the ultimate guide

MODERN WORKPLACE COMMUNICATION

WORKPLACE COMMUNICATION AND WORKPLACE MANAGEMENT

The ultimate guide to modern workplace communication & management solutions

What are the best workplace solutions for a hybrid workforce?

Ever felt like you’re trapped in an endless game of information hide-and-seek?

You just can’t find that company-wide notice from the C-suite. Or that list of available desks at the office today..

You’re not alone. Today’s dynamic hybrid environment can mean juggling disconnected tools, sifting through missed messages, and navigating hard-to-manage office spaces. Staying informed, connected, and productive doesn’t have to be this difficult.

That’s why we wrote this guide.

You’ll discover practical strategies and tools designed to bring genuine clarity and cohesion to the way work gets done. Learn how to manage internal communication challenges, optimize your office space, and keep remote and in-office teams truly aligned.

We’ll answer your most pressing questions about the employee communication and workplace management solutions that help businesses run smoother, feel more connected, and stay in the know – no matter how or where your people work.

Using one platform for all your workplace solutions: Simplifying booking, signage, and messaging

You may have individual tools that get the job done when it comes to corporate messaging, room bookings, digital signage, or wayfinding. But trying to juggle all these separate tools is confusing, unintuitive, and wastes your team’s valuable work time.

A unified employee communication platform brings all these functions into a single, easy-to-manage system. The benefits? Teams only need to learn one interface, use one set of credentials, and rely on consistent data across every channel.

This one-platform approach reduces “app fatigue,” and minimizes friction when employees switch between tasks. It also makes it simple to send an urgent update, reserve a desk, or find their way through a new office.

Administrators can focus more on optimizing workflows, and less on patching integrations. Plus, with connected insights like space utilization and content engagement, you’re equipped to make smarter, faster decisions.

A single platform means smoother collaboration, happier teams, and a more connected workplace.

How to improve employee communication across remote and in-office teams

Workplace communication needs to connect people, share purpose, and support culture. But with dispersed teams and information overload, that’s easier said than done.

In fact, 82% of employees say they struggle to connect and collaborate with colleagues.

When messages are personalized, consistent, and scalable, they help people stay aligned and engaged, whether it’s a company update or a team win.

Let’s look at the tools that make your workplace communications come to life.

AI: How can I create more effective internal comms with AI?

Let’s be honest: writing the same announcement ten different ways isn’t the best use of anyone’s time. Neither is digging through folders for that one slide or reworking a message just to fit a different screen.

Built-in AI (like Appspace Intelligence) is changing that, by making it easier to create, share, and engage with content.

Instead of starting from scratch every time, you can:

Create once, communicate everywhere: Turn a single prompt into a full update that includes visuals, text, and even audio narration. AI can help you design engaging, on brand content that works across digital signage, mobile, intranet, and more.
Speak every language (literally): Instantly translate your messages into multiple languages for global teams for clarity and inclusion.
Understand what sticks: Use built-in insights to track engagement and sentiment, so you can fine-tune your messaging and focus on what matters most.
Personalize at scale: Automatically tag and categorize content for different teams or roles, making it easier – and fast – to deliver targeted, relevant information.

Think of AI as a helpful co-creator. It won’t replace your judgment, but it does take the grunt work off your plate so you can focus on what really matters: getting the message right.

In a world where attention is scarce and hybrid work is the norm, built-in AI helps communicators meet people where they are, quickly, clearly, and with impact.

Digital signage: What’s the most effective way to use digital signage for internal comms?

Not every employee checks email. Not every team lives in chat. From offices to warehouses, critical updates can go unseen.

That’s where digital signage shines.

Placed in break rooms, lobbies, factory floors, or near time clocks, digital signage reaches employees where they actually are.

Keep the content short, relevant, and timely — and you’ve got a frontline communications channel that works.

Imagine a digital signage system that lets you:

Manage content across locations from one dashboard: For example, a facilities team can schedule maintenance alerts across all buildings — or tailor reminders to each site.
Use AI to generate on-brand copy and visuals in seconds: Need a new safety update for multiple shifts? Just prompt AI with what’s changed, and it’ll create a polished message that fits your brand — ready to publish.
Build reusable asset libraries to save time and stay consistent: HR can drop in pre-approved wellness tips, campaigns, or benefit reminders — no need to redesign from scratch each time.

With Appspace, you can centralize content management across all your displays. And with Appspace Intelligence’s generative AI, you can instantly create on-brand copy and visuals, build reusable asset libraries, and keep signage fresh.

Alerts: What’s the best way to send urgent alerts that people actually see?

When there’s a safety threat, outage, or urgent update, a missed message can cost you – time, trust, or worse. Email alone isn’t fast (or visible) enough.

To build an alert system that works, start with the basics:

Set clear priorities: Decide what counts as urgent and what can wait for regular channels.
Think about visibility: Where are people most likely to see the alert? A lobby screen? Their phone? Microsoft Teams?
Cover your gaps: Consider which teams are hardest to reach — remote workers, frontline staff, contractors — and plan accordingly.

A strong alert system should:

Override normal messages: Urgent alerts interrupt scheduled content and stay visible until acknowledged.
Reach multiple channels instantly: Push updates to digital signage, mobile, intranet, Teams, Webex, and more.
Be regularly tested: Check speed, clarity, and delivery to ensure it works when it matters.
React automatically when needed: Integrate with emergency systems to trigger weather alerts or building-wide notices without manual input.

The goal: deliver urgent updates fast, visibly, and in the right place — no matter who needs to see them.

Take a look at Appspace Broadcasts.

Channels: How do I organize workplace content so it reaches the right people?

With so many tools and screens in play, it’s easy for workplace messages to get lost. Appspace Channels organize content so the right people see the right message at the right time.

Here’s how to make channels work for your workplace communications strategy:

Start with your audience and goals. Tailor content to who needs it: breakroom screens might show daily shift updates, while lobby displays welcome visitors or highlight KPIs.
Choose the right channel type:
- Playlist channels are great for digital signage: rotate tips, updates, or celebrations to keep things fresh.
- Live channels are perfect for town halls or training, with broadcast-style delivery and EPG support.
- Advanced channels offer interactive experiences, like wayfinding or touchscreen kiosks.
Keep content fresh. Regularly update playlists and use analytics to track what’s landing. If something’s not working, tweak the content or timing.

Channels aren’t just content containers. They’re curated experiences that help people feel seen, heard, and informed.

Templates: What’s the easiest way to create and manage on-brand employee content?

Designing branded content from scratch every time can slow teams down and create inconsistencies. Combine multiple messages in a single view using multi-zone layouts.

With Appspace cards, you can:

Use pre-built templates for announcements, safety alerts, welcome messages, or KPIs.
Combine multiple messages in a single view using multi-zone layouts.
Maintain brand consistency across every location and screen.

By using these templates across your digital signage, employee mobile app, intranet, and collaboration tools, you can meet employees where they are, without reinventing the wheel every time.

Hybrid teams and how to make work easier

Hybrid work is here to stay. But syncing people, places, and schedules? Still tricky.

Whether your people are in the office, working remotely, or somewhere in between, hybrid teams need the right tools to stay informed and connected.

Desk booking: What’s the best space reservation system for hybrid workplaces?

Ever showed up to the office only to wander around hunting for a spot to sit? Not fun.

With hybrid schedules, people need a simple way to know where to go – and where their teammates are.

A good space reservation system helps you:

See available desks, rooms, or parking before you leave home.
Book ahead or on the spot from your phone or laptop.
Check in with a quick QR code scan.
Extend bookings if you need more time.
Find where teammates are sitting for quick, casual collaboration.

Bonus: Smart platforms give workplace and facilities teams the data they need to:

Manage capacity
Improve layouts
Design spaces based on real usage – not guesswork

Conference room scheduling: How do I avoid confusion and double bookings?

You’ve probably been there – standing outside a booked room that’s somehow already in use. Or sitting in a “reserved” space wondering if you’re the one in the wrong.

Scheduling meetings shouldn’t be confusing.

Modern room booking software should:

Sync with your calendar, Teams, or Slack.
Let you reserve spaces in advance or on the fly.
Show real-time availability to avoid double bookings.
Send alerts for no-shows or conflicts.
Offer clear signage outside each room so you know you’re in the right place.

Maps: How can digital maps improve navigation in a hybrid workplace?

Big offices. Hybrid teams. Hot desking. It’s easy to waste your morning searching for someone or a free space to work in.

Interactive maps take the stress out of navigating the workplace. Looking for a desk, a meeting room, or just where the coffee machine is? Maps give your teams and visitors truly useful information and offer step-by-step directions – right from a screen, kiosk, or mobile phone.

Look for a system where admins can easily update floor plans, tag bookable spaces, and highlight helpful spots like printers or snack stations. These are small details that make a big difference.

Visitor management: How do I manage workplace visitors securely and professionally?

There’s nothing worse than a guest arriving and no one knows why they’re there – or where to send them. It’s awkward for them and stressful for you.

A modern visitor management system improves the process in a few key ways.

Register in advance: Sign in before arrival and receive directions or safety info.
Check in quickly: Use a QR code or kiosk for a fast, smooth sign-in.
Notify hosts automatically: Instantly alert the right person when a guest arrives.

The best systems also allow for custom forms, ID checks, badge printing, and secure data logs. The result? A smoother guest experience that feels safe, efficient, and on brand.

AI: How can AI help me manage the workplace more effectively?

Workplace management is no longer just about booking desks or rooms — it’s about shaping environments where people can thrive. AI takes the guesswork out of that process.

What does this look like in action?

Conversational scheduling: Need a quiet spot near your team? Just ask. Built-in AI helps you find and reserve workspaces based on your preferences, location, and past behavior.
Smart space utilization: AI turns raw occupancy data into insights, like identifying underused rooms, peak usage times, or opportunities to consolidate space.
Frictionless check-ins: AI-enabled desk booking reduces admin time and supports dynamic seating strategies like hot desking or hoteling.
Proactive decision-making: Facilities managers can see trends, forecast demand, and make data-informed changes that improve comfort, collaboration, and even sustainability metrics.

Platforms like Appspace, with built-in AI, make managing the workplace easier. So it becomes less about logistics and more about designing experiences that work for everyone – from office regulars to hybrid drop-ins.

How to use workplace devices and displays to improve employee comms

Businesses might have screens in lobbies, meeting rooms, break areas but they’re often underused or show content that’s outdated or irrelevant. That’s a missed opportunity to share timely updates, highlight achievements, or simply help people feel more connected to what’s going on.

When used right, workplace displays can:

Share real-time updates, alerts, or announcements
Celebrate wins or spotlight events
Keep frontline teams connected – no email required

Whether a single device or a full video wall, think of these displays as part of your communication toolkit, helping you reach employees more effectively. And with the right tools, you can:

Automate updates with built-in templates or AI
Manage content across multiple sites and devices
Keep things fresh without lifting a finger

Devices: How do I manage content across multiple screens?

Managing displays across multiple buildings or locations can seem like a daunting task. The trick is choosing a system that works with your existing hardware and scales as you grow.

Appspace is device agnostic, so it works with the screens you already have, from smart TVs and tablets to pro-grade signage players. It’s your one-stop platform for publishing content to any display – without the complexity.

Whether you’re starting with a few breakroom monitors or rolling out hundreds of displays globally, look for tools that simplify device setup, make publishing content easy, and give you visibility into what’s showing where.

Collaboration displays: How do I get more value from underused collaboration screens?

Most collaboration screens spend their day doing nothing between meetings.

Turning these screens into digital signage when they’re not in use helps you get more from the tech you already have. With digital signage, you can:

Show team dashboards or metrics
Display upcoming meetings or events
Share internal comms during off-hours
Use touch screens for interactive content

Compatibility with popular devices like Sony, LG, or Samsung makes it easier to get started. Touch interaction and dayparting options (scheduling different content for different times) can help you tailor what’s displayed without extra effort.

Kiosks: What are the benefits of using kiosks in the workplace?

If employees or visitors are always stopping at the front desk for directions or fumbling with check-in, something’s not working.

Kiosks offer fast, helpful, and self-service access that quickly connect people with the info they need, with less reliance on staff.

From finding a meeting room to checking in or booking a desk, you can give people instant access to useful tools. They’re especially helpful in larger or busier workplaces where wayfinding and scheduling matter.

From finding a meeting room to checking in or booking a desk, give people instant access to useful tools. They’re especially helpful in larger or busier workplaces where wayfinding and scheduling matter.

With touch support and configurable templates, you can tailor the experience to your space. Just as importantly, integrating your kiosk with reservation and visitor tools means information is accurate, helpful, and up to date.

Video walls: How can video walls boost workplace communication?

In high-traffic spaces like lobbies, cafeterias, or event halls, a single screen can struggle to get noticed. A video wall gives your message the scale and impact it needs to stand out – especially when the goal is to inform, impress, or inspire.

These multi-screen displays are great for showcasing big updates, streaming live events, or delivering eye-catching brand stories. The content itself doesn’t have to be complicated; even basic playlists can look impressive when scaled across multiple screens. (Check out the University of Northampton’s landmark 40ft ‘Power Tower’.)

The key is ease of use: look for a platform that gives you the ability to schedule content, maintain brand standards, and deliver smooth transitions without needing a designer or AV expert on standby.

How to simplify and secure building access for hybrid teams

In hybrid and flexible work environments, knowing who’s in the building, and when, is central to maintaining safety, supporting compliance, and making sure your spaces are being used effectively.

A smart, secure building access system helps you avoid unnecessary friction. Employees can reserve access to a building ahead of time, whether for a single day or a recurring schedule. When they arrive, they check in with a simple QR code and use wayfinding tools to get where they’re going.

Decent analytics should give you useful visibility into occupancy patterns, so it’s easier to enforce policies, manage capacity, and make data-driven decisions about office layouts, staffing, and even cleaning schedules. Custom access rules by location or campus also make it easier to stay compliant with local regulations.

It’s a smoother experience for employees, better oversight for admins, and a safer, smarter workplace overall.

How to keep deskless employees connected

Not everyone is sitting at a desk all day – but all employees still need to feel connected, informed, and supported.

An employee mobile app can bridge the gap between workers and key information.

Employee mobile app: What should I look for in an employee app for better workplace comms?

A well-designed employee mobile app gives everyone access to the tools and updates they need, wherever they are. Whether someone’s on the shop floor, in transit, or working remotely, they stay in the loop on company news, schedule changes, events, or policy updates, all from their phone.

Beyond communication, an app should also give people practical access to workplace tools. Think reserving a desk, checking building hours, finding a teammate, or accessing HR resources, all from a single interface.

And when your app works across time zones and devices, it unites your entire workforce, without overloading them.

How are other companies using workplace solutions to support hybrid work?

Thousands of companies around the world – from global enterprises to fast-growing startups – are already using Appspace to make hybrid work easier, improve communication and engagement, and manage the workplace more efficiently.

Whether you want to create a safe and productive environment for your workforce, make digital signage smarter, or give every employee a voice – or perhaps take a peek at what the office of the future looks like – Appspace is helping real teams solve real challenges, every day.

Bringing it all together

Modern work moves fast. People are spread across offices, time zones, and devices. Keeping everyone informed, connected, and supported is no small feat.

That’s why the right workplace solution really matters. Appspace brings everything together in one place, so teams spend less time chasing updates and switching tools – and more time doing their best work.

Whether you’re communicating a company-wide update, managing space reservations, or welcoming a new hire, helping them find their desk on day one, it’s all simpler when it works from a single platform.

Let’s make work better

Ready for a smarter, more professional workplace that keeps everyone in the know? Let’s chat. Schedule a demo or start exploring Appspace today.

Get in the know: An Appspace reveal event