How To Build an Employee Address Book

Sunday, February 26, 2012  //  Blog

Every organization needs a staff or employee address book to store employee contact details. This address book needs to be up-to-date and easy to find and use for all employees.
There are many ways to manage an organizational address book.
The simplest way is to create an a document or a spreadsheet that will contain a list of all employees and their contact information. Such document may contain contact information such as: office and mobile phone numbers, email address, office location, title, department and other
Once an address book document is created it can be placed at a network folder with read permission for everyone or sent via email to all employees.
File based organizational address book is the cheapest and simple way to setup an organizational address book but definitely not the most efficient one for the person in charge of updates, for the users and for the company.
A document based organizational phone book requires manual update, in most cases,  by a single person – probably the office administrator. That person will soon find out that constantly chasing after phone or office location of all employees is very frustrating task.
Employees who need to use the organization’s address book need to remember where on the network this file can be found. A common practice is to print all or parts of the address book every time it updates. These prints can accumulate to large numbers if every employee prints his copy of it and does that ever and over again whenever the address book updates.
In many organizations an email is sent whenever the address book is updated. These emails themselves are something that employees have to spend time on saving the attached file or printing it. Yes that is a waste of time by everyone.

More efficient … Read the Rest