Prepare an Employee Directory Template
1. Gather Key Information Fields: Determine what details to include for each employee. At a minimum, you’ll need a full name, job title, department, location, email address, and phone number. Other common fields are start date, manager name, birthday, languages spoken, skills, education, and photo.
2. Structure with Main Categories: Organise the template into clear sections like personal details, employment details, contact information, etc. This grouping makes it easy to navigate. Have consistent fields in each section. Aim for intuitive sections that align with how employees would look for certain information.
3. Include Identification Details: Unique identifiers like employee ID, badge number, etc., help accurately identify each individual. These should be indexed for searchability. Double-check that ID schemes avoid duplication and integrate well with other systems, like payroll.
4. Build with Export Capabilities: Enable easy export options to print or share directory data. Excel, CSV, and PDF formats are commonly used. It aids in portability and backups. Ensure exports include all key fields and are optimally formatted for their intended usage.
5. Enable Visual Customization: Provide fonts, colour themes, and layout options for branding. Photos, logos, and other visual assets can be incorporated. It allows alignment with corporate guidelines. Consider preset templates based on location, department, etc., rather than complete freeform customization.
6. Index Information for Search: Keyword tags, filters, and search functions help find contacts quickly. Profile data should be indexed to power these capabilities. Plan indexing carefully based on expected search usage. Avoid over-indexing trivial fields that clog searches.
7. Automate Update Triggers: Build-in notifications to prompt employees to validate their details periodically. Automated feeds from HR systems maintain accuracy. Make the validation process quick and easy through prefilled forms. Send friendly reminders to complete before disabling access.
8. Control Access Permissions: Allow custom visibility rules, like hiding personal contacts for public figures. Access controls ensure appropriate data sharing. Keep the permission scheme simple enough for employees to understand.
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