Room Display Tablet Mounted Outside Meeting Room

Meeting Room Digital Signage – Benefits and Challenges

In today’s fast-paced and technologically advanced world, digital signage has become increasingly popular across various industries. One area where it has gained significant traction is in meeting rooms. 

Meeting room digital signage refers to digital tablets mounted outside the meeting rooms that display the meeting and status information of the room. 

According to a report by MarketsAndMarkets, the global digital signage market, valued at $17.7 billion in 2022, is projected to reach $27.8 billion by 2026, growing at a CAGR of 11.2% from 2023 to 2026.  

However, this data includes advertisement digital signage as well. For the purposes of this article, we will confine ourselves to digital signage for meeting rooms.  

While this technology offers numerous advantages, it also presents a few disadvantages. Here, we will explore the benefits and challenges of meeting room digital signage. 

Meeting Room Display Tablet



Enhanced Communication:  

Meeting room digital signage allows for improved communication within a workspace. It enables meeting organizers to display essential information such as meeting schedules, room availability and announcements in a visually appealing manner. This ensures that participants are well-informed and reduces confusion or misunderstandings. 

  • A green LED might mean that the meeting room is vacant
  • An Orange may mean that it is going to be occupied 
  • A Red may mean that a meeting is in progress 

Increased Efficiency: 

Digital signage streamlines the management of meeting spaces. It allows for real-time updates and changes to meeting schedules, ensuring that participants are aware of any modifications. This saves time and effort that would otherwise be spent on manual updates and communication. 

Branding and Personalization:  

Meeting room digital signage can be customized to reflect the branding and identity of an organization. It offers an opportunity to showcase company logos, colours and other branding elements, creating a professional and cohesive environment.  

Having a digital tablet outside the meeting room portrays a forward-looking organization that imbues technology into its workplace culture. This can contribute to a positive impression on visitors and clients. 

Fault Reporting:   

Fault reporting is another feature that allows users to quickly notify the authorities of faults found in the meeting room. This feature allows users to quickly report a faulty projector, broken chair or leaking air-conditioner which can help the fault being addressed faster, compared to someone having to send an email to the authorities after the meeting.  

In most cases, the latter case does not ever happen and the expectation that someone else will report the issue results in the fault being unresolved. A few quick taps on the tablet can result in the relevant parties being notified promptly. 

Wayfinding and Navigation: 

Digital signage can be used to provide wayfinding and navigation assistance within a facility. It can display interactive maps, directions and floor plans, making it easier for participants to locate meeting rooms or other areas of interest. This feature is particularly valuable in large office complexes or conference centres.

Multifunctional Capabilities: 

Meeting room digital signage can serve multiple purposes beyond displaying meeting-related information. It can be utilized for internal communications, displaying news updates, weather information, company achievements or employee recognition. This versatility makes it a valuable tool for engaging employees and fostering a sense of community within the organization. 



Implementing meeting room digital signage can be costly, especially for organizations with a limited budget. The expenses associated with purchasing and installing the required hardware, software and cabling can add up. 

If a LAN cable is being used, then it is necessary to plan them right into your office cabling layout design. This can bump up the cost of cabling works.  

If Wi-Fi is being used, then the strength of the signal needs to be strong for the device to function smoothly. While this may not need cabling, it may require you to have additional Wi-Fi base stations to ensure that the signal strength is strong enough. 

Additionally, if the system requires regular updates or technical support, it may further increase the overall cost. 

Technical Issues:

Like any technological solution, meeting room digital signage is prone to technical issues. Connectivity problems, software glitches or hardware malfunctions can occur, leading to disruptions in the display of information. This can be particularly inconvenient if important updates or announcements are not properly communicated due to technical difficulties.

Learning Curve:  

Introducing meeting room digital signage may require employees to adapt to new technology and learn how to operate it effectively. Not everyone may be familiar with the software or hardware, leading to a learning curve. This can result in initial resistance or difficulties in fully utilizing the system’s capabilities. 

Distractions and Overload:   

While meeting room digital signage can provide valuable information, it can also be visually distracting. Bright screens and constantly changing content may disturb your employees. It is important to strike a balance between providing useful information and avoiding information overload or distractions. 

Privacy and Security Concerns: 

Depending on the type of information displayed, there may be privacy or security concerns associated with meeting room digital signage. If sensitive data, confidential announcements or personal information are shared on the screens, it is crucial to ensure appropriate security measures are in place to prevent unauthorized access or data breaches. 


While meeting room digital signage does play an important role in ensuring efficiency on many fronts, you need to consider a few issues and look for solutions before deciding on going forward to install them. 

We look forward to having a talk with you. 


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