Why Use an Employee Directory?

Before we dive in, let’s quickly recap why an employee directory intranet is so valuable:

• Improved Discovery: Quickly find colleagues, understand their roles, and locate experts for specific tasks.
• Better Onboarding: New hires gain immediate insight into the company structure and key contacts.
• Centralized Information: A single source of truth for employee data, ensuring accuracy and consistency.
• Enhanced Collaboration: Facilitates connections between employees who might not otherwise interact.
• Stronger Company Culture: Helps employees feel more connected and informed about their colleagues.

Key Benefits:

• Increased efficiency in finding the right people.
• Improved communication and collaboration across teams.
• Enhanced onboarding experience for new employees.
• A more connected and engaged workforce.

Step-by-Step Guide: Building Your SharePoint Employee Directory

Here’s a detailed walkthrough of how to create your own SharePoint employee directory with pictures:

Prerequisites & Preparation

Before starting, make sure you have:

• Appropriate Permissions: You’ll need SharePoint admin rights or collaboration with your organization’s IT team.
• Microsoft 365 Integration: Confirm that your Microsoft 365 user profiles (in Azure Active Directory) are up-to-date. SharePoint often leverages these profiles for the directory. Check Microsoft’s official Azure Active Directory documentation for details on updating and managing user profiles.
• Clear Data Structure: Decide which attributes you want to display – names, job titles, departments, locations, contact details, skills, etc. Consider what information is most relevant for your organization.
• Employee Photos: Gather employee photos. Ensure they are consistently sized and formatted for a professional look.

Step 1: Set Up Your SharePoint Site

(Note: If you already have a SharePoint site, you can skip this step.)

1. Access SharePoint: Log into your SharePoint account and navigate to the SharePoint home page.

2. Create a New Site: Click on the “Create site” button.

3. Choose a Site Type: Choose between a Team site or a Communication site. For an employee directory, a Communication site might be more suitable for broadcasting information. Refer to Microsoft’s Create a site documentation for detailed instructions.

4. Name and Configure Your Site: Follow the prompts to name your site, set privacy settings, and add users to your SharePoint site.

Step 2: Create a List for Your Employee Information

Navigate to the Site Contents: From your site, click on the gear icon (settings) in the top right corner and select “Site contents.”

1. Create a New List: Click on the “New” button and select “List.”

2. Choose a List Creation Method: You can choose the following options to create a new list: ‘Blank list’, ‘From existing list’, ‘From Excel’, or ‘From CSV’. If you already have your employee user data in an Excel spreadsheet or CSV file, then choose one of these options and go to Step 5.

3. Create a Blank List: To create your employee list from scratch, choose ‘Blank list.’

4. Name Your List: Next, name your list (e.g., “HR Directory”) and add a description. Make sure the ‘Show in site navigation’ is ticked.

5. Click “Create.”

Step 3: Customize the List Columns

• Add Columns for Your Employee Information: Open your newly created list.
• Click on “Add column” to add the necessary fields for your employee directory.

Typical fields include:

• First Name (Single line of text)
• Last Name (Single line of text)
• Job Title (Single line of text)
• Department (Choice)
• Email (Single line of text)
• Office Location (Choice)
• Phone Number (Number)
• Address (Location)
• Hire Date (Date and time)
• Profile Picture (Hyperlink or Picture column type) – We’ll discuss this in detail below.
• Skills (Choice – Allow multiple selections)
• Reporting Manager (Person or Group)

Customize each column as needed (e.g., set data types, required fields). You can drag columns in the order you would like them to show.

Step 4: Populate Your SharePoint List with Your Employee Data

1. Manually Add Your Employee Data:

• Click “New” to add employee information manually.
• Fill out the form with the employee details and save.

2. Bulk Import your Employee Data:

• Prepare your data in an Excel file with columns matching your SharePoint list.
• In your SharePoint list, click on “Edit in Grid view” to enable bulk editing.
• Copy data from your Excel file and paste it into the SharePoint list grid view.

Step 5: Adding Employee Pictures

This is where the ‘sharepoint employee directory with pictures’ really comes to life! There are a few ways to handle employee photos:

• Option 1: Using a “Picture” Column: SharePoint offers a “Picture” column type. However, this can sometimes be less flexible in terms of sizing and placement.
• Option 2: Using a “Hyperlink” Column: A more common approach is to use a “Hyperlink” column. You would then upload the employee’s photo to a SharePoint library (e.g., a library called “Employee Photos”) and paste the URL of the photo into the Hyperlink column for each employee. This gives you more control over the image.
• Option 3: Connect to Delve/Microsoft 365 Profiles: If your organization has already populated profile pictures in Microsoft 365 (Delve), you can try to connect to those. However, this often requires some custom coding or Power Automate flows, and the results can be inconsistent. Delve is now retired so this option is not recommended.

Step 6: Create a Custom View

Create a Custom View: Click on the “All items” dropdown (or the name of your current view) and select “Create new view.”

1. Choose the view type (List View is common).

2. Name your view (e.g., “Employee Directory View”).

3. Select the columns you want to display and set the sort order (e.g., alphabetically by last name).

4. Save your view.

5. Change your Employee Directory View Click on your new view (e.g., “Employee Directory View”).

6. You can now choose between, ‘List’, ‘Compact List’, and ‘Gallery’

Step 7: Design Your Employee Directory Page

1. Create a Page for Your Employee Directory: Go to your site’s homepage.

2. Click on “New” and select “Page.”

3. Choose a layout for your page (e.g., blank, one column).

4. Add Web Parts: Click on the “+” sign to add a web part.

5. Add the “List” web part and select your Employee Directory list.

6. Customize the display settings of the web part as needed (e.g., view, number of items to show).

7. Add a Filter Web Part: To make it easier for users to find specific employees, add a “Filter” web part and connect it to your Employee Directory list. This will allow users to filter by department, location, or other relevant criteria.

Step 8: Publish Your SharePoint Employee Directory

1. Save and Publish: After customizing your page, click on “Save as draft” to save your progress.

2. Click on “Publish” to make the directory accessible to your organization.

Step 9: Manage Permissions

1. Set Permissions: Go to your list or page settings.

2. Click on “Permissions for this list” or “Page permissions.”

3. Adjust the permissions to control who can view or edit the directory.

Maintaining & Updating Your SharePoint Directory

A SharePoint Employee Directory isn’t “set it and forget it.” Keep it accurate and up-to-date:

• Periodic Data Refresh: Review and sync with Active Directory data monthly or quarterly.
• Encourage Profile Updates: Prompt employees to update their profiles, ensuring their job titles, departments, and contact details remain current.
• Monitor Usage & Feedback: Use SharePoint Analytics or Microsoft 365 usage reports to see how often the directory is accessed. Solicit feedback periodically and refine the experience.

Challenges to Maintaining the Employee Directory

While the above steps outline how to create an ‘employee directory in sharepoint’, the real challenge lies in maintaining it. Here are some common pain points:

• Manual Data Entry: Entering and updating employee information manually is time-consuming and prone to errors.
• Data Inconsistencies: Information can become outdated quickly, leading to inconsistencies and inaccuracies.
• Limited Search Functionality: SharePoint’s built-in search may not be as robust as you need, making it difficult for users to find specific employees.
• Lack of Automation: There’s no built-in way to automatically sync with your HR system or Active Directory, requiring manual intervention.
• Mobile Un-Friendly: Ensuring the directory looks and functions well on all devices can be challenging.

How Beyond Intranet Creates an Automated Employee Directory Seamlessly

Imagine a world where your ‘sharepoint employee directory template’ updates automatically, ensuring accuracy and saving you countless hours of manual work. That’s where Beyond Intranet comes in.

Our SharePoint Employee Directory Software offers a seamless and automated solution:

• Automatic Syncing: Integrates directly with your HR system or Active Directory to automatically sync employee data.
• Advanced Search: Provides powerful search capabilities, allowing users to quickly find employees by name, skill, department, location, and more.
• User-Friendly Interface: Offers a clean, modern, and intuitive interface that employees will love to use.
• Mobile-Ready: Works seamlessly on all devices, ensuring employees can access the directory from anywhere.
• Customizable: Allows you to customize the directory to match your company’s branding and specific needs.
• Org Chart Visualization: Provides a clear visual representation of your company’s organizational structure.
• Announcements and Celebrations: Keeps employees informed about birthdays, anniversaries, and new hires.

Ready to Say Goodbye to Manual Data Entry?

Creating an ‘employee directory in sharepoint’ can be a valuable asset for your organization. However, the manual approach can be time-consuming and challenging to maintain.

If you’re looking for a more efficient, automated, and user-friendly solution, Beyond Intranet’s SharePoint Employee Directory Software is the perfect choice.

We’ve helped countless organizations transform their employee directories into powerful communication and collaboration hubs.

Want to see how Beyond Intranet can streamline your employee directory and save you time and effort?

Explore Our Features: Employee Directory Features Page

If you are interested in exploring the features of Beyond Intranet, book a free demo with us, and we will be happy to show you how to create an automated employee directory seamlessly.

Conclusion:

Building a sharepoint employee directory template is a worthwhile endeavor, but it’s important to be aware of the challenges involved in maintaining it manually. By leveraging a solution like Beyond Intranet’s SharePoint Employee Directory Software, you can automate the process, ensure data accuracy, and create a truly valuable resource for your employees.

This is where the role of an employee directory begins. The directory covers and organizes details of the employees for future reference. To further simplify the process, HR can leverage technology. The SharePoint Employee Directory Software is a complete game-changer in the world of HR. This article will help you understand what the SharePoint Employee Directory does and how to reap its benefits.

SharePoint Employee Directory- A Game Changer in the HR Industry

SharePoint Employee Directory is a valuable tool for organizations. It offers several benefits for both employees and HR professionals. Here are various advantages of using this software to boost employee and HR communication.

For HR

Centralized Information: It provides a centralized location for storing and accessing employee information. This makes it easy for HR professionals to maintain accurate and up-to-date records of employees. It assures that HR follows employee record compliance.

Efficient Search and Retrieval: SharePoint’s search functionality makes it easy to find specific employee information quickly. HR professionals can search by name, department, job title, or other criteria, saving time and improving efficiency.

Customization: SharePoint Employee Directories are highly customizable. HR professionals can tailor the directory to include the specific information they need. This flexibility ensures that the directory aligns with the organization’s HR processes and requirements.

Org Chart: The directory features an Org chart that appropriately showcases the company’s hierarchy. This helps understand the roles and responsibilities of every employee in the company, right from the top management to the bottom. The chart is simple and helps filter employees according to their departments.

Important Reminders: The software helps keep the professional environment more cohesive. Important dates such as birthdays are saved so that e-cards and gifts can be sent. Congratulatory posts on an employee’s anniversary can also be sent easily.

Mobile Accessibility: SharePoint directories can be accessed from mobile devices, making it easy for HR professionals to access employee information even when away from their desks. This is especially valuable for field HR personnel or remote work situations. This also works offline so that there is no compromise in communication between employees.

Why Choose SharePoint Employee Directory Solutions?

SharePoint Employee Directory Solutions is designed to enhance HR collaboration, provide seamless workflow and management, and connect with the team quickly. Here is why you should choose it for your organization –

1. Streamlined HR Processes: HR departments can use SharePoint Employee Directories to manage employee information, making updating and maintaining records easier. This reduces administrative tasks and ensures data accuracy.

2. Skills and Expertise Discovery: Many SharePoint directories allow employees to list their skills, expertise, and work experience. This makes it easier for colleagues to identify subject matter experts within the organization.

3. Privacy and Security: SharePoint directories can be configured to maintain privacy and security, ensuring that sensitive employee information is only accessible by authorized personnel.

4. Time Savings: It saves employees time that would otherwise be spent searching for contact information or waiting for a response from HR or colleagues regarding specific inquiries.

5. Multiple Languages: This software supports 50 languages to make it simple for the employees. An HR can communicate with the employees in their regional language to break the communication barrier.

While SharePoint Directory solutions offer numerous advantages, planning and implementing them carefully is essential. This will ensure that the directory serves its intended purpose effectively and that employee data remains secure and up to date.

Streamlining HR Processes with Employee Directory Templates

Every organization works differently, so HR must choose the HR Directory template carefully. This decides the efficiency and effectiveness of the software. Here are how these templates can help HR managers achieve efficiency –

1. Easy Access to Information: HR managers can use these templates to access employee information swiftly.

2. Time and Cost Savings: By having all employee information in one place, HR managers can save time that would otherwise be spent on data retrieval and manual record-keeping.

3. Improved Communication: Employee directories often include contact details, facilitating efficient communication.

4. Enhanced Reporting: Employee directory templates can also include reporting functionalities, allowing HR managers to generate reports.

5. Data Security: Many templates offer data security features, enabling HR managers to restrict access to sensitive employee information.

6. Scalability: Employee directory templates are often scalable, accommodating the organization’s growth.

7. Integration with Other HR Systems: Many employee directory templates can be integrated with other HR systems like payroll, performance management, or time tracking.

Customization Options for Staff Directory Templates

SharePoint Employee Directory software enables HR to customize the staff directory template as desired. Here are the options available –

1. Fields and Categories: HR managers can typically customize the fields and categories in the directory template. This allows them to add, remove, or modify data points to align with the organization’s specific needs.

2. User Permissions: Customization often extends to user permissions. HR managers can define who can view, edit, or delete employee information, ensuring data security and privacy.

3. Filters and Sorting: Templates usually allow for customization in terms of filters and sorting options. This enables HR managers to organize and view employee data in a way that suits their workflow.

4. Profile Pictures and Visuals: Some templates support the inclusion of profile pictures, which can make the directory more visually appealing and help with employee recognition and identification.

5. Search Functionality: Customization may extend to the search functionality, allowing HR managers to fine-tune the search criteria to quickly find specific employees or groups of employees.

6. Reporting and Analytics: Advanced customization options can involve creating custom reports and analytics dashboards tailored to the organization’s specific KPIs and reporting requirements.

7. Branding and Design: Depending on the template, HR managers may be able to customize the design and branding of the directory. This helps align it with the company’s visual identity.

8. Integration with Existing Systems: Customization often includes integrating the directory with the organisation’s other systems and databases. It supports seamless data flow.

Qualities of a good employee directory template

A dependable employee directory template should possess certain qualities –

1. User-Friendly Interface: The template should have an intuitive, user-friendly interface for easy navigation.

2. Customization: The template should be customized to accommodate the organization’s needs.

3. Search and Filtering Features: A good template should offer robust search and filtering features.

4. Data Security and Privacy: Security is paramount. It should also comply with data privacy regulations like GDPR.

5. Integration Capability: The template should be able to integrate with other HR systems and tools, such as payroll, performance management, and time-tracking software.

6. Reporting and Analytics: A good template should provide reporting and analytics features for HR managers to generate custom reports and dashboards.

7. Scalability: As organizations grow, the directory template should be scalable, allowing HR managers to add new employees easily.

8. Visual Elements: While functionality is crucial, the template should also support visual elements like profile pictures.

Tips for choosing the right SharePoint Employee Directory solutions

The SharePoint Employee Directory Solutions you choose should correspond to the results you are looking for. Here are some tips to find the right one for your organization

Improved Data Security and Compliance

The data should always be secure in the software. It should always maintain GDPR compliance. SharePoint Employee Directory ensures that you don’t have to worry about data security, regardless of the volume. 

Enhancing Internal Communication & Collaboration with Powerful Search Tools

The SharePoint Employee Directory has powerful search tools to simplify an employee search. It has a dashboard view with required information, filters, and search options. All employees can find the names, roles, contact information, and other details of their colleagues here. Finding employee information will take seconds, thus boosting HR communication and collaboration with other employees.

SharePoint Employee Directory Success Stories

SharePoint Employee Directory has supported several businesses. It not only helps improve HR productivity but also builds a close-knit environment. Here are some success stories where organizations have benefited from this solution –

Microsoft Corporation

Microsoft uses SharePoint Employee Directory solutions to manage and centralize employee information across its vast global workforce.

Pfizer

Pfizer, one of the world’s largest pharmaceutical companies, adopted the SharePoint Employee Directory to streamline HR processes. The directory has enabled them to centralize employee information, making it accessible to HR professionals worldwide.

The Hershey Company

The Hershey Company, a renowned confectionery and snack food company, implemented a SharePoint Employee Directory to connect its geographically dispersed workforce.

Booz Allen Hamilton

Booz Allen Hamilton, a global management and technology consulting firm, embraced SharePoint Employee Directory to manage its large and diverse workforce.

Conclusion

The SharePoint Employee Directory software has emerged as a game-changer in the HR industry. This comprehensive guide has explored the advantages and features of the SharePoint Employee Directory, emphasizing its role in centralizing employee information, improving HR productivity, and enhancing data security and compliance.

SharePoint Employee Directory is more than just a tool; it’s a solution that simplifies the complexities of managing extensive workforces. It becomes an invaluable asset for organizations looking to optimize their HR processes by centralizing information, enhancing search capabilities, and providing customization options.

Ready to Elevate Team Collaboration? Contact Us Now to Harness the Full Potential of the SharePoint Employee Directory. Empower Your Team, Streamline Communication, and Drive Success Together!

An employee profile, showcasing skills, experience, and interests, acts as the cornerstone of successful team dynamics.  

Whether you’re looking at company employee profile examples or considering various templates, understanding what an employee profile is and its importance is crucial. 

In this blog, we’ll explore the world of employee profiles in detail. Buckle up for an enlightening journey! 

What is an Employee Profile? 

At its core, an employee profile is a comprehensive overview of an individual’s professional persona within a company. 

It’s a snapshot of a person’s: 

• Personal details (contact information, department, role) 
• Key skills and competencies 
• Professional history and achievements 
• Training or certifications 
• Interests and hobbies 

The employee profiles act as a valuable resource for managers and HR professionals, providing insights into team capabilities and helping identify areas for development. In fact, this is where platforms like HR Directory can play an invaluable role, transforming the way organizations manage and access this wealth of information. 

You’ve likely seen different formats and styles, such as the structured employee profile template or the unique company employee profile examples. 

The format and depth of information can vary, but the objective remains the same: to create a detailed portrait of an employee’s professional life.  

Section 2: The Importance of Employee Profiles 

It’s 2023. So think of an employee profile as more than just a bio. It’s a tool that can do wonders for your team.  

Here’s how: 

1. Better Chats: With detailed employee profiles, you can easily find who you need to talk to, and what they do. No more “Who was that person again?” moments! 
2. Teamwork Made Easy: Knowing what each team member is good at helps you delegate tasks effectively. It’s like having a cheat sheet for creating super teams! 
3. A Helping Hand for HR: Employee profiles are a gold mine for HR. They can spot skill gaps, plan training, and even prepare for the future. 
4. Happy Employees: When people feel seen and understood, they’re more likely to enjoy their work. A good employee profile can help create that happy vibe. 
5. Networking Boost: Employee profiles can help your team find potential mentors or collaborators within your business. For newbies, it’s a great way to get to know the family. 

So, whether you’re building an employee profile template from scratch or browsing through company employee profile examples for ideas, remember, a well-crafted profile can significantly up your teamwork game. 

Up next, we’ll look at some employee profile examples from the big players and explore the wide world of templates.  

Our aim? To help you understand how to design and use employee profiles to bring out the best in your team. 

Keep in mind, an employee profile isn’t just a summary. It’s your secret weapon for growth, collaboration, and understanding. It’s what makes a good team great. 

Section 3: Employee Profile Examples from Leading Companies 

Wondering how top businesses use employee profiles? 

Let’s take a peek: 

1. Google: At Google, employee profiles aren’t just about work. They include things like hobbies and favorite books, making it easy to find common ground and connect on a human level. 
2. IBM: IBM keeps it practical. Their profiles focus on expertise, work history, and education. This way, everyone quickly gets the scoop on who knows what. 
3. Salesforce: Over at Salesforce, profiles tell stories. They share each employee’s unique journey, creating a sense of community and camaraderie. 

These examples show there’s no one-size-fits-all approach to employee profiles. You can mold them to echo your company’s spirit. 

Now, let’s talk about employee profile templates. These are blueprints for your profiles.  

Most include slots for: 

• Who Am I? Personal details like name, department, and role. 
• What’s My Story? A snapshot of the employee’s career journey and key skills. 
• Where Have I Been? Past roles, responsibilities, and wins. 
• What Have I Learned? Degrees, certifications, or special training. 

Remember, templates are just a starting point. Just like the companies we’ve talked about; you should tweak them to match your team’s vibe. 

In the next section, we’ll explore the world of employee profile templates in more detail, helping you pick the one that’s just right for your business.  

After all, a great employee profile isn’t just an info sheet—it’s a way to build stronger bonds and a more understanding team. 

Section 4: A Look at Employee Profile Templates 

Alright, let’s dive into the world of employee profile templates. There are plenty out there, each with its own perks. Here are a few examples: 

1. Company Employee Profile PPT Template: This one’s great for highlighting individual skills. It includes space for organizational details, personal info, and contact details. You can use it to keep track of an employee’s skills, work experience, and performance reviews. 
2. Four-Banner Employee Profile Template: Show off your team’s talents with this template. It lets you spotlight an employee’s skills, qualifications, and experience, along with their employment info. It’s a neat tool when you’re looking for the perfect fit for a role or project. 
3. Team Hierarchy Infographic Template: This one’s all about structure. It helps show who does what, from admin to exec level. Understanding the pecking order helps everyone work better together and avoid stepping on toes. 
4. Male Employee Profile with Chart PowerPoint Template: This template is perfect for tracking productivity. It lets you showcase a male employee’s skills and qualifications, along with a chart representing the quality and quantity of their work. 
5. Employee Directory Template: This is a no-frills, get-the-job-done kind of template. It covers all the basics like name, job title, department, location, email, and phone number. Want to add some extras? You can include things like date of birth, date of hire, and the manager’s name. It’s easy to use, flexible, and can be customized to fit your brand. 
6. Organization Chart Flowchart: This is an intelligent tool for visualizing your team’s structure. It presents roles, responsibilities, departments, and reporting lines in a clear, easy-to-understand flowchart. You can see everything from top management to the newest hires. 

• It’s a breeze to connect to an employee’s information from a user profile. 
• Need to share the chart? There’s a one-click data export option in SVG or PDF format. 
• Four view options and zoom-in/out controls ensure a great viewing experience. 
• It’s compatible with O365, so it fits right into your workflow. 
• You can choose to show or hide the chart in the HR Directory configuration page. 

The right template can make managing employee profiles a breeze. It helps you stay organized and gives everyone a clear view of who’s who in the team.

Remember, an employee profile is more than just a file in a folder. It’s a snapshot of the person behind the role. It’s a tool for better communication, smoother collaboration, and a stronger team spirit. 

So, whether you’re inspired by a company employee profile example or you’re all ready to dive into creating your own, keep your team’s vibe in mind.  

You’re not just filling out a form—you’re building connections.  

Section 5: A Peek into Employee Profile Excellence 

When you’re creating an employee profile, your goal should always be to strive for excellence. A well-crafted employee profile can serve as a valuable tool for communication, collaboration, and team building.  

So, what elements should you consider to achieve an excellent employee profile? 

Let’s look at some key features that you should look for in an ideal employee profile: 

Unlimited Information Configuration:

Your employee profile should be adaptable, able to hold a wealth of information. This could range from basic details like name, job title, and contact information, to more specific data like skills, hire date, interests, and custom fields. Essentially, a good employee profile should function as a mini-HR database, offering a comprehensive snapshot of each member of your team. 

Current Status Update:

An effective employee profile allows you to view and update your employees’ status. This feature can help you understand if an employee is available, busy, in a meeting, out of the office, or even does not disturb status. A tool that updates these statuses regularly can be invaluable for effective team coordination. 

Organization Chart Flowchart:

We’ve talked about this earlier, but it bears repeating. An organizational chart provides a visual representation of your company’s structure, roles, and reporting lines, which can aid in decision-making and planning. 

Customizable Dashboard:

An excellent employee profile dashboard should be customizable to meet your specific business needs. You should be able to control which profile information is displayed, customize the profile picture view (round, half-round, or square), and enable or disable social icons for communication (Mail, Phone, Message, MS Teams). Further customization could include changing the display sequence of profile information, setting custom icons for fields, and selecting custom font color and size for display information. 

Integration with other Software: The employee profile should be able to integrate smoothly with your existing software. For instance, a SharePoint employee directory template can be a powerful tool that merges the employee’s information with other features like search and navigation. 

Remember, these are just examples of what an excellent employee profile might look like. The best employee profile for your company will depend on your specific needs and circumstances. 

A solution that encompasses all these key features is the HR Directory 365 by Beyond Intranet. It’s a comprehensive tool that offers a robust and customizable employee profile feature, effortlessly addressing the needs we’ve just discussed. Not only does it simplify profile management, but it also fosters a more connected and efficient workforce. 

As you continue your journey towards employee profile excellence, remember to keep these key features in mind. Your team will thank you for it! 

In conclusion

A well-crafted employee profile is a powerful tool for fostering communication and collaboration in your organization. Whether you’re following a company employee profile example or designing your own employee profile template, the goal should be to capture an accurate snapshot of your team members. 

Understanding what an employee profile is and how to effectively manage employee profiles can dramatically enhance your business operations. Here’s to creating profiles that truly reflect your team’s diverse talents and strengths!

Unlock Your Team’s Full Potential! Contact Us Now to Optimize Employee Profiles. Elevate Collaboration, Boost Productivity, and Harness the Power of Your Team’s Collective Strength.

You think it’ll be a breeze, but then you realize your company’s employee directory is a mess. Scattered spreadsheets and outdated information are making it nearly impossible to find what you need.  

Can you relate? If so, we have a game-changing solution for you: a SharePoint directory that consolidates your employee name list and makes managing your directory of employees a piece of cake. 

Say goodbye to your Monday morning frustrations and hello to the HR Directory by Beyond Intranet! 

Understanding the Pain Points of Managing Employee Information 

Maintaining an accurate and up-to-date employee name list is crucial for efficient communication, collaboration, and onboarding processes within an organization. A disorganized directory of employees can lead to: 

• Wasted time searching for employee information 
• Miscommunication due to outdated contact details 
• Slowed onboarding processes 
• Inefficient collaboration among team members 

But fear not! Our people directory SharePoint solution addresses these challenges and more, streamlining your processes and boosting your productivity. To dive deeper into the power of employee information, check out our blog post on how employee directories can add value to your corporate intranet. 

Introducing the HR Directory: Your One-Stop SharePoint Directory Solution 

The HR Directory by Beyond Intranet is an all-in-one people directory SharePoint solution designed for organizations of all sizes and industries. This powerful tool consolidates your employee name list, allowing you to easily manage and access your directory of employees. With the HR Directory, you’ll enjoy features like: 

• A centralized, searchable employee database 
• Customizable employee profiles 
• Integration with Office 365 and other SharePoint tools 

• Automated updates for employee information 

Ready to transform the way you manage your employee name list? Get started with the HR Directory now! 

A Centralized, Searchable Employee Database: Find What You Need, When You Need It 

Traditional employee directories can quickly become disorganized, making it difficult to locate employee information. With the HR Directory, you’ll have a centralized, searchable employee database at your fingertips. Enter an employee’s name, department, or other search criteria, and instantly access their contact details and other essential information. Learn more about how a digital employee directory can help you store and access employee information. 

Elevate Employee Profiles with Custom HR Fields    

As an HR, you can customize employee profiles with unlimited custom fields for a more comprehensive view of your workforce. Capture key details beyond job title and work history: 

• Skills and strengths to optimize talent matching and collaboration
• Professional interests to facilitate internal connections  
• Goals, achievements and development plans to track growth
• Important details for onboarding and offboarding   
• Any information that represents your diverse talent pool     

Custom fields give you the power to include what matters most about each employee on their profile. Empower your people strategies with a tailored view of your unique workforce. 

Seamless Integration with MS Teams: Work Smarter, Not Harder 

Don’t you just love it when your tools play nicely together? The HR Directory integrates seamlessly with MS Teams, allowing you to access your employee directory directly from your favorite application. Say goodbye to toggling between multiple platforms and hello to a more efficient workflow! 

Automated Updates: Keep Your Employee Name List Up-to-Date, Effortlessly 

The HR Directory Software seamlessly integrates with Microsoft SharePoint to pull employee information directly from profiles. Whenever details change in SharePoint – name, title, contact info, team – those updates automatically sync to the HR Directory. 

This hassle-free linkage means your employee records are always accurate and up to date, saving you time spent managing information across disconnected systems. Stay up-to-the-minute with integrated solutions that synchronize data in real-time. 

Benefits of the HR Directory: Boost Your Productivity and Elevate Your HR Game 

Still not convinced that the HR Directory is the ultimate SharePoint solution for managing your employee’s name list? Here’s a recap of the benefits that organizations like yours can enjoy: 

1. Save time with a centralized, searchable employee database 
2. Foster collaboration and showcase your team’s skills with customizable employee profiles 
3. Streamline your workflow with seamless integration with Office 365 and SharePoint tools 
4. Ensure accurate, up-to-date employee information with automated updates 

What Sets the HR Directory by Beyond Intranet Apart 

While there are many employee directory solutions available, the HR Directory by Beyond Intranet stands out for its user-friendly design, customizable features, and seamless integration with SharePoint and Office 365. Here’s a closer look at what sets the HR Directory apart: 

User-friendly Design 

The HR Directory’s intuitive and easy-to-use design makes it simple for HR professionals and employees alike to navigate the platform. With its clean layout and efficient search functionality, users can quickly find the information they need without any hassle. 

Customizable Features 

One of the most significant advantages of the HR Directory is its customizable features. Organizations can tailor the directory to their specific needs, including creating custom employee profiles, adding unique search filters, and incorporating branding elements to align with the company’s image. 

Seamless Integration with SharePoint and Office 365 

The HR Directory is designed to integrate seamlessly with SharePoint and Office 365, making it easy for users to access and manage their employee directory without switching between multiple platforms. This integration also allows for automated updates, ensuring that employee information stays accurate and up-to-date. 

Accessibility and Compliance 

The HR Directory is designed to be accessible and compliant with the European Union’s General Data Protection Regulation (GDPR). This commitment to accessibility and compliance ensures that your organization can rely on the HR Directory to meet both legal and ethical standards. 

Exceptional Support 

Beyond Intranet is known for its exceptional customer support. When you choose the HR Directory, you can trust that you’ll receive prompt, knowledgeable assistance whenever you need it. From initial setup to ongoing maintenance, the Beyond Intranet team is committed to helping you make the most of your employee directory solution. 

For more information on the HR Directory, visit the AppSource by Microsoft. 

Don’t Settle for a Disorganized Employee Name List: Choose the HR Directory and Transform Your Processes Today 

You deserve an employee directory solution that works as efficiently as you do. With the HR Directory, you’ll enjoy a streamlined, efficient, and user-friendly tool that simplifies the way you manage your employee name list.  

Say goodbye to the headaches of outdated employee information and unwieldy spreadsheets, and hello to a more productive and organized experience. 

What are you waiting for? Discover the power of the HR Directory by Beyond Intranet and start transforming your HR processes today! 

Conclusion 

Remember those Monday morning frustrations we talked about earlier? With the HR Directory by Beyond Intranet, they’ll become a distant memory. As an employee in your organization, you already have enough on your plate without having to wrestle with a disorganized employee directory. It’s time to reclaim your productivity and elevate your organization’s efficiency. 

So, go ahead and take the leap. Upgrade to the HR Directory and experience the difference of a truly powerful and efficient SharePoint directory solution. Your future self (and your employees) will thank you! 

To gain more insights into the benefits of a digital employee directory, explore our blog posts: 

• Employee Directory: A Digital Solution to Store and Access Employee Information 
• Employee Directory: A Simple Way to Add Value to Your Corporate Intranet Page 
• Power of Employee Information 

Get ready to conquer the chaos, transform data into insights, and fuel your organization’s success. With a touch of humor and practical strategies, we’ll navigate this puzzle together. So, prepare for a mind-blowing journey that will revolutionize your approach to employee data.

The Employee Information Maze: Understanding the Challenge

The scattered nature of employee information

Picture this: your organization is like a bustling city, with employees darting around, each carrying a valuable piece of information. Some might have the latest contact details, while others hold crucial project updates or specialized skills. 

But here’s the kicker: all these nuggets of information are scattered across various platforms, departments, and even sticky notes. It’s as if someone took a confetti cannon and blasted your employee data into a million pieces, leaving you to navigate a labyrinth of disconnected information. It’s like searching for a needle in a haystack, except the haystack is made up of mismatched spreadsheets, outdated HR systems, and lost email threads. 

The consequences of disorganized employee data

Now, let’s talk about the consequences of this disorganized chaos. Missed opportunities, wasted time, and frustrated employees—it’s a recipe for disaster. Imagine needing urgent contact information for a key client, only to realize it’s buried in a forgotten email thread or a dusty old spreadsheet that nobody updates. Cue the collective facepalm. 

Disorganized employee data leads to inefficiencies, delays, and even costly mistakes. Important decisions are delayed because you can’t access the details you need when you need it. Collaboration suffers, as employees struggle to find the right expertise or historical context. 

Analogy: Navigating a maze to find the treasure

Imagine you’re in an adventure movie, seeking treasure in a mysterious maze. That’s how finding and utilizing employee information feels—a challenging quest. You need a map, a centralized system that brings data together, saving you from dead ends.  

Conquer this labyrinth, and you’ll unlock improved productivity, streamlined processes, and empowered decision-making. It’s time to embark on this thrilling journey and unleash the hidden potential of your organization’s employee data!

What is an Employee Directory?

Ever wondered what is a sharepoint employee directory? Well, it’s like a digital phonebook for a company. It’s a handy tool that stores important information about all the employees in one place. It’s not just about their contact details, though. It includes things like their job title, department, skills, and experience. 

Why is it important? Because it helps people within the company connect with each other. If you need to find someone for a project or have a question, the employee directory is where you go. It’s like a bridge that brings everyone together and makes collaboration easier. So, having an employee directory is a great way to tap into the knowledge and skills of your colleagues. 

III. The Value of Centralized Employee Information

Why New Employee Information Matters

When a new employee joins a company, it’s crucial to provide them with the right information. This includes details about their role, responsibilities, and any orientation materials they might need. Making sure new employees have access to this information sets them up for success. 

Good onboarding is important because it helps new hires feel welcomed and supported. It also helps them get up to speed quickly. When new employees have the right information, they can integrate into the company culture faster. Plus, having their information in the employee directory ensures they can connect with the right people and get the support they need.

Streamlining processes and improving efficiency

Let’s face it, time is money, and efficiency is the name of the game. Centralized company employee information is the turbo boost your organization needs to rev up its productivity engine. It’s like upgrading from a rusty old bicycle to a sleek, high-speed sports car. 

By streamlining processes and removing redundant data entry, you’re freeing up valuable time for your employees. No more wasting hours digging through email chains or chasing down elusive spreadsheets. With centralized employee information, you can bid farewell to the days of mind-numbing data hunting and welcome a world of seamless efficiency. 

Imagine this: you need to assign a task to an employee, and with a few clicks, you can quickly identify the right person, their workload, and availability. It’s like ordering takeout with a fancy app—you get exactly what you want, when you want it, without any unnecessary back-and-forth.

Building Your Company Employee Information Foundation

Identifying essential employee information to collect

Building a solid employee information foundation starts with knowing what information you need. It’s like going grocery shopping without a list—you end up with a cart full of snacks and no real sustenance. So, let’s whip out our metaphorical shopping list and identify the essential ingredients for your employee information feast. 

First things first, you’ll want to gather the basics: names, contact information, job titles, and departments. Think of these as the bread and butter of your employee data sandwich. Then, sprinkle in some additional seasonings like skills, certifications, and relevant work history. It’s like adding spices to your dish—those little extras that take it from average to extraordinary. 

Oh, and don’t forget the secret sauce—performance metrics! Tracking KPIs allows you to measure employee contributions and identify areas for growth. It’s like adding a pinch of magic that turns your employee information feast into a Michelin-starred extravaganza.

Best practices for data collection and management

Now that you know what ingredients to collect, it’s time to master the art of data collection and management. Picture yourself as a master chef, carefully measuring ingredients and maintaining a well-organized kitchen. 

• Clear processes for collecting new employee information: Establish methods like onboarding forms or self-service portals for consistent data collection. 
• Ensure data quality: Encourage regular review and updates from employees, and implement data validation checks to catch errors. 
• Data management protocols: Define access permissions, implement security measures, and establish retention policies for organized and secure employee information.
  

From Data to Insights: Unleashing the Power

Analyzing employee data for valuable insights

Now that you’ve built your company employee information foundation, it’s time to unleash the real magic: turning raw data into mouthwatering insights. Think of yourself as a data-chef extraordinaire, ready to whip up a delicious feast of knowledge. 

To begin, you’ll want to roll up your sleeves and dig into the data. It’s like digging for hidden treasures in a vast culinary garden. Look for patterns, correlations, and trends that can provide valuable insights into your workforce. Maybe you’ll discover that employees who take coffee breaks together are more likely to collaborate effectively. It’s like finding the perfect combination of ingredients that make a dish truly extraordinary. 

But remember, data analysis is not just about crunching numbers—it’s about extracting meaningful insights. Think of yourself as a culinary artist tasting and adjusting flavors until you achieve the perfect balance. By exploring employee data, you can uncover areas for improvement, identify top performers, and even predict future challenges. It’s like adding a pinch of magic seasoning that takes your decision-making to new heights.

Leveraging employee information for strategic decision-making

Insights alone are like recipes stored away in a dusty cookbook—they won’t do any good unless you put them to use. Now it’s time to don your strategic decision-making hat and transform those insights into actions that drive your organization forward. 

Leveraging employee information means using your newfound knowledge to make informed decisions. For example, you might use data to find skill gaps in your workforce and create targeted training programs to bridge those gaps. It’s like customizing a menu based on your guests’ preferences, ensuring a memorable dining experience for all. 

But it doesn’t stop there. Employee information can guide your recruitment and retention strategies, help you identify high-potential employees for career development, and even optimize team compositions for maximum productivity. It’s like having a secret recipe book that guides you in creating a winning menu for success. 

By tapping into the power of employee information, you’re not just making decisions based on gut feelings or guesswork. You’re using data-driven insights to build a strong foundation for your strategic initiatives. It’s like having a trusted sous-chef who brings precision, expertise, and a touch of magic to your decision-making process.

Tools and Technologies for Effective Employee Information Management

Introduction to employee information management systems

Now that we’ve explored the power of employee information, it’s time to equip ourselves with the right tools for the job. Say hello to employee information management systems—the superheroes of organized data. They swoop in to save the day, helping you efficiently manage, access, and unleash the full potential of your new employee information. 

Employee information management systems act as your trusty sidekick, providing a centralized hub where all your data can reside harmoniously. They’re like the Avengers’ headquarters, where all the heroes come together to collaborate and save the world. These systems bring order to the chaos, ensuring that no piece of valuable information gets lost in the shuffle.

Key features and functionalities to look for

When it comes to choosing a company employee information management system, it’s important to look for the right superpowers. Think of it as assembling your own superhero team—each member has unique abilities that contribute to the greater good. 

• Easy data entry and updates: Choose a user-friendly system that responds to your commands, eliminating the need for rocket science skills. 
• Robust search and filter options: Find a system with super-powered search capabilities, making it easy to locate specific employee data quickly. 
• Integration capabilities: Opt for a system that seamlessly integrates with your existing software and tools, creating a superhero team of interconnected systems for maximum impact. 

In the next section, we’ll explore how to cultivate a data-driven culture within your organization, transforming your superhero team into a league of data champions. 

 VII. Cultivating a Data-Driven Culture

Encouraging employees to embrace data and information sharing

The sweet aroma of data-driven decision-making makes everything serene. To cultivate a data-driven culture, you need to inspire your employees to embrace the power of data and become fearless data warriors. It’s like encouraging them to trade in their swords for data swords—equipping them with knowledge and insights to conquer the business battlefield. 

Start by emphasizing the value of data and how it can guide decision-making. Show your employees that data isn’t something to be feared but a tool to empower them. It’s like convincing a pirate crew to abandon the hunt for treasure chests and focus on hunting for data gems that will lead to even greater riches. 

Encourage information sharing among teams and departments. Foster an environment where data is seen as a communal treasure chest, with everyone contributing their own insights and discoveries. It’s like creating a data potluck, where everyone brings their best data dishes to the table, resulting in a feast of knowledge.

Fostering a culture of transparency and collaboration

To truly embrace a data-driven culture, you must cultivate an atmosphere of transparency and collaboration. It’s like building a sandcastle with your team—you all have a role to play, and when you work together, you create something magnificent. 

Encourage open communication and collaboration across departments. Break down those silos and create bridges for information to flow freely. It’s like hosting a beach party where everyone joins forces to build the ultimate sandcastle—each person brings their unique skills, and together, you create something extraordinary. 

Celebrate successes and share insights. Recognize and reward teammates who demonstrate a commitment to data-driven decision-making. Encourage others to learn from experiences and inspire a sense of healthy competition. It’s like hosting an annual sandcastle competition, where the most innovative designs and techniques receive accolades and admiration.

VIII. Unleash the Power of Beyond Intranet’s Employee Directory Software 

You’ve just explored our comprehensive guide to managing new employee information, but now you may be wondering, “Which software should I choose to implement these strategies effectively?” Look no further than Beyond Intranet’s Employee Directory software—the ultimate solution to streamline your employee data management. 

With the SharePoint Employee Directory, you can effortlessly filter employees based on departments and export data to Excel in just one click. Enjoy features like department mapping, user-based access, and a responsive design for birthday reminders. The directory allows unlimited profile details and custom filters based on employees’ skills. 

But it doesn’t stop there. Beyond Intranet’s mobile app brings the Employee Directory to your fingertips, with offline access and an alphabetical index for instant name searches. Schedule a guided product demo with their experts to see the software in action. 

An employee contact list is more than just a list of phone numbers and email addresses. It’s a useful tool for communication and collaboration within a company. When you need to get in touch with a colleague, having an updated contact list makes it easy. 

Why is it valuable? Well, it saves time and makes communication more efficient. Instead of searching for contact information or guessing who to contact, you can find the right person quickly. It also promotes teamwork and sharing knowledge. When employees have an easy way to connect with each other, it encourages collaboration and makes the workplace feel more connected.

Conclusion 

Congratulations, intrepid readers, on your journey through the exciting world of employee information! From unraveling what is an employee directory to the benefits, you’ve gained valuable insights.  

Now it’s time to take action and unlock the hidden treasures within your organization. Assess your data practices, start small, and embrace the power of employee information. Let’s embark on this data-driven quest for success together!  

Request a demo with Beyond Intranet’s Employee Directory software and see how it revolutionizes your employee data management. Happy treasure hunting! 

An inefficient employee database software fails in situations where the data is constantly evolving. The HR department invests substantial time in generating company insights and performance reviews using traditional methods. 

Even after using tedious methods for generating reports, the data is unreliable and has many redundancies. As a result, companies need to be able to make strategic business decisions and fail to plan as desired. 

An employee record-keeping software comes to rescue situations where the employee data is vast, and maintaining it manually is time-consuming and not beneficial. 

What is employee database software?

Employee database software helps companies and businesses store, maintain, filter, and track employee records in a secure and centralized platform. Employee database software is considered a proper administration and management tool that helps centralize employee documents and promote transparency in company operations. 

Companies can rise to new heights as everything works better with the right employee database management system. It streamlines HR processes and helps in managing vast amounts of employee data. Employee database software is a defining factor behind the growth and development of the company.

What should an employee database software consist of?

An employee database software consists of crucial features and records that make the work more organized. Employee records, custom reports, payroll, and training records should be maintained in an employee database. 

Compensation-related records, termination records, training records, and benefit plans are stored in the employee database. It also consists of candidate resumes, performance reviews, and employee assessments. 

Thus the hr database software stores much data that can be easily retrieved in one place. SharePoint employee directory also consists of employees’ personal data, including name, address, emergency contacts, salary, and hire date. 

What’s more in an Employee Database Software?

Tools like employee directories and organizational charts illustrate the relationships shared among each employee. These tools help prevent duplicated work, improve communication within the team and make implementation more manageable, and save on costs.

Employee Directory

An employee directory stores information about employees’ working hours, contact information, vacation schedule and other essential information. The data stored in the employee directory provides insights about employees and helps organizations make better human resources decisions. 

Employees can quickly access information from the employee directory and use the data to build better working relationships and strengthen the company culture. 

An employee directory helps managers to be more effective at assisting the company employees. It is also helpful in finding people with specific skills and expertise. 

The increase in remote work settings has increased the need for an employee directory: Microsoft 365 and SharePoint support companies in setting up their employee directories. 

Organizational chart

An organizational chart displays an organization’s internal structure and defines a company’s employee relationship hierarchy. It is a form of visual representation consisting of lines and boxes representing relationships and operating levels. 

Essential uses of an organizational chart

• An organizational chart strengthens collaboration and allows employees to learn about each other and find companions with similar interests.
• An organizational chart provides a clear picture of the interactional pattern of an organization. Additionally, it points out any overlapping or duplication of activities. 

Benefits of an organizational chart

• An organizational chart improves clarity and communication for a business. It effectively manages growth and allows companies to predict future outcomes accurately.
• An organizational chart improves employees’ efficiency, improves communication lines, and minimizes time wasted on redundant activities.

An organizational chart directly contributes to the organization’s growth and allows the employees to visualize the bigger picture. Lastly, it also depicts the lines of authority that ought to be followed. 

Features of an employee database software

By optimizing the most critical HR tasks, hr database software helps retain the best talent by allowing them to pick new projects. An employee database software leads to a paperless onboarding system, as companies can recruit new employees with the help of these automated solutions. The following are some features of best employee database software-

• An employee database software keeps track of employee attendance and ensures that the payroll reporting is accurate. It stores the exact number of working hours of the employees and allows the company to pay them for the actual hours they worked. 
• Managers can track the employees’ performance, which helps identify the areas where the employees lag. Further coaching and counseling of the employees can help them maximize their productivity. In addition, this digital solution also efficiently tracks remote employees’ work hours. 
• An employee database software offers various security measures, including data encryption and multi-factor authentication, to protect employee information. The automated database provides the company with the highest accuracy and security level so it can stay compliant. 
• Many organizations use the absence and leave management feature that offers easy access to leave details. Employers are quickly notified of the leave requests made by employees. 
• This all-in-one HR solution offers digital time-off requests and enhances the relationship between management and employees. The HR team no longer enters the information manually, and thus they have more time to execute larger office projects. This effective management of the employees forms the road to the company’s success. 
• Lastly, microsoft employee directory provides access to the organization’s hierarchy and understands the reporting structure. This is one of the best features offered as it ensures no employee is overloaded with responsibilities. Each employee is well-aware of their job responsibilities and contributions toward the organization’s growth. 

Significant advantages of employee database software

• Employees get regular reminders and notifications related to tasks and upcoming deadlines with the help of employee onboarding software. This automated solution allows businesses to keep track of critical dates and activities with automatic email reminders. 
• With the help of employee database software, companies can store and track employee information on one platform. One can access and update the data with just a click. This employee self-service option reduces errors and administrative workload by allowing employees to edit their information. 
• The employee database software makes processes more efficient and helps in improving the performance of the employees. Additionally, maintaining proper employee records leads to enhanced data security. The employee profile software helps build a robust system that does not allow misuse of information. 
• An efficient employee database software drives employee engagement and reduces workplace frustration as employees have instant, secure, and controlled access to employee records. Thus employee database software boosts employee engagement and thus maximizes employee productivity. 
• An employee database software transforms the image of the company in the marketplace. As all the employees enter their records by themselves, the chances of mistakes are negligible. Their information is reliable and further enhances collaborations within the company. Many employee database software allows employees to add data related to their certifications, languages, past projects, and projects in progress. These additional columns lead to more outstanding communication within and between teams. Remote employees can work efficiently by collaborating with other teams leading to better idea generation across the organization. 
• An employee database software helps in sharing best practices across the board. As the employee database consists of the employees’ contact details, employees can quickly connect with their peers and build professional relationships. This digital solution leads to work satisfaction, task planning, and better business decisions. 
• An employee database software allows companies to build an organizational structure by adding custom entities. Businesses can customize their workforce according to the requirements and stay up-to-date with compliance changes. 
• The employee database software is a cloud-based tool, so employees can access the data from anywhere and using any device. Managing the employee portal leads to limited paperwork and allows the employees to invest their time in new projects. 
• An employee database software allows companies to visualize data and obtain better clarity. Dynamic organizational charts help get an overview of the workforce. It is also valuable for computing HR metrics like work anniversaries, service length, and other personal occasions. Celebrating special and other milestones allows employees to connect and enhance work satisfaction. 

An efficient employee database software leads to a healthy corporate culture

An employee database software fosters smooth relationships between HR and employees and helps design employee development plans. An employee database management system manages expenses and streamlines onboarding and training processes. By prioritizing employee data, it leads to the constructive management of staff by analyzing their performance. 

An employee database software helps make strategic decisions and ponder on turnover rates to productivity. Investing in the right hr database software helps in reducing workload and wasting time on low-value and repetitive tasks. It allows the employees to spend their time on higher-value tasks. It provides accurate and enterprise-level security to protect employee data and ensures that the employees have exclusive access to it.

An employee database software allows companies to make informed decisions and works as an easy solution to improve collaboration between teams, integrate with other groups on new projects, onboard new employees, and search for people with a specific skill set. Thus employee database software offers a well-structured mechanism for storing data and increases responsibility and performance. 

Wrapping up

With more than 16 years of experience in HR solutions, Beyond Intranet has found the key elements that, if met, allow employee database software to give the best return on investment. Try today and see how it transforms your HR processes.

Employees form the foundation of a strong and long-lasting company. Effective communication, collaboration, commitment, and personal connectivity of co-workers are vital to ensure smooth operations of the company. Employees are considered invaluable assets for any organization. They are the nurturers of the company, giving their heart and soul to developing the company. 

Storing your employees’ information and retrieving them when required is vital to accomplish seamless connectivity with them. This calls for a structured database that records, updates, and retains their details in one space. This is where companies prefer to have a top-notch company employee directory that stores information related to their employees. 

What exactly is an employee directory? 

A sharepoint employee directory is a source that records the names, email addresses, contact information, certifications, and job-related information of all the employees across the organization. It may also include personal details and curious facts about the employees. These databases can be organized, defined, and designated for specific tasks.

Employers use the information stored in the directory to find information related to their employees. The employers carefully study the data stored in the manual to examine the background and interests of the employees. It is a solid internal communication tool that employers can harness to increase the efficiency and productivity of their employees. 

An employee directory performs various functions to ensure smooth operations and seamless company management. It allows co-workers to collaborate and build strong communication across divisions. As the information related to location and time zone is accessible to all, employees can schedule meetings and collaborate on projects as per their comfort. It allows newly hired employees to learn about their co-workers and learn from their experiences and achievements.

Need for an HR directory

Companies with thousands of employees, hundreds of branches, and remote teams find it very difficult to store basic details about their employees in one place. Often, employees are unaware of their co-workers’ interests, work experience, and other information. Recruits are unaware of their seniors and take a lot of time to build relationships with them. Contacting a co-worker working in some other branch seems to be a tedious task when you are unaware of their basic details. Thus, this decreases the productivity and efficiency of employees. When employees are unaware of the interests of their co-workers, collaborating with them seems to be a daunting task. Employees are unable to foster professional relationships and are not able to socialize with their team. This creates a barrier among them, which is not a good signal for the company.

An HR directory allows employees to socialize with each other, unanimously work on campaigns, and increase profits. An employee directory contains all the details of the employees in one single place so that employees can connect quickly. That’s How a company staff directory reduces administrative issues and internal conflicts and promotes building a solid network. 

What does an employee directory include?

Employee directories include personal information like anniversaries, custom headings, birthdays, projects handled before, associate subordinates to a contract, and nicknames. It allows employees to browse the company’s history and obtain information that helps them relate to the individuals they work with. Thus, Beyond Key allows companies to create custom filters and integrate with Skype and MS Teams as per their business objectives. Beyond Key also provides the ability to configure by linking the Azure AD fields to the target online user profiles. It also allows companies to create a timeline for synchronizing Azure AD data.

Some employee directories contain information regarding the skills and abilities of the employees. This vital information allows employees to find the right person for the specific task. The employee directory includes vital information about the employees, like their vacation schedules, working hours, personal information, job titles, and other contractual data. It also stores the PTO history, time off balance, and further work details of the employees.

These structured records are pretty helpful for the HR department of companies. The HR department manages employee allowances and segregates individuals based on what teams and offices they work in. No doubt that an employee directory is a comprehensive tool that enables employees to understand the organizational chart and access information freely at the click of a button. 

Technology vs manual methods of preparing HR directory

Companies often prefer technology instead of manual methods to manage an employee directory. Manual spreadsheets are hardly flexible enough to handle a vast employee database. Using automated tools to compute employee data reduces the risk of human error and requires minimal effort to update data when needed. Employees can update their contact information as they change job titles or positions. 

Using employee directory software to manage data reduces time spent on paperwork and encourages companies to focus on their targets. Technology has enabled company administrations to prepare highly structured cloud-based systems in the digital workspace. These days, companies have improved resource usage through a user-friendly directory that keeps constant track of employee lists. 

Employees’ directory is becoming an asset for the company, allowing them to transform into the digital world without much effort. 

Understanding the employee database

The employee database allows companies to store the entire history of employee records, organize the workforce, and stay updated with employment issues. It enables businesses to scale up and grow different departments integral to the system. 

An employee directory ensures that departments like marketing, sales, human development, and creative teams get coordinated and aligned. For companies with offices located across multiple locations, including abroad, the entire information of the offices is available in one secure place. It allows them to invest time in upgrading themselves instead of fixing administrative discrepancies. 

A company employee directory consists of distinct fields and a search box that allows employees to view the results. Search results are displayed in a separate area of the employee directory. It also contains a filter and sort option that can consider consequences per requirement. 

 Who can access the company staff directory?

Employers and other staff members can access the company employee directory. Beyond key allows employees to access the employee directory using smartphones. This feature is available offline as well. Beyond Key offers a visually appealing dashboard that allows employees to find information about other employees from different departments and working at various branches. This real-time feature allows employees to retrieve vital information and connect with the concerned people within seconds. Therefore, this process saves time and checks into desk space in real-time. The self-service system allows employees to focus on details from the directory that are important to them. Beyond Key enables employees to search for complete information on profile details while using their desired language. The SharePoint directory is available in 7 default languages-English, Dutch, Spanish, German, Portuguese, French, and Swedish. One can pick the desired language from a library of 50 options. 

Common uses 

Common uses of a company employee directory are listed below-

A company employee directory helps the employees have a clear view of the positional hierarchy. An employee directory becomes very handy in day-to-day tasks, allowing employees to obtain information with whom to collaborate. Employees will be able to find out which department someone works in or who to talk to in the office if they need to.

1. A company employee directory allows employees to find where someone is located and understand their schedule- The employee directory contains a column containing the location and availability of every employee. Thus, this information is quite valuable for scheduling meetings quickly between the employees and determining the best time to call them if they are in another time zone.
2. An employee directory allows employees to connect quickly- Using the directory’s information, employees can click on calls that are integrated with Teams and Outlook. Many remote workers make use of the company employee directory to understand their co-workers.

Features of An Employee Directory

Features of an efficient employee directory are listed below-

1. A good company employee directory is easy to access, can be highly customized per user’s needs, and responds quickly to all possible queries.
2. An employee directory can be helpful when it is easy to navigate and visually appealing. Simple designs, easy search, and clear organizational charts allow employees to use the employee directory frequently. 
3. An updated directory contains the latest information and documents every change in job title, location, projects, etc. Automation and user-friendly operations are needed to keep the employee directory updated.

Importance and Benefits

A company staff directory includes information that is clear and uncluttered. An employee directory can be considered an employee experience tool, allowing companies to build a solid market presence. The data is reliable and makes the employees approachable. Managing employee details does not seem intimidating or overwhelming when using employee directories. Beyond Key also ensures that the information stored is secure by adhering to the General Data Protection Regulation Act (GDPR) guidelines. Beyond Key ensures that the clients are assured of privacy and security.

The most common benefits of the employee directory are listed below-

1. Improve organizational productivity– An employee directory allows companies to curb inefficient processes and recurring tasks. As an employee directory consists of a skills section, employers can train and develop their team to foster the skills that will prepare them to succeed. 

2. Simplify employee onboarding, screening, and registration process- Technology has always enabled companies to track employee records and update employee database management. It is a more convenient method that reduces the challenges of managing large data volumes. 

Beyond Key allows recently recruited employees to access information from the employee directory to get acquainted with their co-workers. Beyond Key creates custom fields on the cards as required. Beyond Key offers two display modes—list and card view to connect the user with the data source. 

3.  A company employee directory improves workplace communication and employee satisfaction–  An employee directory allows employees to connect on a more personal level, thus making them happier. It lets them know their co-workers personally, including their pronouns, education, languages, social media handles, and interests. Beyond Key allows employees to connect via MS Teams, chat or email.

4. Employee directories allow employees to find expertise and develop their skills– Employees share knowledge and develop skills in a collaborative space that will enable them to review various departments’ inventory and design capabilities. 

Every member feels that they are an integral part of the operations, thus benefiting the company with the increased contribution of the employees. 

5. An employee directory allows remote departments to feel connected– An employee directory will enable workers to build a strong company culture despite being in different physical locations. Beyond Key allows employees to view the latest updates about their co-employees. It also allows employees to celebrate birthdays and other special days of their co-workers. 

6. Frictionless and rapid communication calls for collaboration over competition– The employee database fosters better communication by leveraging the power of human connection and collaboration.

7. A company employee directory allows companies to improvise their operations– A staff directory will enable companies to simplify routine tasks and complex projects through efficient communication and networking. It helps the employees work better together. Beyond key lets employees make changes to touch-screen kiosks that can be used from a desktop or a mobile device.

8. Motivated and enthusiastic employees make a significant difference to the company– Companies achieve new targets, understand the consumer market, and develop creative strategies when the employees understand each other well. Thus, the employees focus more on the company’s objectives than internal conflicts. 

Additionally, employees can socialize, strike up conversations, and create a friendly environment that allows employees to be friends at work. This social aspect created by Beyond Key enables them to be creative and use their creativity to develop innovative solutions. 

9. Profits increase exponentially under the circumstances mentioned earlier– Companies can generate more revenue and create strong brand loyalty when employees are strongly connected. Beyond Key’s benefits are made even better by the fact that a company staff directory can be linked to other Microsoft platforms like Outlook and Teams.

Conclusion

A company employee directory is an excellent way to build a culture of well-being. It also supports recognizing the team’s capabilities and offering them various incentives and perks for their interests. A staff directory allows companies to develop professionally and create opportunities and a healthy working environment that the employees appreciate. 

A company employee directory allows organizations to celebrate wins and improve the performance of employees. It enables employees to discover their potential and take action to improve their performance. 

It also allows for increased engagement, the exchange of ideas, and better understanding amongst the teammates. Employee directories will enable employees to value their work, respect co-workers, and embrace flexibility to be more productive. It allows the employees to remain energetic throughout, brainstorm creative plans, and foster a sense of trust among the team. An employee directory is a powerful tool that companies can leverage to reach unprecedented heights. It won’t be incorrect to call an employee directory a virtual map or a digital representation of the company, the locations, the employees, and the relationships between them. 

Beyond Key is a good name for the service provider of employee directories. Beyond Key’s employee directory is the top-rated staff directory on MS AppSource. Undoubtedly, go for Beyond Key to obtain efficient, customizable, and visually appealing employee directories. 

This article is about the essential features of a Staff Directory, but before heading to that, let us learn what a Staff Directory is all about and why it is important for your business.   

 What is Staff Directory?  

 A Staff Directory is a consolidated source of employee information that contains an organization’s employees’ contact information as well as an image of each of them.  

It also keeps track of an employee’s department, where they work, and who they report to, which makes it a lot easier to figure out who belongs where in the organizational hierarchy. Also, rather than mailing the entire department and wasting time, you will clearly understand whom to seek a solution.  

 Staff Directory, like humans, has a variety of names attached to it. It can be referred to as a Staff Directory, Employee Directory, Company Address Book, SharePoint Directory, or Organizational Chart. People also refer to it as their company’s map. Whatever the name, it is the most significant product for allowing your employees to connect with one another instantly.  

Do you really need a Staff Directory?  

 It may appear that your business is running smoothly without a Staff Directory and that you do not require one. But think this way, why not use technological advancements to make our jobs easier and communication stronger and faster? It is evident that poor communication is the primary cause of missed deadlines, thus the correct solution could help you increase efficiency and deliver projects on time.  

 According to McKinsey, the average employee spends 20% of their time hunting for coworkers who can help them with a certain task. This means that on average, one day out of a five-day week is spent looking for the right individuals. Now, this duration is large, and it should be put to better use in more vital activities, which can only be accomplished with the help of an intelligent Employee Directory.  

Staff Directory Features  

A SharePoint Staff Directory assists you with smooth onboarding processes, identifying the right experts at the right moment, and creating a social environment in your organization. There are several other  SharePoint Directory benefits that help businesses run smoothly, efficiently, and affordably.  

• View Employee Information  

The key characteristic of an Employee Directory is the ability to view the employee’s contact information. You can see all the information in one place, such as the name, email address, phone number, department, and who they report to. This makes it simple for colleagues to locate one another.  

Apart from the basic contact information, you may go a step further by including birthdays, languages, profile pictures, hire dates, work anniversary, interests, skills, nicknames, about me, social profiles, and so on to make a profile stronger and more communicable. These details allow employees to get to know each other better, making the workplace a more pleasant place to work.  

• Seamless Integration with User and Data Source  

Employee Directory Software allows you to access information using your SharePoint user profile. It is easy to customize and allows you to add new fields to the cards as needed. You can also choose between list view and card view as your chosen display option.  

A SharePoint Employee Directory’s biggest feature is its connectivity with Microsoft 365 and related products. You can use Microsoft Team, Skype, chat, or email to communicate with your team. As a result, it aids in boosting staff communication.  

• Advance Filter and Search Option  

SharePoint Directory includes several features that make it an excellent listing solution. Advanced Filters make it simple to locate employees using filters such as department, job title, manager, location, employee id, and so on, saving time and effort.  

The search tool makes it easier to find an employee by typing their name, department, or any other information into the search area. This capability allows staff to be traced in the blink of an eye, leaving enough time for you to focus on other tasks.  

• Export Employee Details  

You may need your employees’ information at any point in time, especially when there is an event and you need to invite them, or you want to send them a gift, or it could be anything else. It would be tiresome if you had to make a list of such information if the number exceeds a hundred. But, with a Staff Directory, you can export your employee details on the go.   

Employee information in SharePoint Directory can be exported in your preferred format, such as pdf or excel. You can also select which user properties from the SharePoint Directory you want to export, as well as the employees’ names. If you wish to alter the name of the user properties after the data is exported, you can utilize a Staff Directory.  

• Exclude Employee Options  

Employee directories built on SharePoint are integrated with Microsoft 365, so it pulls off all licensed, unlicensed, and blocked users, as well as all accounts configured as user accounts. This clutters your workstation with a lot of useless information. It can be time-consuming to manually filter the data from this pool. However, you may virtually exclude several employees with just a few clicks using the exclude employee options.  

In a Staff Directory, you can choose to exclude users based on specific characters in their names, and exclude employees based on domains, departments, job titles, locations, and so on. You can also opt to exclude the users who have been blocked. This function aids in the narrowing of your search for the best matches.  

Beyond Intranet’s Staff Directory Additional Features  

 Some of the most frequent Staff Directory features are included in the article above. However, Beyond Intranet offers several unique features in our Staff Directory that set it apart from the competition and give value to your company. 

• Organization Chart 

Our Staff Directory provides employees with an organizational chart that allows them to better comprehend the organization’s hierarchy. It allows you to look at a specific individual and see where he fits into the organization.  

You may learn more about every employee’s role in their department, including who they report to and who they supervise. This organization chart allows you to quickly locate the employee you need to speak with about a specific issue. With easy syncing of information from the SharePoint user profile, highly advanced profile cards are being created. Also, it supports department mapping and user-based access, ensuring that not everyone has access to all the data. In addition, you may phone, chat, or email right from the app, which sets us apart from the competitors.  

• Multi-Language Support  

Unlike other directories that only support one language, our Staff Directory allows employees to communicate in the language of their choice. The multilingual support system makes your staff feel at ease and improves the workplace atmosphere.  

English, Spanish, French, German, Portuguese, Swedish, and Dutch are the default languages in our Staff Directory. It does, however, support over 50 languages, from which you can select the one that is most appropriate for you.  

• Birthday and Work Anniversary Reminder  

Our Employee Directory cards allow you to add a birthday and joining date, so you may use them to commemorate employees’ birthdays and work anniversaries. Our Staff Directory contains a built-in birthday and works anniversary reminder that displays all employee cards with birthdays and work anniversaries in chronological order.  

Along with the cards, there is a greetings option that you can use to send auto-generated wishes to the celebrating employee. You can also view birthday alerts on the screen, so you do not have to open the app to wish your friends. This tool instills in your employees a sense of worth and respect.  

• Mobile Application  

Beyond Intranet offers a mobile application for Staff Directory, allowing your employees to communicate effectively at any point in time. The mobile software runs as smoothly as the desktop version and is compatible with both Android and iOS devices.  

It enhances mobility because you can work from anywhere in the world. Another significant benefit is that it can be used offline, making it a perfect option for your hands.  

• SharePoint Azure AD Connect  

 Beyond Intranet aims to give its users with the finest solution possible, and SharePoint Azure AD Connect is one of the technologies that helps us fulfill that promise. This utility assists you in mapping your Azure Active Directory user profiles to SharePoint Online user profiles. It also synchronizes Azure AD fields with SharePoint user profile information regularly. As a result, rather than worrying about user profiles, you can devote your attention to other vital duties.  

 Conclusion  

In the end, we just want to say that a SharePoint Directory should be your next thing on the path of digitization of your workplace. If you want to explore more about how a Staff Directory will add value to your business, contact us. As always, we are available to help you with the best services. 

HR plays a vital role in developing a strong company culture, they play a role in recruiting applicants who will appreciate your core values and beliefs.

The Employee Directory

An Sharepoint Employee Directory is about more than just finding someone. A directory is a guide to your company that helps you know which co-workers can help you complete everyday tasks, as well as find the information you need to achieve your goals.

What do we mean by that? You can use the directory to connect with your colleagues and determine where employees are in the organizational chart. You can learn faster who the go-to person is for your questions by checking the organizational hierarchy. When employees are a good fit for the organization, they can appreciate their role within the organization.

The Beyond Intranet Sharepoint Directory creates a more personalized employee experience to strengthen your organizational culture. Here are the key takeaways of using the right employee directory software for your small business.

Reinforced Company Culture

You can associate a face with a random name, so you can feel a bit of familiarity in the workplace. In addition to a phone directory, the Employee Directory add-in includes photos, job titles, desk numbers, floor details, location, expertise, and more.

Built to enhance overall productivity, the add-in makes it easier for employees to collaborate and saves time on cross-team introductions. The directory creates a more human, social experience for team members.

Decision-Making and Innovation

An organizations decision-making speed relies largely depends on innovation and straightforward interdepartmental communication. When your teammates can source information in a hassle-free way, they feel empowered and show signs of productivity whilst boosting the company culture. A sharepoint directory add-in makes it easier to find employee information along with other departmental information without having to contact multiple people to find the right information. As a result, this will save countless hours, so employees can stay focused on important processes and driving innovation;

Seamless Collaboration

The Employee Directory add-in comes with built-in SharePoint capabilities which makes it possible for different teams and departments to collaborate. For example, if someone from the Sales department in India wants to connect with the project manager in the US, they can use the Employee Directory add-in to find the Project Manager’s contact information. Physical directories usually have outdated information that makes and it difficult for the HR department to keep up with the latest new hires and departures. An SharePoint Employee Directory add-in is easy for HR teams to maintain, which saves them time and effort.

Improved Onboarding/Offboarding Experience

Whenever you have a new hire in the organization, they usually get overwhelmed remembering all the new names and departments. It gives an employee a feeling of overwhelm when they want to get in touch with relevant individuals. By using our SharePoint-based Employee Directory, the newcomer can easily filter out the employees they want based on department, expertise, and skills. The employee directory add-in can also be downloaded to your mobile phone, so can quickly contact relevant co-workers.

About Employee Directory add-in

Culture plays a vital role in any organization’s success. The leadership along with the members of the HR team should foster more conversations between staff by adding an Employee Directory add-in. The add-in neatly keeps all work contacts in one central location and offers a simple way to stay in touch with your co-workers. Find out more about how Employee Directory add-in can further your business communications.

Contact us today at contact@beyondintranet.com to discuss adding the Employee Directory add-in to your SharePoint Project.

That is why we created the SharePoint Employee Directory. This cloud-based directory helps you access staff details and connect to the right people quickly.

Just drop it on a page and it’ll connect to your SharePoint 2019 account automatically. You can easily add the program to any corporate intranet page.

Don’t hassle with the data 

If you are tired of tracking your staff directory on an excel spreadsheet or similar manual methods, then you will appreciate how easy it is to use our SharePoint solution.

That is because our SharePoint based Employee Directory takes the data from the employees’ SharePoint user profile and automates the process moving forward.

Quick filter options with Alphabet search

If you know the name of the employee you want to find, just click on the first letter under the search bar. If you have a larger company, you can also type their name in the search bar. Your colleagues information will appear based on their user profiles.

SharePoint profile quick view

If you are looking for any one’s phone number or Skype ID, it should be instant and extremely simple. That’s why we built a SharePoint Directory that is lightning fast and simple to use.

You just install the directory to your SharePoint tenant and it automatically fetches the SharePoint user profile information which is in sync with the Azure Active Directory (AAD) of that tenant.

List or card view? Choose your view.

You get the freedom to choose how you view the directory. These ways are:

1. Traditional list or tabular view

2. Business card view.

You can even customize which labels/fields are available in each specific view in the configuration settings.

Multiple search options

We know that search is the core of any directory, whether it is a physical or a digital directory. That is why our employee directory offers you multiple ways to search for your information.

1. An alphabetical index helps you find people by their first and last name or both.

2. Filter employees by department, location, or titles.

3. You can also create your custom filter.

4. If you’re quick on the keyboard you might want to use the search box too.

Learn more about your co-workers

Since the directory fetches information from the user profile, you can add required fields based on the information you require employees to enter into their SharePoint account.

You can then map these fields with labels that help you find people with a specific skill, technology, or project.

Personalize for your brand

Brand your Staff Directory with your brand colors and logo. You can also find various templates to change the look of your directory.

Show filter options, and manager names or hide them with simple toggle buttons.

Choose a default language for your directory

Since you are reading this article, you more than likely speak English. However, we understand that companies have offices around the globe. Not every office speaks English.

Choose your preferred language in our configuration setting. The People Directory was pre-installed with over 60+ languages, so you can easily choose from the dropdown and translate your directory into that language.

Even if your language is not in the default list, you have the option to map your language into the employee directory. No coding skills are required to map your language.

Customization On-demand

Your organization is unique, so your Employee Directory should be too. If there are specific customizations, you’d like included in the current spfx, let us know how we can be of service.

We have customized many Employee Directories on time and within the budget for many of our clients. They loved the added capabilities. These customizations provided them to fulfill all their collaboration needs. If you have questions about how to customize your Company Directory, schedule a free consultation at contact@beyondintranet.com.