How to Create a Company Information Summary Directory

How to Create a Company Information Summary Directory

Learn how to create an effective company information summary directory using Microsoft Excel with this step-by-step guide.

Large corporations and businesses normally use a company information summary directory to boost employee-to-employee relations. Basically, the directory consists of the names of each employee, as well as other pertinent information relating to their work within the company. Normally, this directory can be found on company bulletin boards or obtained by request from the human resources department. It is used whenever someone in the company needs to locate a specific employee or department. Because this tool is vital to the overall effectiveness of any business or corporation, creating one correctly is key. Here are some basic steps on how to create a company information summary directory using Microsoft Excel.

• Initiate Microsoft Excel: The best way to create the database you need is by simply using a spreadsheet application like Microsoft Excel and plotting the required information. Of course, you will first need to create and finalize a template.
• Create the template: Once Microsoft Excel is up and running, open a new spreadsheet and start labeling each column. Label the first column with the employee's name. Move to the next column and label it "Job Title" or "Position." Move to the next one and label it "Department." The column beside this should be used for contact numbers, followed by address and direct superior. You can add more information as you like, but remember to clearly label the columns to keep the spreadsheet organized.
• Enter the information: Once all the columns have been labeled and the template is more or less finalized, start entering the information into the spreadsheet. Fill in the name, position, department, contact numbers, address, and any other details required by your template. You can do this manually, but if you are compiling a list of thousands of employees, typing each entry manually can be tedious and tiresome. If you already have a list of employees saved as a digital file, such as in MS Word or PDF format, you may opt to import the data to save time and effort.
• Sort the list: Sorting the completed spreadsheet can be done in various ways, typically by using the columns. For example, if you want to organize and sort the list alphabetically, you can do so using Column A, which was designated for employees' names. You may also sort the data by department, position, or even address.
• Save the file and print: Once you complete the directory, print it out and distribute it to all employees, and post copies on the company bulletin boards. If your office is paperless, simply email the Excel file to all employees via their company email, and you are done.

Since new employees join the company regularly, it is wise to update the directory on a monthly basis to reflect any personnel changes. Make sure to back up this directory, as it will serve as your primary database that only needs to be updated regularly.