Are you looking for employee directory software? Well, try googling ‘employee directory software’ and you’ll find hundreds, if not thousands of results. And yes, most of them will do what it says on the box and will deliver a functioning employee directory. But that’s it – that’s all they do. Now, consider instead an intranet solution. You see, as well as providing an easy to use, fully searchable employee directory, an intranet will also deliver a whole host of additional business benefits. Let’s find out more.
Employee Directory Software – Why You Need It
Before we get stuck into looking at an intranet as an employee directory software solution, let’s first examine why employee directories are a good idea for every company.
Better Working Relationships
Simply being able to put a face to a name makes for better relationships in the workplace. Rather than an old-fashioned paper directory, an online employee directory with photos, biographies, areas of expertise and current work projects allows employees to connect with each other and identify support and internal sources of knowledge using a self-service approach. A visual and engaging employee directory, therefore, contributes towards making the workplace more humanized, personal and social.
Enhanced Employee Engagement
The ability to source information directly for themselves is very empowering for staff members and helps to boost the overall levels of employee engagement within a company. In addition, employee directories help to break down that perennial problem of information silos within organizations. An employee directory means that every staff member can quickly and easily identify sources of information, data and knowledge in other departments.
Improved Opportunities For Collaboration
Employee directories are a great tool for connecting employees and make it easier to collaborate on inter-departmental projects. Say, for example, that you are looking to set up a project team to improve the customer experience across the board, then an easily searchable online directory enables you to quickly identify colleagues in other teams with the relevant experience, knowledge and know-how to contribute ideas or become members of the working group.
Strengthen Your Company Culture
For individual employees, having an understanding of where they fit within the organization, as well as an appreciation of the bigger picture, is important to promoting a common sense of identity and purpose. And so an employee directory, as well as making the workplace more personalized and social, will also strengthen your overall company culture.
As you can see, the benefits of an employee directory are potentially manifold, making it a worthwhile investment for any company. And so let’s now go on to look at the essential features that every good employee directory should have.
Employee Directory Software – Essential Features
1. Easy To Use
There’s no point in having an employee directory if it’s convoluted or difficult to use. Make it hard for staff to add information and it simply won’t get widely adopted and you’ll be wasting your investment. And so when selecting your software, make sure it’s intuitive to use and easy for staff to upload a photo and set up their profiles.
2. Advanced Search Capability
An employee directory needs to also have an advanced search functionality so that staff members can quickly source personnel and key information. And so the user should be able to search by a name, position, team, area of expertise and current work project. And so within a few clicks of the mouse and a matter of seconds, a wealth of internal knowledge and information is presented to the user.
3. Fully Customizable
Every company is different and so ideally you will want employee directory software that is fully customizable and that you can adapt to make it your own, reflecting your unique identity. And so when selecting software, avoid the one-size-fits-all type solution and instead go for one that allows you to add fields that are important to you and represent who you are. In addition, a customizable directory will be capable of growing alongside your business. As things change, new enterprises are acquired or new markets developed, a customizable directory will ensure that you can mix things up and change things around to suit the constantly shifting dynamics of your business.
4. Remote Access
Nowadays, more and more personnel are working flexibly or remotely. The days of every employee being chained to their desk from 9 to 5 are long gone and so an essential feature of any employee directory software is that it must be capable of being accessed 24/7 via a smartphone or Wi-Fi connection. Think how much more effective your service technicians or sales personnel will be if they have at their fingertips key contact information for head office staff. How much more responsive will their customer service be if they can put the customer immediately in touch with the right person, rather than being passed from pillar to post on some automated wild goose chase.
So now that we have a common understanding of why online staff directories are a good idea as well as the essential features that every good directory should have, let’s now turn our attention to why an intranet is the best solution.
Intranets – The Comprehensive Solution
The simple fact is that when it comes to employee directories, an intranet offers all of the essential features we’ve identified above, plus a whole lot more other business benefits. And so not only will you be addressing the need for a connected workforce that can quickly and easily source internal organizational knowledge directly for themselves, you’ll also be enjoying the following additional features:
- News blogs and newsletters: help to improve internal communications by keeping staff members up to date with all the latest news and updates.
- Company calendar: keep all important company dates, deadlines, events and functions in one central location as a resource for all staff.
- Quizzes and surveys: help to enhance employee engagement further by canvassing the views of employees with the intranet’s online quizzes and surveys. It could be feedback on the company’s new branding or even employees’ views on the location of the office Christmas party, either way, it’s a simple process with your intranet.
- Secure document and file storage: make it easy to share and locate information, files and documents throughout your business with the intranet’s advanced document management system. What’s more, unlike some other solutions in the marketplace, the intranet offers unlimited numbers of files and folders, which can be shared with users both internally and externally.
- Customized business forms: do away with paper- or email-based systems and fully automate your business processes on the intranet. Easy to set up with drag and drop fields, the intranet’s customized forms can transform the way your business works.
- Embed your favorite G Suite or Office 365 app: For even greater convenience and ease of use, it’s possible to embed your favorite apps directly in the intranet. In this way, you’ll be combining the power of G Suite or Office 365 together with the intranet in one formidable platform.
Employee Directory Software – Intranets Are The Best Choice
And so when it comes to selecting your employee directory software, there really is only one sensible choice at the end of the day. Why opt for a solution that only does one thing when there’s a superior offering that will achieve a whole lot more? It’s a no-brainer really. An intranet is a comprehensive solution that also means you won’t need to worry about maintaining servers and databases either. What’s more, all of this is available for unlimited numbers of users and with unlimited data storage for a modest monthly fee.