For large organizations with multiple locations, keeping employees informed with real-time updates is a constant challenge. One systems administrator at a global distribution company took on this challenge head-on. With an IT team of around 30 professionals and a vast network of locations worldwide, he needed a solution that would streamline communication, enhance safety messaging, and simplify IT updates. What followed was a digital transformation that not only improved efficiency but also redefined how critical information reached employees—exactly when they needed it.
The Problem to Solve: Communication with a Widespread Workforce
Many large organizations face a common challenge: how to effectively share vital HR, IT, and safety messages with employees spread across numerous, often remote locations. A significant portion of the workforce are deskless workers, workers who operate without company-issued tech assets like email, making traditional communication methods - such as emails and meetings -ineffective for reaching everyone. To bridge this gap, the company turned to digital signage, enabling real-time, direct communication with all employees, including those who previously lacked access to critical updates.
By using digital signage, the company is able to directly communicate with this deskless workforce.
The Path to Rise Vision
The quest for an effective communication tool began about a year ago when the company' safety officer proposed the idea of deploying digital signage across all locations. In addition to the safety initiative, the company was expanding through acquisitions and adding locations. This made existing communication processes for safety compliance more difficult.
The organization's safety officer experimented with mailing USB devices to some of the locations with the intent of them being plugged into a TV on site. This version of digital signage was extremely cumbersome and a headache to manage, so the officer asked IT for a better solution.
The system admin ultimately chose Rise Vision due to its simplicity, ease of installation, and robust remote management capabilities. Having had a positive experience with Rise Vision in his previous role, the sysadmin was confident in its ability to meet the company’s needs.
“I liked the simplicity of the [Rise Vision] system and I knew from past experience how easy it's to install and easy it is to manage.”
The organization recently completed a 40-screen deployment across the organization's US locations.
Using Rise Vision to Address Communication Challenges
This company's use case for digital signage is unique due to the diverse and dispersed nature of its operations. The company required a solution that could be easily managed remotely, given the lack of on-site IT assets at many locations. Another challenge was due to network connectivity. In some of the organization's expansive warehouses, there are dead zones with no wifi. Additionally, the ability to customize messaging for different sites while maintaining consistent communication across the organization was crucial.
To mitigate these challenges, the system admin and his team worked with on-site personnel to find a suitable location for the 55-inch TV display and ensured that there was power for the display. They opted to install the displays near the lunch rooms and offices, which had wifi coverage and also were areas that workers naturally congregated. His team wrote directions on how to install the hardware including where to install it and provided pictures so that the local installers could get the installation right the first time.
Since the deployment of Rise Vision at their 35 sites, the sysadmin says “We haven't had any issues whatsoever.”
The company has effectively leveraged Rise Vision to enhance communication within its warehouses and corporate offices. The digital signage system is used to share a variety of messages, including:
- Safety Messages: To ensure compliance with OSHA safety guidelines and reduce workplace accidents, the company's safety officer uses Rise Vision to display critical safety information, training materials, and safety metrics.
- IT Alerts and Updates: The IT department utilizes digital signage to broadcast IT security training, announce scheduled outages, and provide real-time updates on network issues.
- HR Announcements: HR messages, including updates on benefits, mandatory training, and to welcome new hires, are communicated through the digital displays, ensuring that all employees are informed.
Digital signage is part of the organization’s culture. When new employees or interns join the company, HR includes a presentation with a photo and short bio of the person so that everyone can welcome them.
Enhancing Safety Communication
One of the primary goals of deploying digital signage was to improve safety communication. The company's safety officer needed an efficient way to disseminate safety guidelines and updates to all employees, particularly those on the warehouse floor. By placing digital displays in strategic locations such as lunchrooms and near clock-in/out areas, the company ensured that employees could see important safety messages throughout the day. This direct line of communication has been instrumental in reducing accidents and ensuring compliance with safety protocols.
Streamlining IT Communications
The IT department also benefited significantly from the digital signage system. The system admin and his team use Rise Vision to display IT security tips, phishing alerts, and training reminders. For example, they run a monthly security training campaign to educate employees about common threats such as phishing attacks.
Additionally, the digital displays are used to announce scheduled IT maintenance and outages, reducing confusion and downtime.
“Even when everything else goes down, our [Rise Vision] messaging is still working. There’s been at least one case where, as we’re talking to somebody [at site], they’re like, ‘Hey, you know, I can’t do this, I can’t do that,’ and we’re like, ‘Oh yeah, look at that TV, it’ll tell you why.’”
Digital signage has also opened up the channels of communication and trust between the IT department and staff. Using the displays, the sysadmin and his team are able to share information about why staff should be reaching out to the IT department and instances of when. For example, instead of waiting for the proverbial house to be on fire - get in touch with IT early when there is a problem and they can help before things get too hairy.
What Readers Can Learn From This Company's Deployment of Rise Vision
The company's successful deployment of Rise Vision offers several key takeaways for other organizations:
- Remote Management: For companies with dispersed and remote locations, having a digital signage system that can be managed remotely is crucial. Rise Vision’s ease of installation and remote management capabilities made it an ideal choice.
- Customized Messaging: The ability to tailor messages for specific locations while maintaining consistent communication across the organization is essential. The company's use of Rise Vision to display both company-wide messages and site-specific information ensured that all employees received relevant updates.
The sysadmin highlighted the simplicity of Rise Vision, stating, “One of the nice things about it is it’s very easy to customize different signage and messaging for different locations.” - Improved Safety and IT Communication: Digital signage can significantly enhance the communication of safety protocols and IT updates, leading to reduced accidents and better-informed employees. By placing displays in high-traffic areas, the company ensures that important messages reach all employees, and especially the ones doing the work!
In conclusion, the company’s innovative use of Rise Vision digital signage has transformed its internal communication, particularly in its warehouses. By effectively sharing safety, IT, and HR messages, the company has created a more informed and safer work environment. Other organizations facing similar communication challenges can learn from their experience and consider digital signage as a powerful tool to enhance internal communication.
Interested in how your organization can use Rise Vision? Book a free demo today.
