March 18, 2024
Making the switch to a new digital signage provider doesn’t have to be scary, take it from one of the leading defense companies in the US.
When Paul* was tasked with finding a new digital signage vendor, he didn’t take the mission lightly. Determined to find a provider with reliable and easy-to-update software, he set out to 2018 InfoComm, one of largest AV tradeshows in America. After a few days of carefully reviewing every provider at the show, he settled on his current provider. The company with no booth in sight but with their logo plastered everywhere, our company; 22Miles.
We sat down with Paul to pick his brain on why he chose us, what made 22Miles an easy winner, and how it’s going seven years in.
Why Switch Digital Signage Vendors?
When a company chooses to switch digital signage vendors, something is wrong. Generally the software isn’t running properly or it lacks certain capabilities that are required to get the job done and scale.
For Paul and his leading defense company, reliability and workflows were the biggest downfalls of their previous provider:
“The biggest challenge was reliability. The workflow was also a bit strange. For example, when the governor visited, we needed to display a welcome message on our 40-foot video walls. It took me three attempts to get it to work, and it finally went live just as he was walking up the walkway. I had people in the lobby asking if it was going to happen because they could see him approaching. It was nerve-wracking, and while I received recognition for making it work, I shouldn’t have needed an award—it should have just worked. Reliability is critical, and our previous system made even simple changes frustratingly slow.”
Switching digital signage providers is never a decision made lightly, especially for a company operating at the scale and complexity of a leading defense contractor. But for Paul, the signs were clear. If your company is considering making the switch but you’re hesitant, consider:
- How Reliable is Your Current System?
If your digital signage software struggles with uptime, lags during critical updates, or requires workarounds to accomplish simple tasks, it might be time to evaluate other options. For Paul, the moment of truth came when the system failed during a high-profile event. The last-minute success was more luck than reliability—and that’s not sustainable. - Can Your Team Easily Manage Content?
If updating content feels like an uphill battle, your signage system is holding you back. A platform should empower your team, not require constant IT intervention. Paul’s team needed a solution where staff could make updates quickly and confidently, without needing to escalate to technical support every time. - Is Your System Scalable?
As your company grows, your digital signage should grow with you. If adding new screens, locations, or interactive elements creates more problems than solutions, your platform might not be built for long-term success. Paul knew his company’s signage needs would expand—and they needed a provider that could keep pace. - Are You Getting the Support You Deserve?
Reliable customer support isn’t just a bonus—it’s a necessity. If technical issues take days to resolve or support feels impersonal and transactional, your provider isn’t invested in your success. Paul found that switching to 22Miles meant working with a team that understood his company’s unique needs and was ready to step in when help was needed.
Paul knew that finding a solution wasn’t just about switching vendors—it was about upgrading to a system that could handle the scale, security, and flexibility his company required.
How to Switch Digital Signage Providers: A Digital Signage Vendor Checklist
Transitioning to a new provider can be daunting, and many stick with their current solution to avoid the hassle, but it’s all about having a plan. We asked Paul about his approach when he was tasked with finding a new digital signage provider back in 2018:
“I attended InfoComm that year with a focused mission—I wasn’t just browsing; I was specifically ‘grocery’ shopping for digital signage. I explored every provider, but 22Miles didn’t have a booth that year. However, as I walked the floor, I kept seeing the 22Miles platform powering various solutions. That caught my attention.
I eventually met Tomer at a booth showcasing their wayfinding solution, which was a big priority for us. Our previous wayfinding system relied on outdated technology, which was being phased out. We needed a modern solution. Initially, I assumed a wayfinding provider could also handle digital signage, and after seeing 22Miles’ demo, I realized their system integrated everything seamlessly.
I did my due diligence and narrowed it down to a few providers. One company kept promising custom engineering, but when I requested a quote to add just one room to our existing system, their cost for eight hours of programming was more than the price of 22Miles’ entire wayfinding module. That sealed the deal—22Miles gave us the tools to manage and update our system ourselves, rather than relying on external programmers. Instead of waiting weeks for a simple change, we could make updates instantly.”
Paul’s success didn’t happen by chance—it came down to strategic vetting and decision-making. Here’s what you can learn from his process:
- Have a Clear Plan Before You Start
Paul didn’t go to InfoComm to “see what’s out there”—he had a specific mission. Define your goals and challenges before starting the search:
- What’s not working with your current system?
- What features and capabilities are essential?
- What will you need to scale in the future?
Tip: Create a list of must-haves and deal-breakers before evaluating vendors to stay focused on your company’s needs.
- Look Beyond the Booth
Paul discovered 22Miles not through direct promotion but by noticing how often the platform was being used at InfoComm. Seeing a product in action can be more valuable than a polished sales pitch.
- Ask to see real-world examples of the platform in use.
- Talk to current customers if possible to get honest feedback.
Tip: A good product speaks for itself—look for signs of real adoption and effectiveness, not just flashy demos.
3. Test for Self-Sufficiency
The turning point for Paul was realizing that 22Miles would give his team the tools to manage content themselves, rather than relying on costly third-party support.
- Can your team easily update content without technical support?
- How long does it take to make changes?
- Does the platform require custom coding for adjustments?
Tip: During demos ask to see how to make specific updates. Do these updates require additional hours and costs or can they be done manually by your team?
4. Compare Total Cost of Ownership (Not Just Upfront Costs)
Paul’s previous provider offered custom engineering but at an exorbitant price for even simple changes. 22Miles offered a more transparent pricing model with fewer hidden costs.
- Factor in costs for future updates and expansion.
- Clarify support fees, licensing costs, and upgrade charges.
Tip: A lower upfront cost isn’t always the best value—think long-term.
5. Evaluate Customer Support and Expertise
Meeting with Tomer at InfoComm gave Paul confidence that 22Miles had not only the right technology but also the right team behind it.
- Does the company understand your industry’s unique challenges?
- How responsive and knowledgeable is the support team?
- Do you feel like a valued partner or just another client?
Tip: Strong customer support ensures long-term success and faster problem resolution.
Switching providers isn’t just about finding better software—it’s about finding a long-term partner. Paul’s company made the leap and hasn’t looked back. If your digital signage system is holding you back, following Paul’s strategy can help you make a confident, well-informed switch.
Planning to switch digital signage providers?
Adopting a New Digital Signage Provider: Ensuring a Smooth Process
When a new digital signage platform is introduced, the process needs to be simple, intuitive, and—above all—efficient. For many institutions, internal adoption and system integration can be a challenge, but the key to success lies in how the system is rolled out and how internal teams manage it.
We asked Paul what advice he would give to other companies looking to make the switch to make that process smoother and he said:
“It really comes down to working with your internal teams—plural. Every organization has different departments that control access, permissions, and integrations, so knowing who to talk to is key. In our case, it was a process of discovery. Even though we had experience with a previous platform, each new system comes with different requirements, and every step required another “light switch” to flip on.
For example, right now, I’m working on integrating Power BI into our digital signage. That requires a widget, but to use it, I need specific access credentials and other permissions. Who controls that? The team responsible for access management. It’s all about finding the right people and making sure you’re plugged into those conversations early.”
Like Paul said, the success of your digital signage software also relies on communication and collaboration between your internal departments. To recap:
- Collaborate with Multiple Internal Teams: Different departments control access, permissions, and integrations. To ensure a smooth process, it’s crucial to identify and engage with the right teams early on.
- Expect a Discovery Process: Even if you’re familiar with a previous platform, each new system comes with unique requirements. Be prepared for a learning curve as you work through new integrations and features.
- Understand Access Management: For successful integrations, like adding Power BI to your digital signage, you’ll need specific access credentials. Knowing who controls those credentials and involving the right people early is essential for smooth system setup and implementation.
These tips can help other institutions streamline their digital signage transition for faster adoption and smoother content workflows.
Switching digital signage providers can be a transformative process, but it doesn’t have to be overwhelming. As Paul’s experience shows, with the right approach, a strategic plan, and effective collaboration across teams, the transition can be smooth and highly rewarding. By carefully vetting vendors, understanding your system’s scalability, and ensuring that your team can manage content easily, you can set yourself up for long-term success.
Moreover, prioritizing strong customer support and transparent pricing will ensure that your new provider is a partner, not just a vendor. For organizations looking to upgrade their digital signage, taking these key steps will help make the switch as seamless as possible, empowering teams and elevating the effectiveness of your digital displays.
Book a demo today to see 22Miles in action!
***Names have been changed for confidentiality.
