Employee Directory

An employee—or staff—directory, also referred to as an employee catalog, is a database of employees’ crucial contact information. It typically contains details such as job titles, employee contact details, and personal information. Searchable by name, location, role, etc., it makes it easy for employees to find and connect with their coworkers.  Previously printed like a phone book, employee directories are now digitized. They are typically created and managed electronically using mobile-friendly software. This means that your employees can access the information anywhere at any time. 

Benefits of an Employee Directory

• Convenience. An employee directory simplifies maintaining and managing relevant employee information. Updating employees’ details is easy and the changes are immediately available to your workforce. For employees, a directory is a quick way to find a specific coworker. Employees can spend time building relationships with their colleagues rather than manually trying to track them down. 
• Improved communication. According to Gallup, open, timely, and accurate communication leads to a more engaged and dedicated workforce. An employee directory makes cross-department communication and collaboration easy—employees can find the person they need to speak with, even if they haven’t met them before. This is especially useful for larger organizations. It’s also ideal for connecting remote teams or employees in different office locations. Employees can see colleagues’ time zones and working hours when setting up calls or meetings. 
• Better information-sharing in the company. You can quickly see employee roles and reporting lines with an employee directory. This makes employee expertise easier to find and allows for a better flow of information within the organization. 
• Makes it easier to integrate into the team. By sharing your employee directory as part of your onboarding process, new hires can get an overview of the organization, find relevant people more easily, and learn more about their colleagues. 

Information to Include in an Employee Catalog

You can choose what information to include in your employee directory based on your organization’s needs. It can be as simple as an employee name and email or it can include more detailed bios.  Employee directories typically include employee profiles with practical information to find a specific coworker or someone with relevant expertise, including:

• The employee’s full name—including their pronouns or nicknames
• Job information such as their role, department, or project
• Contact details including email address, phone number, and username for online chat apps such as Slack or Zoom
• Who they report to or who their manager is
• Location and timezone
• Work hours/ preferred contact hours
• Skills, qualifications, and work experience
• Languages

You can also include additional information, if you’d like. This builds a sense of company culture by helping employees get to know each other on a personal level—even if they don’t regularly interact in person. Additional information may include:

• A photo
• Interests outside of work
• Birthdays
• A short bio
• Social media profiles
• Start date at the organization
• “Fun facts”

10 Tips for Maintaining an Employee Directory

1. Keep it updated: Regularly update the directory to reflect any changes in employee roles, contact information, or status. This ensures that the directory remains a reliable resource for everyone.
2. Easy to use and navigate: Design the directory with user-friendliness in mind. Ensure it’s easy to search for employees by name, department, or role. A clear and intuitive interface is key.
3. Ensure privacy and security: Protect sensitive information. Only include necessary details like name, department, job title, and work contact information. Implement security measures to prevent unauthorized access.
4. Integration with other systems: If possible, integrate the directory with other business systems such as email, internal communication tools, or HR systems. This can streamline processes and ensure consistency across platforms.
5. Accessibility: Ensure that the directory is accessible to all employees, including those with disabilities. This includes being compatible with screen readers and other assistive technologies.
6. Regular backups: Regularly back up the directory data to prevent loss due to system failures or other unforeseen issues.
7. Feedback mechanism: Provide a way for employees to give feedback or report inaccuracies in the directory. This can help in keeping the directory accurate and up-to-date.
8. Training and guidelines: Offer training for employees on how to use the directory effectively. Also, establish guidelines on how to update their information and whom to contact for help.
9. Mobile accessibility: Consider making the directory accessible on mobile devices, as this can increase usability for employees who are often on the move.
10. Categorization and filters: Implement categorization and filtering options to help users quickly find the information they need. For example, sorting by department, location, or job title.

Conclusion

An employee directory is a searchable database of your employees’ information—such as their role, contact details, location, skills and qualifications, and biography. It’s worth setting up an employee directory to help your employees connect easily. It can also help improve communication and the flow of information within your organization.