Best Practice Employee Directory Chart

Table of contents

What is an employee directory & why is it important?

An employee directory is a searchable database that helps employees find important information about their co-workers. In other words, it’s a map of your company that outlines your people, offices, locations, expertise and the relationships between them all.

It can be as simple as a basic contact list (usually managed in Excel and distributed over email) or it can be advanced, including information like pronouns, skills, qualifications, certifications, anniversaries, location, projects and previous experience. Today, most medium to large organisations to use employee directory software that is hosted on premise or in the cloud.

So, how does employee directory software work? It integrates with your HRIS or payroll system to automatically populate employee information into your directory. However, you’ll need a defined hierarchy is in place for this to work (usually in the form of an organisational chart).

Once employees have better information at their finger tips, managers in particular will be better prepared to make staffing decisions that will improve operational efficiency. 

Employee directory chart example

If you’re looking for a directory that does more than just share basic contact information, below is a best practice example in org.manager.

This template allows you to run basic and advanced search and (if you scroll across) a filter search that enables you to build comprehensive lists based on any data you store in your source of truth. It’s also worth mentioning that this view can be fully customised to meet any business requirement.

Tip: When choosing what information to include in your employee directory, it really depends on your organisational needs. A good place to start is to include: Full name, pronouns, role, department, employment status, contact details, managers name, location, time zone, work hours, skills, certifications and qualifications.

How an employee directory will improve your business

In a larger organisation, you need an employee directory to locate others and to understand their job role, knowledge and skills. A thoroughly refined employee directory can also provide guidance when it comes to handing out promotions, crafting development plans and managing other employee changes. Increase the efficiency of career management by:

• Providing a single portal access to all career management information
• Provide better information about potential career opportunities and required qualifications and competencies
• A “skills directory” helps your employees find co workers with specific knowledge
• Locate experts to assist with a project, or to discover new capabilities within your teams

How does a skills search work in an employee directory? By storing all relevant skills and qualifications in the employee directory, you allow managers and employees to run a quick/advanced search or to build lists via filters. Everyone who has the required skill or qualification will be displayed in a list view which you can easily download with easy export functionality.

Here are 5 more ways that an employee directory can help your business:

Connect your entire organisation: An employee directory provides a centralised database of all relevant employee information. This makes it easier for co workers to get in touch, fostering communication and collaboration across teams. It can also improve the flow of information by connecting individuals with specific skills or expertise, so everyone can collaborate, seek advice or solve problems more efficiently.

Remote work management & scheduling: Directories are particularly helpful for companies operating from multiple geographical locations and teams working remotely, helping your employees gain information about their co workers (like location and contact details and time zone differences) irrespective of where they are based.

Skill search & project team building: Managers can use the directory to allocate resources effectively, by considering the skill sets and availability of employees within the organisation. Details such as education, skills, certifications, interests and past projects can help managers build the ideal project team. 

Employee satisfaction & engagement: A directory can contribute to a sense of community by showcasing the diversity of talent and expertise within your company. It helps in acknowledging and appreciating the contributions of each individual. As a bonus, you can also see what groups they belong to and any upcoming milestones. 

Onboarding & orientation: New hires can use the directory to familiarise themselves with their peers, managers and teams. It takes the pressure off remembering everyone’s name and role, that’s for sure!

What are the risks of not having a digital employee directory?

• A huge amount of time and effort will be wasted on manually keeping your employee directory up to date
• Reputational risk if you continue to sick with manual processes in a digital age
• Additional resources will be required to extract and manipulate data required to support career and project management processes

At the end of the day a directory is a no brainer when you’re looking to improve business processes and promote team collaboration.