The article explains the benefits of a SharePoint-based digital phone book that eliminates the chaos of managing contact data. It improves internal communication through centralised data storage, easy search, automatic updates and integration with Microsoft 365. The introduction is straightforward, increases employee satisfaction and saves time and costs.
You probably know the situation: Where can I quickly find the telephone number of my colleague in Sales? Or the e-mail address of the new employee in marketing? Who is actually on call today? Questions like these take up valuable time - time that could be put to better use. A SharePoint phone book could be exactly what your team needs right now!
Why do you need a SharePoint phone book?
The management of contact data is chaotic in many companies. Excel lists, outdated paper directories or cumbersome email enquiries make the simple search for contacts a challenge.
But what happens if these outdated methods are not updated in time?
- Important contacts are lost.
- Employees waste time searching.
- Frustration and communication problems arise.
"On average, employees spend 20 minutes a day searching for contact details. That adds up to over 80 hours per year!"
How a SharePoint phone book makes your everyday life easier
A modern SharePoint phone book bundles all contact information centrally and clearly. Whether phone number, e-mail, location or department - everything can be found immediately.
The most important functions at a glance:
- Quick and easy search: Thanks to the interactive search function, you can find any contact within a few seconds.
- Integration in Microsoft 365: Synchronisation with Azure AD ensures data is always up to date.
- Standardised user experience: Whether on desktop or mobile - the SharePoint phone book offers the same intuitive operation everywhere.
Sidenote: A SharePoint phone book not only reduces search time, but also significantly improves internal communication.
How do you integrate a SharePoint phone book?
Integrating a SharePoint phone book is easier than you think. Here are 4 steps to get your organisation started:
- Analyse the requirements: What data needs to be integrated?
- Selection of data sources: Azure Active Directory or Excel files are usually ideal sources.
- Implementation & configuration: Set up the phone book directly in your existing SharePoint environment.
- Rollout & training: Employees receive targeted training and benefit immediately from the new solution.
Technical requirements briefly explained:
- Access to SharePoint Online or Microsoft 365.
- Administrative rights to set up and manage.
- Data access to Azure AD or other data sources.
Advantages over traditional telephone directories
Why should you replace your traditional phone book with a digital one? Here are the most convincing arguments:
- Automatic update: No more outdated data!
- Accessibility: Always and everywhere available.
- Efficiency: Saves working time and costs every day.
Sidenote: According to studies, centralised data management reduces error rates by up to 70%.
Practical example: A SharePoint phone book in use
A medium-sized company with around 300 employees struggled for a long time with scattered contact data. After the introduction of the SharePoint phone book, internal communication improved significantly:
- The search time was reduced from several minutes to seconds.
- Employee satisfaction increased thanks to simple operation and reliable data.
- Communication errors have been significantly reduced.
How to further optimise your SharePoint phone book
Use these tips to continuously improve your solution:
- Regular feedback rounds with employees.
- Integration of additional information (e.g. responsibilities, holiday times).
- Technical optimisations for an even faster search.
Ready for the next level?
A well-functioning SharePoint phone book is just the beginning. Imagine if all relevant company data were just as easily available - and centralised in one platform: aHub 360.
aHub 360 not only networks contact data, but also all company information in a centralised and accessible way. In this way, you not only create an optimised telephone directory, but also a complete knowledge platform that takes your internal collaboration to a new level.
Take the next step now:
Conclusion
A SharePoint phone book is a sensible investment for companies that want to increase efficiency and employee satisfaction. Centralised, always up-to-date contact information not only optimises daily work processes, but also significantly reduces communication errors. In the long term, the article recommends integrating the phone book into a more comprehensive knowledge platform in order to create even greater synergies.
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