Company Directory

Company Directory Solution

The Company Directory makes it easy to find employees, and helps them understand how they fit into the overall structure of the organization. It's also an ideal Solution to navigate the organization, which is especially important in times of change, such as growth, mergers and acquisitions, initial public offering (IPO), and restructuring, to determine responsibilities, accountabilities, skills, and expertise.

Solution Overview


Business challenges 

  • Collaboration (Primary)
  • Communications (Secondary) 
  • Culture and Engagement (Secondary)

Owners and audiences

The Company Directory Solution serves the following audience groups:

  • Human Resources (Owners) 
  • Managers/Supervisors (Audience)
  • All employees  (Audience)

Business value

The Company Directory Solutions increases organizational intelligence by giving employees and teams the ability to find the right person, team, or field of expertise. Employees can find organizational information quickly and easily, in one central location. It also creates a “digital office” where remote workers, dispersed offices, and large organizations can access and become familiar with the people they interact with digitally. This will create a unified workplace even when people are miles or time zones away.

The ability to quickly visualize the org structure allows you to locate competencies, identify gaps, and allocate resources to make strategic HR planning decisions more effectively. The Company Directory also connects employees, teams, and functional leaders to make faster and more informed decisions. 

Key features

  • Org Chart Integration
  • News and updates 
  • Co-authoring 
  • Approval workflows 
  • Subscriptions and notifications 
  • People Directory 
  • Skills/Interests Finder 

Screenshot 

SolutionsScreenshots_CompanyDirectory.png

Business Outcomes

Measuring success

The Company Directory is designed to solve business challenges related to culture and engagement. Ensure your Company Directory Solution delivers the results you need by measuring its success using key performance indicators (KPIs). These outcomes should focus on addressing culture and engagement related to knowing the organization and the people that make it a success.

Key outcomes

Measuring against KPIs specific to the Company Directory allows you to determine: 

  • Which areas are successful at improving corporate culture? 
  • Which areas need improvement to support a positive corporate culture and increase employee engagement? 
  • What additional goals and objectives are needed to continue supporting a positive corporate culture and driving employee engagement?
  • What people-focused goals and objectives have helped employees engage with each other in more meaningful ways?
  • What information-focused goals will support employee engagement?
  • What process-focused goals will ensure employees are engaged on a regular basis, making them more productive and efficient?

Key goals and objectives 

Some key goals and objectives to keep in mind when determining KPIs for your Company Directory include: 

  • Increasing organizational intelligence 
  • Creating a digital office 
  • Increasing productivity 
  • Enabling smarter planning 

Business processes

You should incorporate your Company Directory Solution into your existing internal business processes. Think about what processes, policies or procedures might have to change or be updated.

  • Do SOPs need to be updated? (e.g. submitting requests to change personal information included in profiles that aren't managed by the individual employee)
  • Are there processes that need to change? (e.g. setting up contact information and personal information)

Key areas 

Some key areas to pay close attention to when measuring the success of your Company Directory include: 

  • OrgChart integration
  • Organizational Communications Channel 
  • People, Function, and Skill Explorer

Recommended KPIs

Below are some recommended KPIs for measuring the success of your Company Directory Solution. Keep in mind that some of these recommended KPIs will align with your organization's goals and objectives, while others may not. It's critical to align KPIs with your unique goals and objectives to accurately measure success. 

  • Overall reduction in the time it takes to find a Subject Matter Expert
  • X% increase in the number of employees who search for other employees with specific skills or expertise 
  • X% decrease in questions received by leaders regarding who may have a particular skill or expertise to help with a project or task 
  • Overall increase in employee conversations, across departments and teams 
  • X% decrease in the number of employees who are unsure of the organizational structure of the company, including which teams report to which leaders, etc. 
  • X% increase in the number of employees who are comfortable with their knowledge of the organizational structure 
  • 100% of organizational news published through the Organizational Updates Blog Channel
  • X% decrease in the number of questions following organizational changes that were published to the Organizational Updates Blog Channel 

Note: KPIs are generally time-based and should be evaluated and/or modified on a specific cadence (e.g. quarterly).

Solution Roadmap

Implement

The Company Directory Solution comes with a pre-configured template. Our Consultants and Configuration Specialists use this template as the baseline for your implementation. The focus of the implementation is on design, configuration, content, and training.

These are the major implementation initiatives for the Company Directory Solution:

  • Site architecture: Review the Solution architecture. 
  • Homepage: Surface the most important content and areas within the Solution on the homepage to provide an at-a-glance view and easy access to relevant content. 
  • Site map: Update the site map based on mutually agreed to modifications (e.g. moving, deleting, adding pages and/or applications).
  • Configuration: Update the Solution configuration settings.
  • Users & Groups: Add groups and users to the Solution. 
  • Content: Add content (e.g. profile information, skills, expertise) and apply permissions.
  • Design: Apply the visual design to the Solution (e.g. global CSS changes, header, footer, banners, icons).
  • Testing: Do a quality assurance sweep of the Solution (e.g. broken links, navigation, permissions).
  • Training: Train key stakeholders on the Solution (e.g. HR team) and make training/education opportunities engaging.
  • Integrations: 
    • Consider implementing a standardized directory system such as  LDAP, AD, or an IdP. 
    • Org Chart Integration with an HCM system such as Workday.

Drive engagement and adoption

It's time to launch your Company Directory. That also means thinking about how you'll drive engagement, encourage adoption, and expand the Solution as your digital workplace evolves. Use the recommended tactics below for a successful launch, to ensure users are engaged, and to think about how you'll evolve the Solution in the future.  

Launch

  • Create a Profile Completion Campaign: Incentivize employees to complete their profiles, particularly with information about expertise and skills and other details that add to the company culture. Pair this with our Profile Completion Enhancement to show employees their progress.   
  • Identify key employee attributes: Provide quick links to groups of users with key skill sets, specific expertise, or who belong to specific departments or regions to identify subject matter experts. 
  • Visually display company structure: Use the Igloo Org Chart Widget to display organizational hierarchies in a visual and interactive way.  

Engage

  • Add a little culture: Give employees a reason to frequent the Company Directory by including posts about promotions and new hires. Employees will be able to expand their personal network by connecting with new or recently promoted team members.
  • Skip the training: Have employees use the Company Directory to find specific team members based on a set of clues. By using a Scavenger Hunt employees are encouraged to familiarize themselves with the solution without formal training. 
  • Rotate featured skills: Update featured skills on a regular basis so employees can find the right subject matter experts on current key company initiatives. 

Govern 

This Solution should be managed by the HR team. 

  • Decide on system-populated or user-generated fields: Determine which fields will be available in personal profiles and whether they are system-populated or user-generated.
  • Set employee-managed fields: Determine which fields employees can manage within their personal profile.
  • Use a centralized directory: Determine whether you're using a centralized directory like LDAP, AD, or a cloud solution for user management. 
  • Sync with your central directory: Set up groups within the digital workplace which can be synced with your central directory. 
  • Control critical fields: Configure personal profile fields to specific applications for centralized control and updating that can't be updated by the user (e.g. title, employee number)
  • Use the sync module: If using a centralized directory, use the Igloo module to sync your digital workplace with your centralized directory. 
  • Align with IT and HR: Ensure alignment with IT and HR teams on groups, roles, and permissions  based on employee status (e.g. promotions, demotions, leaves of absence, etc.)  

Evolve

  • Provide reminders to update profiles: Send out quarterly reminders to employees to update their profiles by broadcasting the Page to specific groups or all members of the digital workplace. 
  • Enable complex people searchesAllow employees to find team members with a multiple attribute lookup via an Igloo Search Enhancement. This experience is optimal for large, globally-distributed organizations or companies with complex internal hierarchies. 
  • Double up: Pair this Solution with the Social Center to encourage people to interact with each other, creating and maintaining people-to-people experiences across your organization.
  • Leverage feedback: Review and incorporate feedback from frequent users of the Solution to include updates and changes that have an impact. 
  • Reassess metrics: Review objectives and KPIs to refine them and continue to mature and maximize the business value of the Solution.

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