5 reasons to complement your intranet with digital screens

TL;DR

• Your IPP intranet works best when paired with digital screens that increase reach and visibility
• Digital screens help ensure important information is seen by employees without desk access
• Together, intranet and screens create clearer, more consistent internal communication

Ever heard, “Nope, I didn’t get that information!”? It’s a frustrating comment, but, unfortunately, pretty common. Even if you’ve communicated through the intranet, email, and meetings, some people still seem to miss important updates.

An IPP intranet typically refers to a specialized internal platform or module integrated within a private network to manage specific administrative processes. When using digital screens and intranets, it’s important to follow the correct order to access information efficiently and ensure nothing is missed.

This is where digital screens can make a big difference. They help you reach everyone, wherever they are during the workday. Here are five reasons PLAYipp thinks you can complement your intranet with digital screens.

1. Reach all employees, not just those at a computer

The intranet is a great channel, but not everyone has access to it all the time. People working on the floor in the manufacturing industry rarely open a computer or prioritize checking the intranet on their phones during the day. Digital screens placed strategically help you share crucial information with everyone, no matter where they are.

2. Get important information out instantly

Updating a digital screen takes seconds. When something important happens, like a schedule change or new safety procedures, you can publish it in moments. You won’t have to worry that people miss out just because they aren’t checking the intranet regularly.

3. Boost engagement and visibility

Visual messages catch the eye in a way that text on a computer screen doesn’t. With images, videos, and dynamic graphics, you can highlight news, internal updates, and goals in a way that’s hard to ignore. Digital screens become a natural part of daily life that no one can miss.

4. Easier to manage and keep updated

No more hassle with posters or manual updates. Digital screens make it easy to change content quickly from one central place. The same info can be displayed on multiple screens simultaneously, saving time and reducing the risk of outdated or incorrect information. In industries such as healthcare, this could be the difference between life and death.

5. Flexible displays that fit your communication needs

With digital screens, you can show precisely the content you want, whenever you want. Customize screens for different departments or schedule specific messages at specific times. This makes communication more relevant and effective for every group in the company.

Best practices for digital screen content

Creating digital screen content that connects with your audience takes more than eye-catching visuals. It requires a clear plan and a solid understanding of what you want to achieve.

Whether you work in higher education, a business department, or a service-oriented institute, the process starts with the right people.

Build a team around your content

Effective digital screen content is rarely a one-person effort. It works best when you involve a small team with different skills, such as:

• Design, to ensure content is easy to read and visually clear
• Content development, to shape messages that are relevant and useful
• Marketing or communications, to align screens with broader goals

This helps ensure content is not only attractive, but also effective and compliant with industry standards.

Define your audience and goals

Before creating content, take time to clarify who you’re trying to reach and what you want to communicate.

Ask yourself:

• Who will see this screen during their day?
• What information do they need right now?
• What action, if any, should they take?

Your goals will shape both the content and how it’s displayed. You might want to:

• Inform employees about compliance updates
• Promote campus or internal events
• Highlight achievements within your organization

For example, a university may use digital screens to share application deadlines, fees, or student services, while a retail site may highlight offers or direct people to different departments.

Plan for cost, time, and maintenance

Budgeting is an important part of any digital signage plan.

Consider the full picture, including:

• Hardware and software cost
• Ongoing content updates
• Possible fees for design or external services

A complete content plan should also define:

• How often information is updated
• Who is responsible for making changes
• How success will be checked and measured

This helps ensure your screens stay relevant over time instead of becoming outdated or ignored.

Don’t overlook compliance and accessibility

Compliance and accessibility matter, especially in higher education, healthcare, and the public sector.

Make sure content:

• Is easy to read at a distance
• Follows accessibility guidelines
• Is created in accordance with internal and external requirements

This helps you reach more people and supports a long-term legacy of inclusivity and professionalism.

Treat content as an ongoing process

Digital screen content should evolve.

Schedule regular check-ins to:

• Review what’s working
• Answer open questions
• Make small improvements

Feedback from employees, students, or clients is especially valuable. It helps you learn what information is useful and what can be improved. Visiting other sites or institutes can also provide inspiration and new ideas.

Choose the right partner

The provider you work with has a big impact on results.

Take time to:

• Review services and offerings
• Compare costs and support models
• Read reviews or ask questions by mail
• Visit a site to see solutions in action, if possible

The right partner will help you develop a content plan that supports your team and delivers a complete, efficient solution.

In the end, investing time and expertise into digital screen content helps you reach your audience, improve communication, and make a lasting impression.

With a clear strategy and a dedicated team, digital screens become a practical tool for sharing information, celebrating achievements, and supporting your organization’s growth.