Nowadays, organizations are investing more in innovative workplace solutions to improve employee experience and operational efficiency. Among these solutions, digital signage and room kiosks have gained significant traction as tools that improve communication, streamline processes, and create more dynamic environments.
But do these technologies truly add value to the workplace? For workplace leaders and experience managers, the challenge lies in evaluating how these technologies can support your workplace strategy, drive employee engagement, and optimize your workplace operations.
There are several practical benefits of digital signage and room kiosks. Here’s how they can fit into a broader workplace strategy, and why they’re becoming essential tools in modern work environments.
The workplace today: More than just a space to work
Today’s workplace is no longer just a place for employees to clock in and clock out. It’s a hub for collaboration, innovation, and well-being. As businesses continue to embrace hybrid and flexible work models, the demand for smarter, more responsive environments grows. Employees expect more than just functional spaces; they expect seamless, personalized experiences.
Workplace leaders and experience managers are tasked with creating spaces that are not only efficient but also engaging, dynamic, and responsive to the needs of their teams. This is where digital signage and room kiosks come into play. These tools can contribute significantly to transforming a traditional office into an intelligent, interactive, and employee-centric space.
1. Enhancing the employee experience
At the heart of any workplace strategy is the goal of improving the employee experience. Modern work environments need to be flexible, responsive, and user-friendly, allowing employees to work how and where they are most effective. Digital signage and room kiosks are crucial elements in achieving this.
Digital signage helps keep employees informed, reducing information overload and ensuring that important updates are communicated clearly and efficiently. Whether it’s real-time schedule changes, safety protocols, or company announcements, digital signage ensures that employees stay connected and up-to-date with minimal effort.
Room kiosks enhance the employee experience by simplifying the process of finding and booking spaces. Whether for collaborative meetings or solo work, room kiosks reduce frustration by providing immediate access to room availability, eliminating scheduling conflicts, and improving time management.
Eptura’s integrated workplace experience tool features — such as facial recognition for secure access and product-agnostic room scheduling — allow these technologies to become even more intelligent and personalized. By integrating these tools with an organization’s existing systems, workplaces can offer seamless, user-friendly experiences that keep employees engaged and productive.
2. Streamlining communication and collaboration
In large enterprises, communication can often become fragmented. Digital signage is great for centralizing communication, making it easier to deliver important messages to employees across multiple locations. Whether you have one office or multiple campuses, digital signage ensures that key information reaches the right people at the right time.
For example, digital signage can be used to display room availability, upcoming meetings, and even employee recognition boards, ensuring that everyone is aligned and informed. This level of transparency enhances collaboration by allowing teams to see where spaces are available and what meetings are happening nearby.
Meanwhile, room kiosks allow employees to interact directly with the workspace, giving them real-time information about meeting room availability and enabling them to book or release rooms as needed. This system helps reduce room conflicts, improve space utilization, and foster more spontaneous collaboration.
Eptura’s workplace management tools ensure that your digital signage and room kiosks are seamlessly integrated with your calendar and booking systems. This means that your digital signage displays and room kiosks always show accurate, real-time information, helping to optimize meeting room management and workflow.
3. Boosting productivity, reducing friction
The modern workplace is a dynamic ecosystem where efficiency is key. Digital signage and room kiosks play a significant role in reducing friction and increasing productivity by providing employees with easy access to information and tools that make their workday smoother.
Digital signage can feature interactive content, such as the company’s internal calendar, cafeteria menu, wellness programs, or real-time building updates, reducing the need for employees to seek out information through emails or meetings.
Room kiosks eliminate the back-and-forth often involved in finding and booking meeting spaces. Employees no longer have to wander the office looking for available rooms — they can simply check the kiosk to see which spaces are open and book them on the spot.
Eptura’s facial recognition technology further enhances this process by enabling employees to quickly access meeting rooms or other secure spaces without needing keys or badges. This seamless entry process saves time and reduces the friction caused by traditional access methods.
4. Elevating the visitor experience
It’s not just employees who benefit from digital signage and room kiosks — visitors also have a significantly improved experience. When visitors arrive at an office, they often need clear directions, meeting schedules, and assistance with navigating the building. Digital signage and room kiosks can help ease this process.
Room kiosks allow visitors to check in and see where their meeting is taking place without needing to wait for a receptionist or navigate a building map. Digital signage in the lobby can guide them to their destination, display company information, or even show news updates relevant to their visit.
Eptura’s product-agnostic technology ensures that room kiosks and digital signage work with a variety of existing systems, so they can be quickly integrated into your current infrastructure. This means no time wasted on complex installations or compatibility issues.
A seamless, easy-to-navigate visitor experience is critical for creating a positive first impression. By using digital signage and room kiosks, you elevate the professionalism and efficiency of your workplace while enhancing the experience for every visitor.
5. Supporting sustainability initiatives
Incorporating digital signage and room kiosks into your workplace can also align with your company’s sustainability goals. Traditional paper-based signage and manual scheduling systems create waste and consume resources. In contrast, digital systems reduce paper usage, lower energy consumption, and streamline operations, contributing to a greener, more sustainable workplace.
By reducing paper waste and optimizing energy consumption in meeting rooms (e.g., through automated lighting or HVAC controls linked to room occupancy), organizations can reduce their overall environmental footprint.
Unlocking the full potential of your workplace
Digital signage and room kiosks are not just nice-to-haves — they’re essential tools for creating a modern, efficient, and employee-centric workplace. By integrating these technologies into your office strategy, you can improve communication, reduce friction, enhance collaboration, and elevate the employee and visitor experience.
When paired with intelligent worktech solutions like Eptura’s Archibus, Eptura AI, and Eptura Asset, these systems become even more powerful — enabling real-time insights, seamless integrations, and proactive decision-making that unlocks new levels of workplace performance.
The workplace of tomorrow is smart, connected, and efficient. Let Eptura help you get there.
By Gabi Bellairs-Lombard
Gabi is a London-based writer with 8 years of experience in copywriting and strategy across various verticals. She has been immersed in tech for two years, previously writing for a fintech company. Her specialities lie in long- and short-form writing, SEO writing and strategy, and market research. In her current role at Eptura, she covers the latest worktech and workplace experience trends.
