Room Display Tablet Mounted Outside Meeting Room

Meeting Room Digital Signage – Benefits and Disadvantages

Meeting Room or Conference Room digital signage seems to be the most visual and stand out aspect of modern offices. They are digital tablets that are mounted outside the meeting rooms. They display information related to the status of the meeting. Some provide the ability to even make reservations through the device. While these digital devices do provide a lot of benefits, there are also some major aspects to consider when using them.

In this article, we want to highlight the benefits and disadvantages of having digital signage outside the meeting room.


Improves Productivity

Having a digital signage tablet helps teams have quick meetings by checking out the availability of meeting rooms from the tablet. In some cases, tablets or their casings may have LED lighting that can help broadcast the status of the meeting through color changes. For example, a green LED might mean that the meeting room is vacant, an Orange may mean that it is going to be occupied, and a Red meaning that a meeting is in progress. If you bump into a colleague who would like to have a quick discussion on an important matter, you could just scan the floor for an available meeting room and walk up to it, check-in, and proceed to your meeting knowing confidently that no one is going to bump you off.

Optimizes Usage and Availability

One of the main advantages of a digital room display tablet is the ability to ensure that organizers of the meetings check into their meetings so that the booking is not released. By doing that, systems can be put in place to ensure that meeting rooms that are booked but not occupied within a pre-defined time are automatically released and returned to the pool for others to book. This provides better usage of the meeting rooms and also allows facilities to track the actual usage.

Fault Reporting

Fault reporting is another feature that allows users of the meeting rooms to quickly notify facilities of any faults that may be found in the meeting room. An easily accessible feature that allows the users to quickly report a faulty projector, broken chair, or spoilt cable can result in the fault being addressed faster compared to someone having to send an email to the facilities 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 permanently unresolved. A few quick taps on the tablet can result in the relevant parties being notified promptly.

Aesthetically Pleasing

Having a digital tablet outside the meeting room portrays a forward-looking organization that imbues technology into its workplace culture. A beautifully designed office with digital signage outside the meeting room exudes professionalism, impresses visitors, and gives a sense of openness. Incidentally, such devices also establish an unspoken protocol and culture of respecting meeting timings.


Alteration & Cabling Works

In most cases, having a digital tablet comes with the necessity to provide cabling works to power the device and optionally use a LAN cable depending on the type of device you are using as the digital signage. So, mounting the devices require the office to extend power cables through the room and down to the mounting location in the most unobtrusive manner possible. A lot of planning needs to go into the process before using the devices.


All devices will connect to a back-end server that provides the necessary booking-related information to be displayed on the device. So, consistent data connectivity is essential for the device to be useful. 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 WiFi is being used, then the strength of the signal needs to be strong enough for the device to function without lags or timeouts. While this may not need to incur the cost of cabling, it may require you to have additional WiFi base stations to ensure that the signal strength is strong enough.


The hardware device you purchase may become faulty. There may be scenarios where the device may freeze, become slow, or may shut down unexpectedly. So, someone in the company needs to take ownership of maintaining and managing these devices. This is an additional responsibility that may fall within the purview of the Information Technology (IT) or facilities department. Warranty is also an important factor to take into consideration.


It is very unsightly to see cables crawling along an otherwise beautiful office facade with complete glass panels. So, digital tablet devices should be considered right at the start when you are working with an interior designer to ensure that sufficient considerations are given to the cables without destroying the aesthetics of the office. This plays a very important role in deciding how to draw the cables and where to mount the device. Some compromises may have to be made on the design such as having a wider and thicker frame to mount the devices or not having an infinite single slab glass for your meeting rooms.


While digital display devices do play an important role in ensuring that your office space is used optimally and your employees are productive, they do come with certain major decisions that you need to think about seriously and make before deciding on going forward.