When businesses invest in digital signage for internal communication, they often focus on choosing the right display screens or software. However, one of the biggest factors influencing the success of a digital signage project is something much simpler – where the screens are installed.
Even the most engaging content can be overlooked if it’s displayed in the wrong location. On the other hand, well-positioned office digital signage screens can transform the way employees receive information, improve internal communication, reinforce company culture and create a more engaging workplace.
As hybrid working becomes more common and employees receive hundreds of emails every week, organisations are looking for more effective ways to communicate important messages. Office digital signage has become a valuable tool for sharing company news, recognising employee achievements, displaying live business performance, promoting wellbeing initiatives and keeping everyone connected across multiple locations.
Whether you’re planning your first office digital signage installation or expanding an existing network of displays, this guide explains where screens should be positioned, what content works best and the common mistakes that businesses should avoid.
What is Office Digital Signage?
Office digital signage is the use of professionally managed digital display screens to communicate information throughout a workplace. Unlike traditional notice boards or printed posters, digital signage allows content to be updated instantly from a central management system.
Screens can be installed throughout an office environment, including reception areas, breakout spaces, meeting rooms, corridors and open-plan workspaces. Content can then be scheduled to display at specific times, targeted to particular locations or updated instantly whenever important information needs to be shared.
Modern office digital signage systems can display far more than simple announcements. Many organisations now use them to show:
- Company news and announcements
- Employee recognition and awards
- Health and safety updates
- Live KPI dashboards
- Power BI reports
- SharePoint content
- Microsoft 365 integrations
- Meeting room schedules
- Corporate videos
- Visitor welcome messages
- Emergency notifications
- Weather forecasts
- Transport updates
- Recruitment campaigns
- Social media feeds
- Charity and community initiatives
Because content can be managed remotely, office digital signage is particularly valuable for organisations operating across multiple offices or supporting hybrid working.
Why More Businesses Are Investing in Office Digital Signage
Internal communication has become increasingly challenging. Employees are expected to absorb information from emails, Microsoft Teams, SharePoint, intranets, meetings and printed notices, all while managing their day-to-day responsibilities.
Important messages can easily be missed.
Digital signage provides another communication channel that complements these existing tools rather than replacing them. Instead of expecting employees to search for information, office digital signage delivers important updates where people naturally spend time throughout the working day.
Many organisations report improvements in:
Better Employee Engagement
Recognising employee achievements, celebrating milestones and sharing company successes helps create a stronger workplace culture. Digital signage provides an engaging way to recognise individuals and teams in a highly visible format.
Improved Internal Communication
Critical business updates can be displayed instantly across every office location, ensuring messages reach employees quickly without relying solely on email.
Reduced Printing Costs
Traditional notice boards require regular printing and manual updates. Digital signage removes these ongoing costs while ensuring information remains current.
Stronger Company Culture
Displaying company values, upcoming events, charity initiatives and employee success stories helps reinforce organisational culture and keeps staff connected to the wider business.
Real-Time Business Performance
Many organisations display live dashboards showing sales performance, customer satisfaction scores, production statistics or operational KPIs. This gives employees greater visibility of business performance and helps align teams around shared objectives.
Why Screen Placement Makes Such a Difference
One of the most common mistakes businesses make is assuming that simply installing digital signage will automatically improve communication.
In reality, placement plays a huge role in determining whether screens become an effective communication tool or simply blend into the background.
People interact differently with screens depending on where they are located.
For example, employees walking through a corridor only have a few seconds to absorb information, while those relaxing in a breakout area may spend several minutes looking at a display.
Understanding these different behaviours allows organisations to tailor both the location of their screens and the type of content shown on each display.
Rather than asking, “Where can we fit a screen?”, it’s better to ask, “Where will people naturally look at one?”
The Best Locations for Office Digital Signage Screens
Reception Areas
Reception is often the first opportunity to make a positive impression on visitors, customers, suppliers and potential employees.
A professionally presented reception digital signage screen immediately demonstrates that your organisation embraces modern communication while creating a welcoming environment.
Reception displays work particularly well for:
- Welcome messages
- Visitor information
- Company videos
- Awards and certifications
- Corporate values
- Latest business news
- Live social media feeds
- Event promotions
Because visitors are often waiting for meetings, reception screens typically achieve excellent viewing times.
Staff Kitchens and Breakout Areas
If you’re only planning to install one office digital signage screen, the staff kitchen or breakout area is often the most effective location.
Employees naturally spend time here throughout the day, making it one of the highest engagement areas within any office.
Typical content includes:
- Company announcements
- Employee birthdays
- New starter introductions
- Charity events
- Health and wellbeing campaigns
- Internal competitions
- Staff recognition
- Upcoming social events
Unlike employees working at their desks, people in breakout areas are generally more relaxed and receptive to workplace communications.
Open Plan Offices
Large office environments benefit from carefully positioned screens that provide useful information without distracting employees from their work.
Popular content includes:
- Department KPIs
- Live Power BI dashboards
- Sales leaderboards
- Customer satisfaction metrics
- Project milestones
- Service performance
- Business updates
When positioning screens in open-plan offices, avoid placing displays directly behind desks or where employees must constantly turn away from their work. Screens should remain visible without becoming a distraction.
Meeting Rooms
Meeting room displays are increasingly being used for much more than presentations.
Many organisations integrate digital signage with Microsoft 365 and Outlook calendars to display room availability, meeting schedules and booking information.
Between meetings, these displays can automatically switch to company news, announcements or promotional content, ensuring every screen continues delivering value throughout the day.
Corridors and Walkways
Although employees spend relatively little time in corridors, they pass through them multiple times each day.
These locations are ideal for short, high-impact messages such as:
- Health and safety reminders
- Recruitment campaigns
- Company achievements
- Sustainability initiatives
- Event promotions
- Emergency announcements
Keep messaging concise. Employees should be able to understand the key point within just a few seconds while walking past.
Shared Spaces and Multi-Floor Offices
Larger organisations often have departments spread across several floors or buildings.
Installing digital signage in shared areas such as lift lobbies, communal entrances and shared facilities helps ensure important information reaches everyone consistently, regardless of where they work.
This becomes especially valuable for businesses operating hybrid working patterns or multiple office locations, where maintaining consistent communication can otherwise be difficult.
Screen Size and Considerations
Selecting the right display size is just as important as choosing the right location. A screen that’s too small may go unnoticed, while an oversized display can dominate a space and become distracting.
Take a look at our digital signage screen size guide for a deeper understanding, but as a general guide:
| Location | Recommended Screen Size |
| Reception | 55″–75″ |
| Break Rooms | 43″–55″ |
| Open Plan Offices | 55″–65″ |
| Meeting Rooms | 55″–86″ |
| Corridors | 43″–55″ |
The viewing distance should always be considered. Larger open spaces require larger displays with bigger text, while screens viewed from close range can comfortably display more detailed information.
Commercial-grade displays are also worth considering over domestic televisions. They are designed for extended operating hours, offer higher brightness levels and are built to withstand continuous daily use.
Landscape or Portrait?
One question we’re often asked is whether office digital signage screens should be installed in landscape or portrait orientation.
The answer depends on the content you intend to display.
Landscape Displays
Landscape screens remain the most common choice in offices because they’re ideal for:
- Company news
- KPI dashboards
- Power BI reports
- Videos
- Presentations
- Welcome messages
They’re also a natural fit for widescreen content and integrate well with Microsoft applications.
Portrait Displays
Portrait displays are becoming increasingly popular in:
- Reception areas
- Lift lobbies
- Corridors
- Building entrances
They work particularly well for:
- Event listings
- Staff directories
- Wayfinding
- Timetables
- Digital posters
For many organisations, a combination of both orientations provides the greatest flexibility.
Mounting Screens at the Right Height
One of the most overlooked aspects of office digital signage is mounting height.
If displays are positioned too high, employees may only glance at them briefly or ignore them altogether.
As a general rule:
- The centre of the screen should be close to average eye level.
- Reception screens may be mounted slightly higher if viewed from greater distances.
- Screens in breakout areas should be easily viewed by people who are seated.
- Avoid placing screens directly above doorways where viewers must strain their necks.
Comfortable viewing encourages longer engagement with your content.
Consider Lighting and Glare
Natural light has a significant impact on screen visibility.
Large windows can create reflections that make displays difficult to read, particularly during sunny mornings or afternoons.
Before installation, consider:
- Window positions
- Overhead lighting
- Viewing angles
- Screen brightness
- Anti-glare displays
Sometimes moving a screen by just a metre can dramatically improve readability.
If your office has large amounts of natural daylight, commercial high-brightness displays are often worth the investment.
Keep Content Fresh
One reason some digital signage projects fail is because screens show exactly the same information for months.
Employees quickly stop paying attention.
Create a simple content calendar that ensures information is refreshed regularly.
For example:
Daily:
- Weather
- Transport
- KPI dashboards
- Company news
Weekly:
- Employee recognition
- Events
- Health campaigns
Monthly:
- Company performance
- Leadership updates
- Charity initiatives
- New starter introductions
Keeping content current encourages employees to keep looking.
Tailor Content to Each Location
Not every screen needs to display the same information.
Different audiences have different priorities.
For example:
Reception:
- Welcome visitors
- Corporate videos
- Company achievements
Break Rooms:
- Employee recognition
- Social events
- Internal news
Operations Teams:
- Live KPIs
- Safety information
- Shift updates
Meeting Rooms:
- Room bookings
- Agendas
- Announcements
This targeted approach makes office digital signage far more relevant and engaging.
Common Office Digital Signage Placement Mistakes
Over the years, we’ve seen several common mistakes that reduce the effectiveness of office digital signage.
Installing Too Many Screens
More screens don’t automatically improve communication.
Focus on quality locations rather than quantity.
Ignoring Viewing Distance
Text that looks fine on a computer monitor may be impossible to read from five metres away.
Always design content for the distance from which it will be viewed.
Overloading Screens with Information
Trying to communicate everything at once often results in employees reading nothing.
Prioritise one key message per slide.
Rarely Updating Content
If information never changes, employees stop noticing it.
Digital signage should feel current and relevant.
No Content Ownership
Someone within the organisation should take responsibility for managing content, reviewing schedules and keeping displays up to date.
Without clear ownership, even the best digital signage system can become neglected.
Measuring Success
Like any communication channel, office digital signage should be reviewed regularly.
Useful metrics include:
- Employee feedback
- Engagement surveys
- Reduction in printed notices
- Participation in company events
- Awareness of internal campaigns
- Health and safety compliance
- Screen uptime
- Content update frequency
Some organisations even monitor QR code scans from digital signage campaigns to measure engagement with specific messages.
Reviewing performance allows you to continually improve both screen placement and content strategy over time.
The Future of Office Digital Signage
As workplaces continue to evolve, office digital signage is becoming much more than a digital notice board. Modern platforms are increasingly integrated with business systems, allowing organisations to deliver dynamic, personalised and real-time information across multiple locations.
Artificial intelligence is also beginning to influence digital signage by helping organisations automate content scheduling, recommend relevant information and analyse engagement. While AI won’t replace a well-planned communication strategy, it can help ensure the right messages are displayed at the right time.
Hybrid working has also changed how businesses communicate. Employees may now split their time between home and the office, making it more important than ever that those in the workplace receive timely, consistent updates. Digital signage bridges this gap by reinforcing key messages, promoting company culture and ensuring important announcements remain highly visible.
As businesses continue investing in employee engagement, wellbeing and operational efficiency, office digital signage will play an increasingly important role in creating connected workplaces.
Final Thoughts
Installing office digital signage screens isn’t simply about mounting displays on walls. The most successful projects begin with understanding how employees move around a workplace, where they naturally spend time and what information is most valuable to them.
Thoughtful screen placement, combined with engaging and regularly updated content, helps organisations communicate more effectively, improve employee engagement and reduce reliance on traditional notice boards and mass email communications.
Whether you’re installing a single reception display or managing hundreds of screens across multiple offices, investing time in planning your digital signage strategy will deliver significantly better results in the long term.
If you’re considering implementing office digital signage, it’s worth thinking beyond the screens themselves. The software that powers your displays, the way content is managed and how information integrates with your existing business systems are all key factors in delivering a successful solution.
To learn more about creating an effective employee communication strategy, explore our Digital Signage for Internal Communication solution, where you’ll find information on cloud-based digital signage software, Microsoft 365 integrations, Power BI dashboards and multi-site content management.
Frequently Asked Questions About Office Digital Signage
What are the benefits of office digital signage?
Office digital signage helps improve internal communication, increase employee engagement, reduce printing costs, strengthen company culture and ensure important messages are seen by employees throughout the working day.
Where should office digital signage screens be installed?
The best locations include reception areas, staff kitchens, breakout spaces, meeting rooms, corridors, lift lobbies and open-plan offices. Screens should be placed where employees naturally spend time rather than simply where wall space is available.
Can I use existing TVs for office digital signage?
In many cases, yes. Existing televisions can often be converted into digital signage displays using professional media players and digital signage software. However, commercial displays are generally more suitable for continuous daily operation.
What content should be displayed on office digital signage?
Popular content includes company announcements, employee recognition, live KPI dashboards, Microsoft Power BI reports, health and safety updates, company events, recruitment campaigns, visitor information and emergency notifications.
How often should digital signage content be updated?
Content should be refreshed regularly to maintain employee interest. Live dashboards may update continuously, while company news, events and announcements should be reviewed weekly or whenever new information becomes available.
What screen size is best for office digital signage?
The ideal screen size depends on the location and viewing distance. Reception areas often benefit from larger displays between 55 and 75 inches, while breakout areas and corridors may only require 43 to 55-inch screens.
Is digital signage suitable for small offices?
Absolutely. Even a single screen in a reception area or staff kitchen can significantly improve communication and create a more professional workplace environment. Many businesses start with one or two displays before expanding.
Can office digital signage integrate with Microsoft 365?
Yes. Many digital signage platforms integrate with Microsoft 365, SharePoint, Microsoft Teams, Outlook calendars and Power BI, allowing organisations to display live business information without manually updating content.
How many office digital signage screens do I need?
There is no fixed number. The right solution depends on your office layout, employee numbers and communication objectives. It’s generally better to install fewer screens in high-impact locations than many screens in areas with low visibility.
Does office digital signage improve employee engagement?
Yes. Displaying employee recognition, company achievements, wellbeing campaigns and important announcements helps employees feel more connected to the organisation and improves awareness of company initiatives.
What’s the difference between office digital signage and digital notice boards?
Traditional notice boards rely on printed posters that quickly become outdated. Digital signage allows organisations to update content instantly, schedule messages automatically and display rich media such as videos, dashboards and live data.
Is cloud-based office digital signage better?
For most organisations, cloud-based digital signage offers greater flexibility. It enables remote management, automatic software updates, centralised content control and easier deployment across multiple office locations.
How much does office digital signage cost?
Costs vary depending on the number of displays, hardware requirements, software licences and installation. Many organisations begin with a small deployment before expanding as their communication requirements grow.
How do I choose the right office digital signage solution?
Look for a solution that is easy to manage, integrates with your existing business systems, supports multiple locations, offers flexible scheduling and can grow with your organisation’s future requirements.
Conclusion
Office digital signage is no longer a luxury reserved for large corporate headquarters. Organisations of every size are using digital displays to improve communication, engage employees and create more connected workplaces.
By carefully considering where screens are placed, choosing the right content and keeping information fresh, businesses can maximise the value of their investment and ensure digital signage becomes an integral part of everyday communication.
Whether your goal is to welcome visitors, display live performance dashboards or keep employees informed across multiple sites, a well-planned office digital signage strategy can deliver lasting benefits for both your people and your organisation.
