What’s the best digital signage for internal communications?

Most organizations that invest in digital signage put the screens in all the right places: break rooms, lobbies, outside meeting rooms, and even on the shop floor. But then what?

Too often, those screens go dark. Or they loop the same stale content until people stop noticing altogether.

That’s a missed opportunity, especially when communication gaps are already costing teams time, trust, and engagement.

But here’s the shift: digital signage is no longer just a screen on the wall. When it’s powered by the right platform and a clear strategy, it becomes a dynamic, reliable communication channel that reaches everyone – from HQ to the frontline – in real time.

And more companies are catching on. The digital signage market is expected to hit $35.94 billion by 2026, as organizations look for better ways to connect with their people in a hybrid world.

In this guide, we’ll explore how digital signage is actively changing internal communication – and how to make the most of the screens you already have. You’ll learn how digital signage software can close communication gaps, bring clarity to your workplace, and make messages more visible and meaningful.

For more on designing better comms strategies for the workplace, take  a look at our blog: Why workplace communication fails – and how to fix it.

The workplace communication problem (and how digital signage software can fix it)

Poor communication isn’t just frustrating – it’s expensive.

82% of employees say consistent communication – no matter where they’re working – is “very” or “extremely” important.

When that consistency breaks down, so does engagement. In fact, Gallup estimates that low employee engagement costs the global economy $8.9 trillion, or a staggering 9% of global GDP.

So, what’s going wrong?

• Critical updates get buried in inboxes or never reach frontline workers.
• Deskless employees and shift teams are left out of key conversations.
• Teams are overloaded by digital noise, causing disengagement.
• AV and comms teams struggle to keep screen content current without design support.

Email, chat, and intranets weren’t built to reach everyone – especially in distributed or hybrid workplaces. But the right digital signage platform can fill that gap, delivering clear, timely communication right where people are.

How do you create an effective digital signage strategy?

At Appspace, we’ve seen firsthand how digital signage strategies are reshaping internal communication:

• Reinforcing safety protocols
• Boosting engagement with leadership messaging
• Promoting company values and DEI initiatives
• Delivering critical alerts in real time
• Celebrating wins and fostering connection across hybrid teams
• Extending comms to personal devices so remote and mobile employees stay in the loop

Here’s what makes digital signage work:

Targeted messaging by location, role, and time

One-size-fits-all communication makes people tune out. Imagine if you could:

• Tailor content by site, department, or screen
• Schedule campaigns for specific shifts or regions
• Deliver hyper-relevant updates (e.g. warehouse-specific alerts vs. HQ leadership content)

AI-enhanced content creation 

Let’s be honest – producing content is often the bottleneck. But built-in AI tools make it easy to:

• Generate engaging layouts in seconds
• Populate screens with curated headlines, summaries, audio narration, and engaging visuals
• Maintain brand consistency across every location

Pro tip: Use AI for evergreen content like wellness tips, workplace etiquette, or “Did you know?” fun facts to keep screens relevant without daily manual input.

What are some examples of using digital signage in the workplace?

Let’s get tactical. Here’s how comms and AV professionals are using the Appspace digital signage platform to solve common workplace challenges.

Manufacturing floors: Keep teams informed and safety-first

The problem: Floor workers are spread out, can’t easily check email, and need timely safety and production updates.

How digital signage helps:

• Display real-time production targets, progress, and quality alerts
• Share critical safety reminders and compliance updates
• Broadcast shift schedules and break times to keep teams coordinated
• Highlight employee recognition and training opportunities

Pro tip: Localize content by department or shift to keep messages relevant and engaging.

Corporate campuses: Welcome visitors and reduce wayfinding friction

The problem: Multi-building campuses are confusing for visitors, and front desks are often overburdened.

How digital signage helps:

• Interactive kiosks offer real-time wayfinding, meeting room directories, and site policies.
• Digital visitor check-in with badge printing and arrival alerts makes the process smooth.
• Tailored messages or inspiring videos greet visitors to make them feel welcome.

Pro tip: No-code templates make it easy to update messaging by location, audience, or campaign – without involving IT.

Higher education: Keep students, staff, and visitors informed

The problem: Campus environments are complex—multiple buildings, shifting schedules, and diverse audiences make consistent communication a challenge.

How digital signage helps:

• Display class schedules, event announcements, and campus news in high-traffic areas like student centers, libraries, and dining halls.
• Share emergency alerts and weather-related closures across indoor and outdoor screens.
• Promote student services, wellness resources, and academic deadlines with timely, rotating content.
• Use kiosks for wayfinding, check-ins, and self-service support at key entry points.

Pro tip: Target content by location—what’s useful in a residence hall won’t be the same as what faculty need in a staff lounge.

Using IPTV and multi-screen signage to improve workplace communication

When communication needs to be both functional and unforgettable, these tools take center stage:

What’s the difference between IPTV and regular digital signage?

Sometimes, you need to deliver live information to employees, across locations, in real time. That’s where IPTV (Internet Protocol Television) comes in.

With the right integrations, IPTV becomes an integral part of your digital signage strategy. Appspace supports connections with leading IPTV providers such as Vbrick, Haivision, and MediaStar, enabling you to:

• Broadcast internal events like company-wide town halls, leadership messages, or earnings updates, without needing employees to log into separate platforms.
• Display curated live content such as news, industry updates, or relevant market coverage in break rooms or public spaces.
• Improve crisis communication by instantly switching screen content to trusted live sources during emergencies.

Pro tip: Pair IPTV with scheduled signage content – use live broadcasts during key times, and rotate back to relevant messaging after the event.

Multi-screen displays: The wow factor

Sometimes, one screen just isn’t enough. Multi-screen signage turns communication into an experience. Use it to:

• Turn lobbies into immersive welcome centers.
• Make corporate messages unmissable in high-traffic environments.

Best practice: We’ve seen customers use this setup to highlight things like employee recognition and real-time performance metrics at a scale that stops people in their tracks.

How do I get started with digital signage?

Appspace is designed with real-world deployment in mind. Whether you’re managing AV infrastructure or leading internal comms, you need tools that are:

• Fast to deploy – start small or roll out enterprise-wide.
• Easy to manage – no code required, templates ready to go.
• Scalable and secure – enterprise-ready with role-based access.
• Hardware- and OS-agnostic – no need for expensive new equipment.

Can I integrate digital signage with other tools and platforms?

Yes, Appspace plays nicely with your existing stack – Microsoft, Google, Cisco, Zoom, Crestron, and more.

Ready to make your digital signage work harder for you? Start with a plan – not just screens.

Step 1: Define your communication goals

Before you hang a single screen or choose a template, be clear on what you want to achieve. Are you looking to:

• Keep employees informed with real-time updates?
• Improve engagement and visibility for leadership messages?
• Reinforce safety protocols or HR campaigns?
• Reduce reliance on overloaded channels like email and chat?

Write down your top 2-3 communication goals. These will help you prioritize what content to show, where to place your screens, and how to measure success.

Step 2: Map your screen locations strategically

Identify the high-impact areas where employees naturally pause or gather:

• Office lobbies and elevator bays
• Warehouse entry points and production lines
• Conference room displays and team huddle spaces
• Cafeterias, corridors, and restrooms

For maximum reach, aim for a mix of ambient (passive) signage and interactive (touch-enabled) kiosks depending on the use case.

Step 3: Use templates to launch fast

Appspace includes a full library of low-to-no-code templates to help you launch without design bottlenecks.

Start with:

• HR updates and safety reminders
• Event promotions or leadership messages
• Welcome screens for visitors and new hires

Use playlists to rotate content automatically and keep screens fresh, even when resources are tight.

Step 4: Segment your messaging

One-size-fits-all rarely works. Target content by audience, such as:

• Role (desk-based vs. deskless)
• Location (warehouse vs. HQ)
• Shift (day vs. overnight)

The more relevant the message, the more likely it is to land.

Step 5: Measure, learn, improve

Track screen uptime, content playback, and campaign duration using Appspace analytics.
Use that data to:

• Optimize screen placement
• Adjust content timing
• Refresh underperforming campaigns

Want more tips? Check out these digital signage best practices.

Why Appspace? The digital signage platform built for your workplace

If you’re still relying on posters or email blasts, you’re missing a major opportunity to connect with your people where they are. Appspace helps you do more with your existing screens – and turn digital signage into a strategic channel for connection, clarity, and consistency.

Appspace is the only platform built to power the full workplace experience, connecting people, places, and spaces through:

• Digital signage
• Room and desk booking
• A modern intranet
• An employee mobile app

With one platform, you can keep your entire workforce informed, aligned, and engaged – whether they’re on-site, remote, or on the move.

Find out more about modern workplace communication and management systems.

Learn more about digital signage solutions or schedule a demo to see Appspace in action.