Ensure the staff directory can be printed

While the majority of staff will access the staff directory online, there will be a number of users with a strong need for a printed version of some (or all) of the directory details.

These include staff who work off-site or on the road, administrative staff who need a rapid way of looking up common details, or call centre staff with a similar need for easy access.

In particular, there must be a facility to create a printed 'phone list' out of the staff directory, either for all the organisation or for just a single division, business unit, etc. This should be automatically generated as a PDF or Word document, to facilitate easy printing.

Tip!

If there is a particular staff group who will always need a printed copy of the staff directory (such as mobile sales staff), put in place formalised processes for ensuring that their copy remains up to date.

For example, the sales admin person could be given the responsibility for printing out a new copy of the staff directory each month, and distributing it to all sales staff.

Putting in place these types of processes can do much to eliminate the issues with having out-of-date printed copies being used. (Via Column Two)