The Hidden Goldmine: Leveraging Your Employee Directory For Business Success

By Jasmine Long
June 25, 2024
4 min read
Blog
Engagement

Intro

An employee directory is more than just a list of information about the people in your organization. It’s a tool that can help you engage employees, create task teams that deal with burning problems with haste, identify the skills gap in the company, and do succession planning.

With that in mind, let’s jump in and see what an employee directory is and how you can use it to your benefit.

What is an employee directory?

An employee directory is a database within a company that has all the necessary employee information. Usually, companies have the following information in an employee directory: 

  • Name and surname
  • Current and previous job titles within the company 
  • The employee’s department and team
  • Contact information such as email and/or phone number 
  • Additional personal information such as biography, location (address and current working location), and photo/headshot
  • Additional professional information such as skills, work history, coaching/mentoring programs, and career trajectory. 

An employee directory can be a powerful tool in the hands of HR reps so let’s see how you can use it in your workplace. 

Key features and benefits of an employee directory

An employee directory is a comprehensive document that has many features and benefits. Here are the most important ones.

Features:

  • Search functionality. If you’re a large company with over 500 employees, it would be almost impossible to find a specific employee you’re seeking. With a good employee directory, that would just be a click away. 
  • Detailed employee profiles. You can easily find exactly what you’re looking for because you have detailed information such as biographies, photos, and contact information of all of your employees.
  • Department filters. You want to assemble a project team that has programming skills in C++? Easy enough, just use the filter option in your employee directory, and you’ll see all the employees who have C++ skills. 
  • Integration with other tools. You can use the information from the employee directory to integrate it with other tools such as email threads, calendar invites for meetings, messaging apps, etc. 

Benefits: 

  • Improves communication. With a good employee directory, you can have quicker internal communication and reach people faster. Find detailed contact information, department affiliations, office locations, and availability status. 
  • Enhances collaboration. An employee directory really helps if you want to create cross-department collaborations. For example, when the marketing team decides to launch a new product campaign, they can easily identify and connect with key members from the product development and sales teams
  • Increases efficiency. Say you’re a team leader trying to identify the right person for a critical project task.  Rather than combing through outdated contact lists, sending multiple emails, and relying on word-of-mouth recommendations, easily filter the directory to find who you need.
  • Streamlines processes. Processes and programs such as coaching, mentoring, onboarding, and even team management become more efficient because you have the necessary information documented in the employee directory. 
  • Creates a sense of community. With a good employee directory, you can reach out to anyone from the company in minutes. This creates a sense of community among employees because they feel a sense of connection with their peers, no matter where they’re located or what their team is. 

How you can leverage an employee directory for talent management

A great thing about employee directories is that they’re multifaceted; there are many ways they can be beneficial for a business. One of those ways is to use the directory for talent management. Here are three ways how you can do so: 

  • Identify skill gaps. Since you have a list of all the skills all of your employees have, you can easily map out which skills they need to develop. For example, if you notice your managers don’t have great conflict-resolution skills, you can create a program that would teach them those skills.
  • Succession planning. You can track the career path of your employees and do succession planning for current and future leadership roles in the company. You can easily spot the employees with the biggest potential and give them the right training so they can excel in future roles. 
  • Internal mobility. When you see the business structure and notice that there’s a gap in certain teams, you can open internal job applications and invite employees who have the necessary skills to fill those roles. Internal mobility works well not only for vertical role changes (from a member to a manager), but also for horizontal role changes (from one team to another). 

Just make sure to keep your employee directory up-to-date. Intranet Connections’s software is connected to Microsoft, so when people are moved or removed from a specific team, the software automatically updates, and the person is moved/removed from the directory. 

Conclusion

Knowing who your employees are is one side of the coin; the other is using that information wisely to achieve the desired results. 

An employee directory is an essential asset of any company; a tool that helps you know your team, engage your employees, and discover any hidden skills or talents they might have! Find out more with the help of our FREE webinar “Navigating Knowledge Governance: Strategies to Uncover and Leverage Hidden Expertise.”

By Jasmine Long

Jasmine is passionate about harnessing the power of digital marketing to drive social impact. She previously was the Communications Assistant at Jumpstart Refugee Talent, a nonprofit dedicated to facilitating employment opportunities for refugees in Canada. She is currently the Marketing Coordinator for Intranet Connections!