Tips and Tricks for the Office
January 2nd, 2020

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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 a conference room door? Do you remember what you thought when you saw it? Bet it wasn’t “Wow, what a cool way to reserve a meeting room.”

We think paper conference room displays are going the way of the dinosaur and will soon be replaced by attractive, user-friendly room scheduling displays.  Once you try conference room digital signage, we think you’ll agree. Put a Sharpie and a piece of printer paper up against a wall-mounted iPad that connects to your company email and calendaring system, so the display shows all of the pertinent information about meeting schedules for the room — it’s not a fair contest.

What is conference room digital signage?

Conference room digital signage describes any electronic displays in the workplace that give visitors and employees important information. They come in many different formats, such as wall-mounted touch-screens, interactive kiosk displays, and A-frame displays.

Traditionally, room displays have been used in offices to communicate helpful information like availability of meeting rooms and workspaces, interactive maps of the office, event details, and employee directories. In the COVID-19 era, their use is adapting to enhance physical distancing efforts, eliminating long searches for space, and reducing the amount of human interaction. 

Plus, they don'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.

Why you need conference room displays

Our conference room schedule display 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 they look nice.

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

And iPads are affordable, plus they’re easy to purchase and install, which sets them apart from proprietary hardware that can be sourced only from the manufacturer or certain partner companies.

More than conference room displays

Wall-mounted iPads are certainly a convenient and sleek way to display your meeting room information, but a conference room schedule solution should offer 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 display should be smart enough to cancel meetings if no one checks in for them. Users should be able to delete or add meetings on the spot, report issues with conference room equipment, view the availability of nearby rooms with a quick glance at an interactive map, or search for a room based on its technological and physical resources, such as the number of chairs or 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 implementation and makes it easy for end users to adapt to a new conference room reservation system.
  • Learn how your meeting space is being used with analytics and reports. EventBoard 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. Our Insights section 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 displays from one dashboard.

Meeting the needs of the modern workplace

Today's employees expect their tools 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.

Especially in the post-pandemic workplace, where many employees will have flexible schedules and your needs will fluctuate from day to day. Considering that when employees do come into the office, they'll be eager to collaborate in person and want an easy way to make that happen.

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 in half the time it takes for someone to schedule a meeting. Your coworkers will thank you – especially now, when they're eager to trade Zoom fatigue in for a safe, face-to-face meeting.

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