The authority that went from paper notes to Smartsign

The pandemic hastened the installation of digital signs at the National Property Board in Sweden, which can now easily reach employees in the property with current and relevant information.

The Swedish National Property Board

The Swedish National Property Board is to be found in the same property as two other authorities in Stockholm, Sweden. The building suits about 350 employees and it’s a challenge to reach out and inform everyone about events in the property, such as cleaning, repairs, fire drills and other current events.

The National Property Board Sweden (SFV) is an authority that manage the state’s properties and nationally important buildings, parks and other public open spaces, such as; castles, royal palaces, country residences, theatres, museums and embassies. They also manages about one-seventh of Sweden’s geographic territory.

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“If someone asks us about the property we refer them to the screens – they're always accurate.”

Hillevi Moberg, Facility Manager

The challenge

Despite e-mails and paper notes about events and incidents in the property, there was often confusion and irritation among employees who missed the information. A classic communicational slip, where e-mails and paper notes become invisible to the recipient.

When the pandemic was a fact during 2020 and new restrictions were made every week, the need to reach out with accurate information in a quick and effective way increased. Markings on the floor and table signs worked well at first, but soon these were ignored.

The introduction of digital signs at SFV was included in the plans for next year’s budget, but with the pandemic, they decided to accelerate the project.

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The solution

In the autumn of 2020, SFV chose to install a digital signage screen on each of the seven floors. These were placed in common areas, where a couple are public to all three authorities, and the rest is internal for SFV.

Hillevi and Catharina, responsible for internal service at SFV, have run the project from start and involved Smartsign’s project team early in the process to get help with the screens appearances. A total of three different screen layouts were created, to suit the screens target groups and needs. To create dynamics, both automatic and manual feeds have been included.

Finally, a training was held for the screen editors, to make them confident in working with the content in an effective way themselves.

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The effect

Since the screens entered the facility, SFV have experienced a new type of commitment among the employees where they come up with ideas and wishes about what the screens should include. Other departments have also shown their interest in showing their message on screens.

For Hillevi and Catharina, the work has already become easier. They don’t have to keep the seven floors updated with the right paper sheets, and now they can easily reach out with the right message at the right time. They have also reduced amount of e-mails, which on some days could be several.

The knowledge that current information is always available on the screens creates security and clarity, for both employees and internal service. SFV is now prepared for the future, when employees will come back and work in the office.

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A partner in the Nordic region

For a long time, Smartsign has collaborated with Atea, one of the largest IT companies in the Nordic region. Atea have solid knowledge of digital signs and many active customers in several industries.

This post is also available in SV.