Not everyone is a designer, content strategist, or tech-savvy contributor—and they don’t need to be. The key to consistent, high-quality digital signage content from across your organization is making the submission process as frictionless and foolproof as possible.

The easier you make it to contribute, the more content you’ll receive. Think plug-and-play, not jump-through-hoops.

Here’s how to set up a streamlined process anyone can follow:

Use Shared Folders (Google Drive, OneDrive, Dropbox)

Set up a centralized folder structure that contributors can access. Organize folders by department, content type (e.g., events, images, announcements), or time period (e.g., weekly, monthly). Make sure:

• Permissions are set correctly (view/edit as needed)
• File naming conventions are clear
• There’s a pinned or shared document with guidelines (e.g., image sizes, accepted file formats, example posts)

Example: “Drop your content for next week’s signage into this folder by Friday at noon. Please name files like event-title_date.jpg.”

Use Submission Forms (Google Forms, Microsoft Forms, WordPress Plugins)

For teams that prefer a little more structure, a submission form can work wonders. These are especially helpful if you want to collect specific info (like dates, contact info, captions, or approval status) alongside content uploads.

Things to include on a form:

• Contact name + department
• Title of the announcement
• Start and end dates for screen rotation
• Description or messaging for the screen
• Upload field for images or files
• Optional notes (e.g., preferred layout or style)

Tip: Embed the form on your intranet or department website, or drop it in recurring reminder emails so it’s always easy to access.

By keeping your submission process flexible and low-lift, you reduce bottlenecks and make it simple for anyone—from coaches to club leaders to administrators—to become a content contributor. Plus, you give your signage team a clean, organized way to collect and manage assets.

Campus Collaboration in Action: Letting Sports Teams Fuel Your Digital Signage

Let’s say you’re on the central marketing team for a university, and you’re responsible for managing the content displayed on dozens of digital signage screens across campus—everything from student union announcements to department events to athletics promos. One smart and sustainable way to gather fresh, engaging content? Tap into the teams who already have content and a reason to share it.

Take the athletic department, for example. Instead of the marketing team chasing down game dates and photos, you can set up a simple recurring process:

• Create a shared Google Drive folder specifically for sports-related content. Inside, make subfolders for things like:
  • Game schedules
  • Team photos
  • Highlight reels
  • Player spotlights
  • Big wins
• Email the coaches or team media reps at the beginning of each semester with a short message like:
  “Hey Coach! We’d love to help boost visibility for your team this season on campus digital signage. Please drop photos, schedule updates, and any shoutouts you’d like featured into this shared folder. We’ll handle formatting—it’s just plug and play from your end!”
• Set a cadence: Weekly, monthly, or before big games—so coaches or team managers know when to submit.
• Make it visual: Let them know what types of images work best (action shots, fan-filled stands, etc.) and what formats you prefer (e.g., horizontal orientation, 1080p resolution).

The benefits go both ways:

• The marketing team saves time and still gets fresh content.
• The sports teams get more visibility and student engagement.
• The students and campus community stay informed and excited about campus life.

Over time, this process can become a blueprint for other departments—like arts, student clubs, or academic programs—to follow, turning your digital signage strategy into a full-campus storytelling engine.