancel meetings if no one checks in for them. And users should be able to delete or add meetings on the spot, report any issues they’re experiencing with conference room equipment, view the availability of nearby rooms with a quick glance at an interactive map, and search for a room based on its technological and physical resources, such as the number of chairs or whether it’s equipped with a video conferencing system.

Although many of our customers originally found us while searching for a solution to their meeting scheduling and conference room booking headaches, once they get to know us, they find out that our platform does much more than that.

  • We seamlessly integrate with popular calendaring options such as Google Apps, Office 365/Outlook, and Exchange — which helps with the implementation process and makes it easy for your employees to adapt to a new conference room reservation system.
  • With Teem, you can learn how your meeting space is being used with analytics and reports. EventBoard conference room digital signage captures data from all of your company’s meetings and presents it as charts and graphs so you can see what’s working and what isn’t. You can use Teem’s workplace analytics, which takes it a step further by making recommendations for specific actions you can take to improve meetings — based on your company’s unique data.
  • We also offer a visitor management system, so your IT department can manage both lobby displays and conference room digital signage from one dashboard.

Meeting the needs of the modern workplace

In the new era of work, employees expect the tools they use at work to be as easy-to-use and fresh-looking as the technology they use at home. iPads running a conference room display app fit the bill perfectly.

This is particularly important for success in the post-pandemic workplace, where many employees will have flexible schedules and your workplace needs will fluctuate day by day. Because people will have the ability to work from home, when your employees do come into the office, they will be eager to collaborate in person. The most important thing you can do is provide them with an easy way to make that happen, and that’s where conference room digital signage comes in.

Enabling a simple tool for room scheduling and desk booking can help you account for fluctuations in your workforce and gather the data you need to inform your future real estate decisions.

And if that’s not reason enough to ponder a switch, consider that an online meeting scheduling system can cut the time it takes for someone to schedule a meeting in half. Your workforce will thank you for that right now, at a time when most people are looking forward to having more opportunities to trade Zoom fatigue in for safe, face-to-face meetings.

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Teem by iOFFICE provides enterprises with space scheduling and management, workplace analytics, building, and campus wayfinding, and visitor management to help cultivate workplaces that fuel productivity, efficiency, and creativity.


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