Guidance for running screens

The central Communications Division requests that all screen owners display a maximum of 20 slides in rotation at any one time. This amount will help ensure a higher ‘opportunity to see’ for audiences, while balancing the need for some screen owners to display significant amounts of content.

You are also requested to retain 30% of your rotation for central Communications Division content (i.e. 6 slides) and 70% for your own content (14 slides). This is to balance the needs for central content to have as far a reach as possible, with the need for screen owners to retain authority over the majority of their content. 

We recommend that slides are on screen for 15 seconds each. This will take five minutes to cycle through all 20 slides. 

The order of slides in rotation is up to screen owners. The 6 slides from the central Communications Division can be placed wherever suits in rotation (e.g. grouped together, or spread throughout the full rotation).  A calendar spreadsheet of central Communications Division slides is on the Internal Communications Network Teams channel. (Contact the Internal Communications team to be added to the network.)

Visit our ‘How to create content for digital screens’ guide for information on how to produce slides in that are optimised for brand and accessibility.

The ‘Digital Screens’ chat channel in the Internal Communications Network Teams site has the most up-to-date information on screen content. 

To join the Teams site please contact the Internal Communications team mailbox. 

Every week, the central Communications Division will post the six slides they need you to display in the Internal Communications Network Teams site (in the ‘Files’ tab). The content is listed in a shared spreadsheet. 

Please indicate on the spreadsheet that you have uploaded the content to your slides. 

In the Internal Communications Network Teams site, there is a ‘Digital screens’ chat channel. Here, content creators will submit their requests for you to use their slides by using a Microsoft Updates form.  

This will include a description of their slides, the location of the content (in the Internal Comms Network Teams channel ‘Files’ folder), and the dates the slides should be used.  

If you agree to use the content creator’s slides, please ‘Like’ the post in the chat channel. 

Occasionally, content creators may approach you directly to have their slides promoted on your screens. You have the choice when to use, or not use content sent to you from outside of the central Communications Division. If you would like to decline the request, some helpful responses for you to use: 

• "I’m afraid the content doesn’t follow our brand guidelines. Please visit the guidance for content creators to find out how to create slides in the right format."

• "I’m afraid the content is not relevant to our audience. Our audience profile is primarily [insert description]."

If you’re interested in installing a new screen in your department or building, please contact ICT's Service Desk. 

Find out more about installing portable digital totems in your areas.

Please contact ICT’s Service Desk for technical queries, including software systems and faulty hardware.