A digital signage network is a set of screens, media players and content management software that shows information where people need it: lobbies, wayfinding, menus, safety messages, production dashboards or retail promotions. Successful projects start with a content plan and who will maintain it. The hardware is straightforward once you know what the screens will show, where, and who keeps them current.
Start with purpose and content
Ask first:
- What is each screen for? Wayfinding, announcements, menus, safety messaging, dashboards, advertising?
- Who is the audience, and how long will they look? A passer-by gives a few seconds; someone waiting in a lobby gives minutes.
- Where does the content come from, and who updates it? Marketing, HR, facilities, an automated data feed?
- Does content differ by location, time of day or audience?
- Must screens show emergency messages?
Screens with stale content are worse than no screens. Make sure someone owns the content before you buy hardware.
Plan content for the setting. Text on a screen must be large enough to read at the viewing distance, short enough to take in at a glance, and on screen long enough to finish. A few clear messages on rotation work better than a crowded layout. Think about accessibility too: good contrast, plain language, and not relying on colour alone to carry meaning.
Displays
Choose commercial displays rather than consumer televisions. Commercial models are built for long operating hours, often have longer warranties for that use, and include features such as remote management and the ability to lock out buttons.
| Location | What to look for |
|---|---|
| Interior, normal lighting | Standard commercial brightness, rated for the hours you plan to run |
| Facing windows or in sunlit lobbies | High-brightness displays so content stays readable |
| Outdoors | Outdoor-rated enclosures or displays, with heating and cooling for Canadian temperatures |
| Large walls | Video walls with narrow bezels, or direct-view LED |
| Interactive kiosks | Touch displays, mounted at accessible heights |
Consider portrait orientation for wayfinding and menus, and viewing distance when choosing size and resolution.
Media players and content management
Each screen needs a media player to show content, either a small external device or a player built into the display (system-on-chip). Built-in players reduce hardware but tie you to the display manufacturer's platform.
A content management system (CMS) is where content is created, scheduled and sent to screens. Cloud-hosted CMS platforms are common and easy to manage across many sites; on-premises options suit organizations that need content to stay inside their network. Look for:
- Scheduling by screen, group, time and date
- Templates so non-designers can update content safely
- Integration with data feeds, calendars, room booking and dashboards
- User roles and approval workflow
- Screen health monitoring and alerts
- Support for emergency or priority messages across all screens
Network and infrastructure
- Wired network to each player where possible; WiFi can work for some locations but is less reliable for video content
- A separate VLAN for signage, with firewall rules limited to the CMS and content sources
- Power at each location, on a circuit that can be scheduled or controlled; some smaller screens and players can use PoE (see Power over Ethernet)
- Bandwidth for content updates, especially video, scheduled outside busy hours where possible
- Security: changed default passwords, current firmware and locked-down players, since a hijacked public screen is an embarrassment
Cabling and backing for each screen should be in the construction drawings; see coordinating low-voltage work in construction.
Mount it properly. Large displays are heavy. Use mounts rated for the display, fixed to structure or proper backing, and check that wall-mounted screens do not project into corridors or exit routes in a way that creates a hazard or affects accessibility.
Keeping it running
Plan for the long term: who monitors screens and replaces failed hardware, how often content is reviewed, and how the system is updated. Schedule displays to turn off when nobody is around, which saves energy and extends display life. Keep a list of every screen, its player, network details and location.
How ehZee can help
Our digital signage service starts with what the screens need to achieve and who will run them, then plans displays, players, network and mounting, installs the system and confirms every screen is working and managed before handover.
Common questions
Can we use regular TVs?
They may work for light use, but consumer TVs are not designed for long daily hours and often lack remote management. Their warranties may not cover commercial use.
Can signage show emergency alerts?
Many CMS platforms can push priority messages to every screen. Signage can supplement, but must not replace, the building's fire alarm and mass notification systems.