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Employee Directory

An employee directory hosts contact, job-related and personal information for all of your company’s employees. Employee directories allow co-workers to collaborate across divisions and help new hires onboard with less stress.

Continue reading to learn what an employee directory is, why having an employee directory is so important, what information to include and other frequently asked questions about employee directories.

What Is an Employee Directory?

An employee directory is a source that hosts important information for all members of an organization. Employee directories typically include each employee’s basic identification, contact information and job title. Some companies include personal information like short biographies and fun facts about their employees.

In the past, employee directories were paper-based and required manual organization. As technology evolved, directories moved to virtual spreadsheets, eliminating the need for paper but still requiring manual organization. Today, the best employer directories are created and automated using specialized HR software.

Why Having an Employee Directory Is So Important

An employee directory allows you to store, manage and update important information about all employees in your organization. Employee directories serve a handful of other important functions, like:

  • Contacting and collaborating with other employees. By hosting contact information for all employees in an accessible directory, co-workers can collaborate across divisions and tap into specific skills and abilities.
  • Understanding the organizational chart. Employee directories can include job title and classification, creating the ability for employees to identify their position within the organizational hierarchy
  • Scheduling. Location and time zone information can help employees schedule meetings with co-workers in different regions.
  • Onboarding new hires. A comprehensive employee directory allows new hires to learn more about their co-workers, creates a level of comfort and makes the onboarding process more efficient.

What Employee Information To Include on a Directory

The amount of information that you include in your employee directory is completely up to your company. While you can include as much or little information as you want, the following types of information are typically found in an employee directory.

Name

Include the employee’s full name, preferred pronouns and any nicknames they use.

Department

Adding information about each employees’ department can help people who are looking to get in contact with the right person.

Position

The position, or job title, provides insight into each employees’ role in the organizational hierarchy and within a specific department. Including the job title also makes it easier for your employees to contact specialized co-workers for collaboration.

Email Address

Email is one of the most convenient ways to contact a co-worker for matters that are not time-sensitive. Providing all of your employees’ email addresses allows your staff to communicate without spending time searching for contact information.

With the advancement in live chat and instant messaging, you can also include the username or contact information for each relevant channel that your organization uses.

Phone Number

For more important matters, or if some employees prefer verbal communication, phone calls are another form of contact in the workplace. Including employee phone numbers enables your team to communicate while they are working on a job site or located in a different office.

Location

If your company has multiple offices or employs a remote workforce, including information about each employee’s location can help create a sense of community despite the distance. Employees may actively reach out to co-workers in different locations to meet virtually and get to know each other.

When employees need to schedule a meeting with a co-worker in a different time zone, an employee directory with location information can help narrow down the options to a time that works for both of them.

Photo

If your employee directory is hosted using specialized HR software, you can let employees upload their headshots to their directory listing. Putting faces to names can help foster a collaborative community in the office and across the company.

Skills and Abilities

Listing specific skills and abilities for each employee makes it easier for your team to get in contact with the best co-worker for any situation. If you need to leverage someone from the marketing team to help promote an internal HR topic, you can use information about skills and abilities to find the right person for the task.

Interests

Including information about each employee’s interests can help connect interested individuals with relevant projects. By including work-related interests that are outside of their role or department, your staff can collaborate across divisions and leverage each unique skill set to complete projects.

Letting your employees include interests outside of the office can help create a positive work environment and showcase each employee’s personality within their listing.

Other Personal Information

You can let your employees include additional personal information to create a “profile” and help make your company feel like a community. Additional personal information can include:

  • Their birthday
  • Short biography/about me section
  • Fun facts
  • Hire date

What Employees Should Be Included in a Directory?

You can include as many employees as you want in your directory. To create a welcoming and inclusive environment, include all of the employees that work for your organization — from C-suite level executives to part-time employees.

For certain executive-level positions, you may want to consider password protecting their individual contact information or only providing contact information for the individual that handles their scheduling.

Who Should Have Access to Your Employee Directory?

For most cases, only internal employees should have access to your employee directory. This allows your employees to contact each other while ensuring their information remains private.

However, there are some public organizations that make their directory public-facing. Some public organizations make their directories public-facing in order to “humanize” their employer brand and company culture.

Questions You’ve Asked Us About Employee Directories

Can I create our employee directory in a spreadsheet?
If you need a basic employee directory, you can create one using a spreadsheet. However, automating your employee directory using HR software can save time, provide additional capabilities and ensure that your directory is always up to date.
How can I make sure our directory is up to date?
You can update your directory manually, allow employees to update their own information with self-service updating or utilize the automation capabilities included in employee directory software.
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