Content management

To display content on the screen, you need a media player with an operating system as well as Content Management Software (CMS) for creating, organizing, managing, and distributing content across one or multiple screens.

When considering the choice of Content Management Software (CMS) for digital signage, there are several important factors to take into account:

1. User-friendliness

The software should be intuitive and easy to use, so even users without a technical background can operate it.

Action

Always request a demo account or get advice from a consultant.

2. Remote content management

Most CMS solutions are cloud-based, allowing you to manage content from any location (as long as you are online). However, not all CMS are cloud-based. Free CMS solutions are often local network solutions and cannot be centrally managed.

Action

Determine what is desirable; if updating from a local PC is sufficient, this can save subscription costs.

3. Remote monitoring

If you want to manage many screens at different locations, good remote monitoring of online status and version management is desirable, as well as the ability to reset and configure remotely. Some systems, like BrightSign, have these functions integrated into the media player and OS ecosystem.

Action

Determine if this is relevant and explore the BrightSign ecosystem if extensive remote control is desired.

4. Functionality

Many functionalities such as content planning, screen sharing, live updates, and support for various media types are present in most solutions. However, it is important to verify this in advance, especially with specific functional requirements.

Action

Make a clear list of functionalities and check if the intended CMS offers all the desired features.

5. Compatibility with Media Player & OS

Ensure the software is compatible with the hardware you use, such as media players and screens. This is necessary for existing infrastructure. In new setups, choices can still be aligned.

Action

Check which operating systems the CMS works with and ensure your hardware matches.

6. Compatibility with screens

Standard screens can be managed by almost any CMS, but not every CMS can manage content on a video wall or other unusual formats.

Action

Determine which types of screens are present or will be purchased and check if these can be managed via the intended CMS.

7. Scalability

Not all CMS applications are designed for managing a large number of screens. Features like grouping and tagging may be missing. Look closely at long-term needs.

Action

Choose a CMS that can grow with your company if growth is expected.

8. Integrations

Dynamic content can be created by integrating with other systems where data is already maintained. It is important that the CMS can integrate with other systems you use, such as CRM, social media, or analytics tools.

Action

Describe what you want to display on the screen and where this information is maintained. Check if it can be linked with this source.

9. Security

Data security is crucial, especially if you display sensitive information. Ensure the CMS offers robust security features like encryption and access management.

Action

Always request the security certification from the provider.

10. Costs

Consider both the initial and ongoing costs of the software, including license fees, costs for additional features, and maintenance costs.

Action

Determine the maximum budget for the CMS. If you prefer no or limited monthly costs, this narrows down the options and saves time by excluding CMS that are not feasible due to cost.

11. Content creation and management

If you want to create content (templates) yourself in the CMS, it should contain a content editor tool. Some CMS are only suitable for uploading ready-made content and do not allow custom adjustments.

Action

Determine the extent to which you want control over creating and adjusting templates.

12. User rights and roles

It is important to set different access levels for different users based on their role within your organization. This prevents errors and misuse.

Action

Make an overview of who needs access and what they should be able to do. It is best to create user profiles that you can assign to individuals.

13. Analytics and reporting

The ability to monitor and analyze the performance of your content is essential for optimizing your digital signage strategy.

Action

Determine which indicators you want to monitor and check if this data can be reported within the CMS.
By considering these factors in your decision-making process, you can make an informed decision that aligns with your organization’s needs and goals.

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