Why you need digital signage in Microsoft Teams Rooms

You’re probably familiar with at least one of these scenarios: The meeting room screen goes black right before an important presentation. The company-wide announcement never reaches the remote team. The warehouse staff misses critical updates because they’re not at a desk. These communication breakdowns waste time, create confusion, and frustrate everyone involved.

Recent data from Appspace’s 2025 Workplace experience trends & insights report confirms that daily frustrations with the employee experience are happening everywhere: 82% of employees report challenges connecting and collaborating with colleagues. Only 30% of organizations effectively support their frontline workers’ communication needs. And while 66% of employees prefer working remotely, 69% say their company delivers inconsistent messaging across different channels. This leaves everyone disconnected and out of sync.

The truth is you already have most of what you need to fix this. Those Teams Rooms displays, the Microsoft tools your teams use every day, and the screens throughout your workplace? They can all work together to keep everyone informed and connected.

How Appspace and Microsoft Teams Rooms close the communication gap

Nobody needs another workplace tool to learn and manage. Instead, Appspace works with Microsoft to make your existing screens and systems do more. Those meeting room displays that sit dark between calls? They become digital billboards for your company updates. That Teams channel where most work happens? It now connects directly to every screen in your building.

Here’s exactly what you can do:

Make every screen count: Turn Teams Rooms displays into digital signs between meetings. Share company updates, department news, or social posts right where people can see them.

Get the right message to the right people: Use SharePoint news cards and Azure Active Directory to target content by location or team. Sales updates go to sales floors, warehouse alerts reach warehouse screens.

Connect physical and digital spaces: Bring Teams conversations and social posts to your office screens. When someone shares a win in Teams, it shows up on displays throughout the building, keeping remote and in-office teams in sync.

Simplify room management: Show meeting schedules, room availability, and wayfinding info on room displays. No more wandering halls looking for an open space or trying to find the right conference room.

Manage everything in one place: Create, schedule, and update content for all your screens from a single dashboard. No jumping between apps or managing multiple systems.

Each of these features solves a specific communication challenge, but the real magic happens when they all work together.

See it in action

Here’s what a typical day looks like with Appspace and Microsoft Teams Rooms working together:

• 9:00 AM: The marketing team’s Teams Room display shows upcoming meetings and company updates between calls. Down in the warehouse, the same company updates appear on dedicated screens, customized with shift-specific information.
• 12:30 PM: A sales rep in London shares a major win in Teams. Within minutes, the news appears on screens across global offices, boosting morale and keeping everyone in the loop.
• 3:00 PM: HR needs to share an urgent policy update. They post once in Teams, and the message automatically appears on every screen in every office, reaching both remote and in-person staff simultaneously.
• 5:15 PM: The facilities team updates a room layout for tomorrow’s all-hands meeting. New wayfinding information instantly updates on all lobby displays, helping employees navigate the changes.

These aren’t hypothetical scenarios. They’re actually happening right now at companies that have integrated Appspace with their Microsoft environment. Every screen becomes a communication opportunity, every Teams message reaches its full audience, and every employee stays connected to what matters most.

Make every message matter and reach every employee

When you combine Appspace with Microsoft, you’re not just getting another communication tool. You’re making the most out of the tech you already have. Your Teams Rooms displays work harder. Your messages travel further. And your employees stay better connected, whether they’re in the office, at home, or on the warehouse floor.

Still not convinced? Here are some common questions we hear from other companies like yours:

“Who cares if there’s anything on a blank screen in an empty meeting room?”

How about everyone who’s ever sat in an empty room waiting for the next meeting to start? Idle screens are a great opportunity to engage people and share content that’s useful, important or even fun. So, why waste it?

“Isn’t this just one more piece of tech we’ll have to manage?”

Not at all. Appspace plugs right into the Microsoft tools you already use, so you don’t need to learn anything new or juggle more apps. This way, content management stays simple and centralized.

“What if people just ignore it?”

They might, if it’s not relevant. That’s where the right communications strategy comes into play. It’s all about planning the right messages so they show up in the right screens, at the right time–like shift updates on warehouse screens or shoutouts in office lobbies. People notice!

“We already use Teams, isn’t that enough?”

Appspace doesn’t replace Teams. It just amplifies its reach, making sure the right messages don’t get buried. It brings those updates out into places where everyone can see them (i.e. all the screens), no scrolling required.

Want to see how your organization could put every screen to work? Let’s talk about making your workplace communication simpler, smarter, and more effective. Learn more about the Appspace and Microsoft partnership.