Today, digital signage is a powerful tool to communicate efficiently with employees, customers, or visitors. Contrary to the popular notion, implementing this kind of solution does not require a considerable budget. There are different approaches, from the simpler to the more professional, that make it possible to start small and to evolve as your needs become more complex.
Displays: the first step of any project
The unavoidable starting point is the display. Some people prefer using entry-level televisions, since they are inexpensive and can easily be found in big-box stores. This is an interesting option if you want to try using digital signage while keeping costs to a minimum, but it has significant limitations. These displays are not built for continuous use; they will wear out prematurely and have shorter life spans if they are constantly working. Furthermore, their brightness levels are often insufficient in brightly lit areas, they have a limited viewing angle, and they can generally only be installed in portrait mode.
Conversely, digital displays are designed to work for extended hours and can even be used 24 hours a day without any issues. For those looking for a more strategic initial investment, displays built specifically for digital signage are a better option. They cost a bit more, but they last longer. These professional-grade displays are adapted to continuous use, provide improved brightness levels and wide viewing angles, and can either be installed in portrait or in landscape mode. In other words, they are built to last, and you will not have to reinvest in newer equipment in the short term. There are also SoC (“System on Chip”) models equipped with an operating system, which means you can install professional digital signage software without needing an external player. They are therefore easier to set up and are often considered a more cost-effective option if you plan to migrate to a more professional solution eventually.
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Sharing content: From USB keys to remote access
Once you have chosen your display, you need to consider the process you will use to share content.
USB keys: the simplest option
The easiest and less expensive option is to use a USB key. You just need to download a PowerPoint document or a video and then plug the key directly into the display to start sharing content. The advantages of this solution are that no technical knowledge is required and that it costs virtually nothing.
However, there are some significant limitations. First, there are important security vulnerabilities, as anyone can remove the key and plug in another one, which means undesirable content or even viruses could make their way into the network. Even worse: USB keys can be used maliciously: an employee could plug in a switched key in their computer, let a virus into the system, and unwittingly compromise the company’s operations. This is why many organizations that adopt thorough cybersecurity measures (such as the ISO 27001 standard) forbid USB keys. Furthermore, updating content requires physically accessing the display, which can quickly become burdensome if it must be done regularly or on many different displays. In short, this option can work for a single display within a controlled environment where content does not change often, but it remains fairly limited in a professional setting.
Remote access for increased flexibility
A second approach would be to use a small computer installed behind the display and to install remote access software (such as TeamViewer or BeyondTrust). With this system, devices can be used from a remote workstation and new content can be uploaded at any time. This option is already more flexible than USB keys since it does not require to access the displays physically, and updates can be installed quickly.
However, this method also has some limitations. Its installation could require the assistance of an IT department, and it can quickly become hard to manage if many different displays need to be controlled in different locations. Also, this type of solution cannot be managed centrally: each display needs to be updated individually, which makes management more complex and increases risks of errors. As such, remote access is an interesting solution for a small network of displays, but it quickly reaches its limits if work on a larger scale is required.
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Digital signage software: The professional and reliable solution
As soon as needs require more than one display or one location, both methods mentioned above quickly reach their limits. This is when choosing digital signage software becomes the most interesting option. These specialized platforms are designed to streamline content management and share it on a network of displays, wherever they are installed.
One of the most important advantages of dedicated software is safety, as the content is protected by secure access points. Management is also much more efficient, as messages can be preprogrammed and sent simultaneously to different displays. Displays can even be split into separate zones to share various types of information such as weather, news, videos or internal announcements. Everything can be made through a personalized interface, which helps gain considerable time compared to manual solutions.
Many people think this software is only accessible to large companies with big budgets, but it is not the case. Most providers offer different plans tailored to the needs of organisations of all sizes. Whether it is for a small business looking to start with a single display or a company about to deploy a nationwide network, there are flexible options adapted to every budget.
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Key benefits of retaining a professional digital signage solution
Low-cost digital signage is not only possible, but also scalable. For simple, specific projects, an entry-level television with a USB key can be enough. For more ambitious projects, adding a minicomputer and remote access software will offer more flexibility. However, if the goal is to implement a system that is more durable, safe, and efficient, especially if there are many displays to manage or if they are installed across separate locations, the best long-term solution is using digital signage software. It is also the reason why it could be worth it to invest in a professional display right from the start.
In short, the key to success is to accurately assess both your current and future needs, then to choose a scalable solution that fits your budget and meets your evolving needs. Digital signage must not be considered as an extravagant expense, but rather as a flexible accessible and effective investment that can be adapted to organizations of all types and sizes.
