Conference Room Displays: The best way to show a room is occupied

It’s a common problem that everyone in the corporate world has experienced: how do you know if a meeting room is occupied or not?

This dreaded question affects the teams in meetings as much as it affects the people creeping the office in search of an available meeting room. Those who are in the meetings become distracted and thrown off by the peepers. According to the University of California, it takes people 23 minutes and 15 seconds to recover from interruptions. Distracting someone mid-meeting is a serious offense with the power to throw off the rest of the meeting. On the other hand, the person doing the peeping probably feels pretty awkward and embarrassed, making for a poor employee experience.

Aside from peeking into meetings one room at a time, what other methods have organizations employed? What other ways can employees find out if a room is available or not?

Paper printouts

Some offices use a paper printout with the room’s schedule. This paper is updated every day and taped to the wall like a first-grade art project. Although, the art project would be arguably more attractive plastered to a wall. Artistry aside, paper schedules become outdated within hours and don’t account for no-shows or day-of meetings.

LCD displays

Other companies have tried LCD screens, which work great… in some use cases. One key problem is the wiring. LCDs use a significant amount of power and usually can’t last a workday on a single charge. Thus, wiring is required, which requires drilling and other installation headaches.

Companies that prefer paper displays are usually looking for an unobtrusive, wireless option. On the other hand, organizations that prefer LCDs want a device that displays each room’s schedule in real-time. However, what they don’t realize is that there’s a device that does it all.

E-paper conference room displays

Electronic paper isn’t new technology, but it’s come a long way in the past decade. With sustainability driving most markets, there’s been a renewed interest in e-paper displays as an all-in-one solution.

Each wireless room display can last months on a single charge on the amount of power it takes to brew a cup of coffee. With such low power consumption, the devices can run on battery power. Meaning, e-paper displays can be mounted wirelessly to nearly any surface with no holes or drilling required. From an environmental standpoint, e-ink displays are the most sustainable solutions on the market. Their operational carbon footprint is the equivalent of one or two cups of coffee per year.

The best e-paper displays update wirelessly over WiFi, keeping room schedules, office announcements, and office wayfinding up to date. The “check-in” feature helps keep track of no-show meetings while the crystal-clear room schedule alerts potential room squatters to upcoming bookings. By nature, e-paper devices are subtle yet stylish, adding class to any office. Without blaring lights, the displays are as unobtrusive as they come. Their paperlike screens are resistant to glare, making them as readable as a piece of paper.

How to choose your conference room display

Every office has different needs and preferences. An office space management solution that works in one office may not be practical for another. When choosing a conference room display, companies tend to take one of two approaches:

  • Impulse buying. Buy the first or cheapest solution. Anything’s an improvement, right?
  • Extensive research. Compare 22+ solutions on the market and sit on them for three months

Still, there are a few basic factors every office, whether impulsive or premeditative, should consider:

  • Do you need a wireless device? If yes, LCDs aren’t the solution for you.
  • What surface are you mounting it on? While paper can be adhered to most surfaces, there’s probably a better solution.
  • Is sustainability important to you? If yes, you might want to scrap the paper. Not to mention, LCDs’ high power consumption isn’t particularly attractive.
  • Do you value a great customer experience? If yes, avoid making your office look like a first-grade classroom by installing digital meeting room displays.

What about design? If you’re looking for a timeless, wireless solution that checks all the boxes, Joan might be your one-stop shop. Companies worldwide are raving about Joan’s subtle elegance that enhances any office. Joan 6 and Joan 6 Pro come with touchscreen displays, making it easy to check in to meetings or book a meeting on the spot. The e-ink display is clear to read in office lighting, yet unobtrusive in the office space.

Also, being one of the few wireless solutions on the market, the wall mount for Joan interactive displays attaches to virtually any surface. Aside from unbelievable power efficiency, Joan devices are made out of recyclable and reusable materials. Plus, with the lowest failure rate in the industry, each display is built to last.

Why employees love e-ink meeting room displays

“I love the idea of Joan. It’s something different, more professional, sharper looking. It’s easy to install, plus people don’t want to walk up to another LCD.”

Russ Wilcox, Founder and former CEO of E Ink.

The truth is, every backlit screen in the office is a distraction. Mix them all together and employees are susceptible to sensory overload — an energy-draining condition brought about by too much external stimulus. Joan display solutions offer silent digital signage designs that are just as effective as LCD meeting room displays. The solutions are virtually maintenance-free, aside from the one or two nights per year they need to be charged.

“The experience was really positive. The fact that we don’t have to maintain it, support it, or even charge it much, really plays a huge benefit in the journey.”

Jure Malešič, KraftPal VP of Operations.

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From a practical standpoint, Joan meeting room management solutions have brought about “phenomenal” transformation in some workspaces. Kalera, a passionate hydroponics company, struggled with overrun meetings and employees had trouble finding available meeting spaces. Since installing Joan 6 wireless displays, the company has seen significant improvements and an incredible ROI.

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Companies around the world are discovering Joan. The devices are easy to install, are the most reliable solutions in the industry, and onboarding is a breeze. What’s not to love?

Get in touch with our sales team to find out how Joan can enhance the workplace experience in your office. 

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