How do you get a digital signage system up and running quickly and efficiently once you’ve chosen your software? You have to do some serious planning in advance, so the whole process goes smoothly. A lot of it has to do with the work you put in ahead of time. Preparation is a key element in successful implementation.
Here are 10 stages in a smooth and successful digital signage implementation process.
1. Assess your goals
Well before you schedule implementation with your provider, you need to nail down what you want to achieve. Outline your objectives in as much detail as possible because it’ll help you measure your return on investment later. Feel free to brainstorm a bit.
2. Get the right people involved
There are two sides to the implementation process: the hardware side and the content side.
Identify one technical leader. This will be someone in your IT department. A Visix digital signage content management system has specific requirements. In addition to meeting initial network requirements, the system needs to be maintained over time. Technical leaders serve as the first point of internal escalation for technical issues, work with Visix Support to resolve issues, and plan for regular system maintenance, data backups and software updates.
Identify one content leader. This will likely be someone in Marketing or Communications with an eye for design and an understanding of what type of information you want to publish for your audience. Content leaders make decisions not only on the look and feel of the content but will also decide who has access to create and approve content and where the content will play.
- Imagine how you’ll use the system
- Once you have concrete objectives, draw out how the system will operate within your organization.
- What kind of content will you display? Who will create and approve it?
- Where will the hardware live and who maintains it? What’s the budget for maintenance?
- And now’s the time to reach out to everyone who’s going to be involved so you have their input and ideas.
3. Build the infrastructure
Work with your digital signage software provider and your AV integrator. All hardware (content manager, media players, displays and video distribution equipment) should be installed prior to the software implementation.
4. Understand the process
Schedule a pre-implementation meeting with your provider. Your network administrator and AV integrator should attend. Make sure the network people understand the system requirements prior to the implementation date and review the implementation checklist with all parties.
5. Write a project plan
Your plan should describe the key action items, timeframes and resources needed. Include things like:
- The location of displays and which screens will show what
- A budget for installation and ongoing expenses
- Potential revenue sources like advertising
- IT issues like connectivity, network and security policies
- Support options for maintenance and upgrades
The more you can cover in advance, the fewer surprises and unexpected costs and delays down the road.
6. Plan your content
List the types and sources for communications you’ll want to publish. Knowing what you want to display, and where, will help you plan your playlists and content settings.
Think about using content that you already have. Most standard image and video files can also be imported into the CMS, and PowerPoint is also an option.
Determine who can contribute, what creative resources you have and what approval process you’ll employ, if any.
7. Start simple
If creating content seems overwhelming, start with one content block for corporate or campus-wide announcements. Some software providers may also provide things like news services or RSS feeds that can be displayed in other content blocks and tickers. These update automatically, keeping content fresh and your audience interested with minimal effort.
8. Attend training
If your provider has a training subscription, seriously think about getting it. For example, at Visix, we offer one year of unlimited access to over 200 workflow videos and other resources. Plan to take the training on or near your implementation date so that you can start using your system immediately after training. This helps you to apply what you’ve learned and locks in the information. As you come across new questions or new people join your organization, you can take the training session again.
Take advantage of custom training tailored to your organization. Query the trainers to address the specific needs of your organization and focus on the features that are most important to your deployment.
9. Install and test
How your system gets deployed will be unique to you. You might work with an AV or IT company, or you may have your own IT department manage the install. If you’re working with an outside company, you can save money sometimes by mounting hardware beforehand and using remote support via the web for your software set up. Either way, think about running a pilot program for 30 days or so before going live. Make sure this exactly duplicates what you’ll be doing when you go live, or it won’t give you good feedback to work with.
10. Publish policies
By publishing standardized policies about how to create, manage and deliver your visual communications, you can streamline workflows and improve your messages’ content and look. List basic branding criteria, formatting rules, approval processes and contacts.
After implementation: Apply regular software updates
After you’re comfortable with your digital signage, stay current with hardware and software upgrades and keep fine-tuning your project plan. If your system components are outdated, you can face some hairy technical problems and if your content gets stale people will stop watching.
Take advantage of new features. Software maintenance customers usually receive software updates at no charge.
Extra Help: Naming Conventions
To effectively manage your digital signage system, you need to begin with naming conventions or standards that make sense. Naming plans cover everything from playlists, user accounts, and display locations to media files, still image files, templates and messages.
What is the value of utilizing naming conventions?
Well, over time the number of users and locations utilizing digital signage software grows:
- Increased number of users
- Increased number of playlists & ticker lists
- Increased number of layouts
- Increased amount of content
Proper naming standards allow you to efficiently manage user accounts, create and schedule content, create and schedule layouts, and easily manage media files. Here are some samples to get you started.
Sample Naming Conventions
Server and Player(s) Considerations:
- Building Name/Building Number
- Location
Samples:
- Wieboldt 1F Lobby
- Wieboldt 3F Hallway
- FACS OTIS Dawson Hall North Entrance
- FACS OTIS ASPIREClinic_Lobby
Samples for Multiple City Locations:
- AI Atlanta MediaArts Level2 Entrance
- AI Seattle Culinary Level1 Entrance
Layout Name Considerations:
- Location
- Dept
- Display Resolution
- Number of Content Blocks for Playlists/Tickers/Video or Stream
Samples:
- Terry_1920x1080_1Block1Ticker
- Ath_FB_1360x768_3Block1TickerRight_VFO
Playlist and Ticker Lists:
Consider dedicated playlists for widescreen content, vertical or unique aspect ratio content.
- AI – Atlanta – General Marketing 16:9
e.g. Corporate News/Press Releases created for widescreen playback
- AI – Atlanta – General Marketing 4:3
e.g. Corporate News/Press Releases created for normal playback
Include geographical designations to separate headquarters from location-based content.
Sample for Corporate News for ALL SITES:
- Corporate – General Communications
- Corporate – News & Events
- Corporate – Date & Time
- Corporate – Weather 3-day
- Corporate – Weather Current
- Corporate – Reserved
- Corporate – Reserved
Sample for an individual location: Chaddsford, PA
- CF – General Communications
- CF – Date & Time
- CF – Weather 3-day
- CF – Weather Current
- CF – Reserved
Apply the same naming standards at all locations.
Messages & Tickers
Define a naming standard for users to follow when creating messages and tickers.
Samples:
Location_Dept_TypeOfBulletin_ContentOfBulletin
- FACS_OTIS_RSS_CampusTechMagazine
- FACS_OTIS_EMS_Events
- Ath_FB_Video_TixOnSale
- Ath_FB_Image_FanPickofWeek
Working with Visix
Different software providers will have different systems and procedures for getting their clients up and running. We can’t really speak to them, but we can share how it works here at Visix.
Your main contact throughout the process will be a Visix Client Success Manager (CSM). Visix offers a CSM as your primary point of contact and Visix team liaison for every new deployment. They’ll send you all of the information needed for training, remote implementation support, etc., as well as connect you to any other Visix team members you’ll be working with. They are here to ensure that every step goes smoothly.
- Discovery Call: Once your purchase order is received, a CSM will host a 45-minute call with everyone on your team who’s responsible for your digital signage deployment, including technical and creative contacts. In this call, they’ll walk through the system and services you’ve purchased and let you know the process ahead and any items we need from your team.
- Consultation: If you’ve purchased consulting or configuration services, a Visix Communications Consultant will begin configuring your system on an agreed-to date. If you’re looking for help in forming your digital signage strategy, the consultant will work with you to outline your needs and tailor a gameplan for success.
- Implementation: A Visix Support Specialist responsible for your digital signage deployment will host a pre-implementation conference call with your team and will schedule remote or onsite implementation services with you.
- Creative: If you’ve purchased any of our creative services, a Visix Creative Services Success Manager will contact you to begin that process. This can vary, depending on the scope of the project. It may be as simple as filling out a web form for a custom signage design or could entail a separate discovery call for more complex interactive designs.
- Training: Your CSM will contact you with information about scheduling your software training, whether individually purchased training sessions or a Software Training Subscription.
- Completion: Once your system is configured and implemented, all consulting and creative projects have been completed, and your training has been scheduled, your CSM will send you a project completion report.
- Further Support: After your system has been installed and tested, and all of your services delivered, it doesn’t mean that we’ll leave you hanging. For support issues, you can visit visix.com/client-support/ to contact our Visix Support Specialists.