Prepare an Employee Directory Template

What is an Employee Directory?

An Employee Directory is defined as an organised list of all staff working within a firm. It contains key details for each employee, such as name, job title, department, contact numbers, email address, and office location. The purpose of the directory is to enable staff members to easily find and connect with coworkers across the firm. Employee directories are typically digital documents that can be searched and accessed through a company intranet or human resources software system. They may also be printed and distributed for desk reference. Directories help unify a workforce by making every employee and their role discoverable. To stay current, they are updated regularly as employees join, leave, or change positions within the company....

Importance of Employee Directory

1. Streamlined Onboarding for New Hires: Employee directories allow new hires to get acquainted with the organizational structure and employees. Having access to the company directory and organisational chart helps them understand hierarchies. They can use it as a guide to connect with teammates across departments. It aids their onboarding by helping them integrate faster into the company’s culture....

What Employee Information should you include in a Directory?

An employee directory needs to contain certain fundamental information to serve its core purpose. At a minimum, each employee entry should have,...

Which Employees should Organisation include in a Directory?

The most effective employee directories are all-encompassing, listing every staff member across the organisation regardless of seniority, role, or employment status. The goal should be to provide complete visibility into the company’s human capital. Ideally, the directory should include every single employee, from interns to the CEO. Spotlighting contributors at all levels fosters an environment of inclusivity, transparency, and unified team spirit. Listing part-time and contractual staff alongside traditional full-time employees sends a message that everyone is valued. Of course, it may not be appropriate to make personal contact information for certain high-ranking executives publicly accessible. In such cases, their profiles could exclude individual phone numbers and emails, instead providing the contact details of an assistant or coordinator. But besides this exception, an employee directory should aim to be comprehensive, unifying all the unique people that make up the workforce. Minimal exclusivity preserves organizational hierarchy, while maximum inclusion promotes community....

Who should have access to Employee Directory?

Employee directories are generally designed for internal use only. Making such personal and sensitive information public would compromise privacy. Restricting access exclusively to current staff members allows them to connect while protecting their data. However, some public organisations may feature select excerpts from their directories publicly as an employer branding strategy. For instance, a municipal government’s website may showcase employee profiles to humanize public services and assign names to roles. Similarly, a university might highlight faculty bios online to personalise the student experience. But in the vast majority of cases, it is advisable to keep your complete directory private and accessible solely to employees. This shields individuals from unwanted outreach while enabling internal transparency....

Best Employee Directory Software for 2023

1. Pingboard: Pingboard focuses on engagement with its personalized and searchable employee directory. Notable features include personality profiles where employees can showcase hobbies and interests, peer recognition through public kudos, and calendar integration with tools like Google Calendar. The pricing includes team and company plans, starting at $148.75/month, and tailored options for larger organizations. Pingboard’s emphasis on showcasing employee personalities and fostering peer recognition creates a vibrant workplace culture....

6 Ways Employee Directories Drive Collaboration

Employee directories play a pivotal role in facilitating and streamlining connectivity across organizations. Here are the key ways seamless access to people’s data cultivates greater internal coordination:...

Prepare an Employee Directory Template

1. Gather Key Information Fields: Determine what details to include for each employee. At a minimum, you’ll need a full name, job title, department, location, email address, and phone number. Other common fields are start date, manager name, birthday, languages spoken, skills, education, and photo....

Frequently Asked Questions (FAQs)

1. Do I need employee directory software?...