What is an employee directory?

An employee directory is a centralized database or listing within an organization that contains information about its employees. 

This directory typically includes details such as employees' names, contact information, job titles, departments, and sometimes additional information like photographs, office locations, and departmental affiliations. 

It serves as a valuable resource for employees to find and connect with their colleagues and for the organization to manage its workforce effectively. Employee directories are often digital, accessible through company intranets or internal communication platforms, making it easy for employees to search and access this information. 

Certain directories may also incorporate additional details like employee biographies and interesting facts, and video bios.

Over time, employee directories have evolved from primarily manual, paper-based systems to digital, online iterations. 

Nowadays, many employee intranet platforms include directory features, streamlining and automating the process of creating and maintaining employee directories.

Employee Directory

As per a McKinsey report, employees dedicate approximately 1.8 hours daily, which accumulates to around 9.3 hours per week on average, to searching for and collecting information. 

To put it differently, while businesses employ five individuals, only four are actively engaged in their work. The fifth employee is occupied with searching for answers or search for people, thus not contributing any value to the organization. This data is from July 19, 2023.

Employee directories can range from basic lists of contact information to more advanced databases that include personal details like nicknames, pronouns, photos, skills, biographies, birthdays, locations, projects, and work experience.

In the past, employee directories were often printed and physically distributed to employees, a process that was time-consuming, resource-intensive, and quickly rendered obsolete.

Subsequently, employee directories transitioned into digital formats. Many organizations still use Excel spreadsheets to create and manage them, distributing updates via email. However, this method involves substantial manual effort and necessitates frequent distribution of new versions.

Today, the majority of employee directories exist in the form of digital software applications. These applications are cloud-based, providing accessibility to employees on any device, from anywhere in the world.

Here are some of the terms people commonly use to refer to their employee directory:

• Staff directory
• People directory
• Corporate directory
• Corporate address book
• Company address book
• Employee list
• Employee photo directory
• Org chart
• Company phone book
• Company directory
• Workplace directory
• Team directory
• Workforce directory
• Employee database

Some organizations may also use more specific terms, such as:

• Sales directory
• Engineering directory
• Marketing directory
• Customer support directory
• Product directory
• Finance directory
• HR directory
• Legal directory
• IT directory

Ultimately, the specific term used to refer to an employee directory will vary depending on the organization's size, culture, and industry.

At AgilityPortal, we frequently liken an employee directory to your company's map. It serves as a digital representation or virtual guide of your organization, encapsulating its people, offices, locations, expertise, and the interconnections between them.

In essence, regardless of the terminology you use for your corporate staff contact directory or list software, the ultimate objective remains consistent: facilitating seamless connections among your staff, making it easier for them to connect with their colleagues.

Why is having an employee directory so important?

​Let's face it, up until now, your company has likely been functioning adequately without one.

What's the next solution you could introduce that would almost instantly enhance efficiency across your entire organization?

Aside from serving as a centralized repository for crucial employee details, employee directories offer several other advantages:

1. New Hire Onboarding: Employee directories play a pivotal role in guiding new hires, acquainting them with the organization, and seamlessly integrating them into the company.
2. Collaboration: By providing contact information for all members within an organization, employee directories foster collaboration and break down silos. This accessibility ensures that individuals can easily connect with and collaborate with their colleagues.
3. Company Culture: Recognizing that a sense of belonging is a potent driver of employee engagement, employee directories prove to be essential tools for facilitating connections and nurturing a vibrant company culture among employees.

What employee information should be included in a directory?

When creating an employee directory, it's important to include a range of essential information to ensure it serves its intended purpose effectively. The key employee information to include in a directory typically consists of:

1. Name: The full name of each employee.
2. Department or Team: Information about the specific department, team, or unit to which the employee belongs within the organization.
3. Job Title: The official job title or position held by the employee.
4. Email Address: The primary email address used for work-related communication.
5. Phone Number: A contact number, such as a direct line or extension, to facilitate communication.
6. Location: If your organization has multiple offices or physical locations, specifying the employee's work location can be valuable.
7. Photograph: Including a photo of the employee can help colleagues recognize and connect with each other.
8. Skills: Listing specific skills or expertise possessed by the employee can aid in identifying subject matter experts within the organization.
9. Biography: A brief description or biography can provide insights into an employee's background, experience, or interests.
10. Birthdays: Recognizing employees' birthdays can contribute to a positive and engaging workplace culture.
11. Anniversaries: Marking employees' work anniversaries is another way to foster a sense of appreciation and belonging.
12. Projects: Identifying the projects or initiatives an employee is involved in can encourage collaboration and knowledge sharing.
13. Work Experience: Highlighting an employee's work history, including previous roles and relevant experience, can provide valuable context.

Including these details in an employee directory ensures that it not only serves as a contact list but also as a resource for promoting engagement, collaboration, and a sense of community within the organization.​

How can you create an employee directory?

Ways to Use an Employee Directory 

 Employee directories should be an integral component of modern HR strategy for several compelling reasons:

• Enhanced Communication: Employee directories facilitate seamless communication by providing quick access to contact information, enabling employees to connect with their colleagues easily.
• Onboarding: They assist in the onboarding process, helping new hires familiarize themselves with their teammates and the broader organization.
• Collaboration: Employee directories eliminate silos by offering contact details for everyone in the organization. This accessibility encourages collaboration, fostering a culture of knowledge sharing and teamwork.
• Efficiency: They improve efficiency by enabling employees to find the right person or expert quickly, reducing the time spent searching for information.
• Company Culture: Employee directories promote a sense of belonging and community within the organization. Employees can learn more about their coworkers, fostering camaraderie and a positive company culture.
• Personalization: They allow employees to personalize their profiles with information like skills, hobbies, and pronouns, helping colleagues connect on a more personal level.
• Centralization: Modern HR strategies aim to centralize information and tools. Employee directories align with this goal by providing a single location for employee data, reducing the need for scattered resources.
• Data-Driven Decisions: They provide valuable insights into employee demographics and skills, which can inform HR decisions and talent management strategies.
• Accessibility: In today's digital age, remote work and global teams are common. Employee directories ensure that employees can access contact information from anywhere, on any device.

How do you use an employee directory?

• Onboarding New Team Members: New hires can quickly acquaint themselves with their fellow colleagues, aiding in their integration into the organization.
• Efficient Contact Retrieval: Employees can readily access contact details, streamlining communication and collaboration within the workplace.
• Optimizing Workflows: Identifying the most suitable person to assist with specific tasks becomes more efficient, enhancing overall workflow productivity. 

People search

Many employee directory applications offer additional filtering capabilities, allowing users to refine their search results according to specific criteria. Moreover, these apps often provide multiple viewing options for displaying search results.

In the realm of modern employee directories, some even integrate data from other valuable sources, enabling users to search not only for individuals but also for offices, departments, skills, interests, job titles, and more. 

This expanded functionality enhances the utility and versatility of these directories, making them comprehensive tools for effective information retrieval.

Rich Employee profiles

These profiles often encompass supplementary details such as a bio or "about me" section, personal interests, skills, date of birth, work anniversary, geographic location, and the identity of their immediate supervisor. 

Employee profiles may also encompass additional information such as preferred pronouns, nicknames, professional background, educational history, project involvements, language proficiency, links to social media profiles, and even intriguing fun facts.

Org chart

Contemporary employee directories often feature an organizational chart view, commonly known as an "org chart," enabling users to visualize the hierarchical arrangement of individuals within the company's organizational structure.

Benefits Of An Employee Directory

Book a demo of our employee app today to see how you can build your very own Enterprise Social Network, and keep all employees engaged in one place.