Today, companies are actively transitioning to modern digital advertising in internal communications, as it allows them to work faster, more accurately, and more efficiently. Digital signage solutions are gradually replacing paper announcements, reducing the workload on the HR department and helping employees receive important information on time.

 

Where individual televisions and USB drives were previously used, many problems arose: in production areas the video content became outdated, in offices videos were not updated for weeks, and urgent messages reached only part of the staff. A digital signage system works much more effectively, as it creates a unified information infrastructure and allows all screens to be managed from a single interface.

 

This is especially valuable for large enterprises with multiple buildings, branches, or work shifts, as it becomes possible to synchronize displays, monitor the technical condition of devices, and quickly launch new campaigns. In addition, advertising screens turn into a universal tool — they are suitable for training, motivational messages, and operational internal news.

 

Below is a step-by-step guide that will help you understand and build the digital signage system: from initial analysis to launching the network in real operation.

 

 

1. Define the goals and objectives of the Digital Signage system

 

Before moving on to technical solutions, it is important to understand exactly what function the screens will perform at the enterprise. Clearly defined objectives will help avoid unnecessary costs, choose the right software, and launch the network faster.

 

The most common use cases:

 

– broadcasting training videos, occupational safety materials, and instructions

– informing about changes, events, and internal initiatives

– HR communication: onboarding of new employees, announcements, motivational messages

– display of key KPIs and production indicators

– support of corporate culture and visual identity

– internal news in real time

– security system: emergency messages, alerts

– support of events and internal presentations

 

At this stage, it is worth creating a complete map of locations where the equipment will be installed: office spaces, reception areas, corridors, production facilities, elevator zones, break rooms, and canteens. The more accurate the list, the easier it will be to determine the scope of the infrastructure.

 

2. Analyze current processes and constraints

 

Many enterprises already have televisions or outdated media devices, but they operate in isolation and do not form a single logical system. Therefore, it is important to conduct a detailed audit: check the technical condition of the displays, their brightness, image quality, and ability to operate for long periods without failures. It often turns out that some screens are installed in unsuitable locations, have a poor viewing angle, or insufficient lighting levels, which reduces the effectiveness of any content.

 

It is equally important to analyze connectivity capabilities: whether there is a stable internet connection, whether a high-quality network is in place, and whether the facility layout allows additional equipment to be installed without disrupting production processes. Also assess software limitations — how often content is updated, who is responsible for its distribution, how much time changes take, and whether there are risks of human error.

 

It is also worth determining who will act as the system administrator: whether the HR department is ready to update materials independently, or whether delegated roles and multi-level access are required. This will influence the choice of tools and the structure of the future process.

 

 

3. Conduct an audit of infrastructure and media equipment

 

For the future system to operate reliably, it is necessary to carry out a comprehensive assessment of the existing equipment and the conditions of its operation. This will help determine whether part of the existing solutions can be used or whether it is better to plan a new infrastructure from the outset. At this stage, it is important not only to check technical specifications but also to evaluate the benefits of digital advertising for a specific enterprise — how effectively screens will help deliver important messages, training materials, and corporate news.

 

First of all, check which displays are already installed and what condition they are in. Does their brightness match the lighting level in the room? Is the diagonal size suitable for the distance from which employees will perceive the information? Does the device support long-term continuous operation, which is especially important for production areas with increased workloads?

 

Also evaluate the placement of the screens: are they visible from the main staff movement routes, are there any physical obstacles, and are the viewing angles convenient? It is often necessary to relocate panels or change mounting solutions to improve the effectiveness of content perception.

 

The analysis of connectivity is also important: whether it is possible to provide internet access, whether a proper local network is in place, and whether the equipment supports stable data transmission. If some of the displays operate on outdated solutions, modernization or replacement may be required.

 

The final audit will make it possible to understand which components can be retained, which should be upgraded, and where it is optimal to install new panels, including connection options via an Android set-top box or a professional Android media player.

 

4. Choose a content management architecture

 

Managing a network of Digital Signage can be organized according to two main models — cloud-based and on-premise. The choice depends on the scale of the enterprise, security requirements, and the availability of tools for the team responsible for administering the broadcasting system.

 

 

Option 1. Cloud management

 

Cloud services are ideal for companies with multiple branches or a distributed infrastructure. With cloud digital signage, the network can be controlled centrally, and updates can be launched in a matter of seconds.

 

Advantages:

 

– access to the management panel from anywhere in the world

– no need to maintain own servers

– fast deployment and scalability

 

 

Disadvantages:

 

– dependence on an external provider

– constant need for an internet connection

– less control over security

– hidden fees or higher tariffs when expanding functionality

– generally higher total cost of ownership over a 5–10 year horizon

 

 

Option 2. On-premise solution

 

This is the optimal choice for enterprises with high requirements for security and autonomy, or for companies operating in closed environments without internet access.

 

Advantages:

 

– maximum control over data and security

– independence from external services

– lower total cost of ownership over a 5–7 year horizon

 

 

Disadvantages:

 

– higher initial investment

– the need to independently maintain and update the software

 

 

5. Define a content strategy

 

Even the most stable technical system will not deliver results without a well-thought-out content model. At the planning stage, it is important to determine who will be responsible for updating information, which formats will be used, and how frequently content will be published.

 

It is worth deciding whether updates will be handled by HR, PR, or internal communications. How often should video materials, news, KPIs, or training blocks be changed? Which formats will work best for employees — video, static slides, informational widgets, interactive elements?

 

Some information can be updated automatically — for example, by integrating the system with Microsoft 365, Viva Engage, BI systems, calendars, corporate email, or shift schedules. This helps reduce manual work and avoid errors.

 

It is also recommended to create templates for different types of content: announcements, reminders, greetings, KPIs, and urgent alerts. This ensures a consistent style and significantly speeds up work with the network.

 

6. Consider automation and integrations

 

For the system to be not just a set of Digital Signage but a full-fledged internal communications tool, it is necessary to minimize manual processes and transfer data updates as much as possible to automated scenarios. Platforms that support automated operation make it possible to significantly reduce the workload on HR and communications departments. This is especially important for large enterprises, where any delayed update can affect the efficiency and quality of work of an entire department.

 

Automation makes it possible to organize content management in real time: data is updated automatically, without human involvement, and materials are adapted to specific locations or audience types. This ensures stability, reduces routine tasks, and increases the accuracy of information flows.

 

Another important aspect is the ability to integrate with corporate services already used within the company. Through APIs or ready-made modules, the platform can receive up-to-date data from accounting systems, schedules, economic indicators, or internal portals. This approach creates a live information environment that is updated without additional actions from employees.

 

Typical integrations:

 

– BI systems (Power BI, Tableau) → automatic display of KPIs

– HSE systems → instructions, reminders, alerts

– Corporate portal or intranet → news, announcements, important events

– ERP / CRM → production indicators, shift workload, plan fulfillment

– Google / Outlook calendar → current schedules and event timetables

– Weather, news, and internal enterprise data APIs

– Emergency notification systems → rapid delivery of critical information

 

Automation is especially valuable for HR, as it allows teams to focus on working with people rather than constantly updating materials on screens.

 

 

7. Check monitoring and control capabilities of the Digital Signage network

 

A modern Indoor TV network cannot operate effectively without flexible monitoring and diagnostic tools. Regardless of the size of the infrastructure, the system must provide full visibility of all devices, allowing timely response to issues without involving the IT team in every minor problem.

 

For this purpose, a CMS application is typically used, which allows tracking equipment status, analyzing playback, and controlling whether Digital Signage are synchronously displaying the required materials. This approach significantly reduces maintenance time and ensures predictable network operation even during peak periods.

 

Centralized monitoring allows you to:

 

– see what content is playing on each screen

– control the online/offline status of devices

receive error notifications

– analyze content performance and playback scenarios

– maintain a history of changes and settings

– check synchronization of advertising content across different premises

 

As a result, the system operates stably, and the network of screen devices always remains under control.

 

8. Prepare employees and standardize processes

 

Even the best software for Indoor TV will not be effective if the team does not know how to use it. Therefore, it is important to train responsible employees in the basics of working with the platform: uploading new materials, scheduling playlists, creating templates, and working with automated scenarios.

 

Special attention should be paid to training on the use of equipment, in particular such devices as an Indoor TV player, which is responsible for stable content playback and connection to the system. A clear understanding of device capabilities helps employees work faster and more confidently.

 

It is useful to create short instructions or checklists: they help new employees get involved more quickly and avoid typical mistakes. Part of the tasks can also be outsourced — especially if the company requires high stability and minimal involvement of internal resources.

 

Standardized processes make the system predictable, and the screen network stable in the long term.

 

 

9. Choose a technology platform

 

When implementing a centralized system, it is important to choose the right Digital Signage software, as it determines the stability of the entire network and the convenience of content management. The platform should be reliable, support various file formats, operate 24/7, and be understandable not only for IT, but also for HR or PR departments.

 

It is desirable that the system include templates, widgets, automation, and the ability to integrate with BI systems, calendars, or a corporate portal. This speeds up content updates and makes operations more predictable.

 

Among popular solutions for enterprises are SpinetiX, BrightSign, Samsung MagicINFO, and LG SuperSign. They are known for stability and autonomy, but the final choice depends on budget, security requirements, and content types. Also evaluate the availability of technical support and service — for large networks this is critical.

 

 

10. Launch Digital Signage system in pilot mode

 

Before rolling out Digital Signage across the entire office or factory, it is worth testing it under real conditions. To do this, select 3–5 locations where wide-format monitors are installed and configure basic playback scenarios.

 

Check how the content is perceived, whether the Digital Signage brightness is sufficient, and whether there are any viewing obstacles. Test displays help determine whether schedules, automation, and integrations with internal systems are working correctly.

 

It is also important that HR or other responsible employees can use the platform without difficulty: uploading materials, planning playlists, and monitoring device status. If something proves inconvenient, this is the best moment to adjust processes.

 

After a successful pilot, the system can be scaled across the entire company, already having a proven operating model.

 

Successful implementation of Digital Signage is not only about technical solutions, but a holistic process that includes the right platform choice, well-thought-out content, and team preparation. When all elements work in harmony, the system becomes a reliable communication tool and improves employee interaction within the enterprise on a daily basis.

Advision is a content management system for remote control, media planning of video and audio content broadcasting, and a supply-side platform for monetising advertising time. We also implement a Wi-Fi tracking system to measure quantitative indicators of the advertising audience. We help Digital Signage owners and DOOH advertising operators earn money from advertising, automate work processes, and build a reliable media infrastructure using AdTech and MarTech software solutions.

 

Contact us if you want to increase your profits and implement the latest technologies to solve your problems!