Is your staff information correct?

Why your staff information becomes outdated

In many organizations, the same data is processed in several different places. The problem is that although the ambition is to keep them updated everywhere, this is rarely the case in the end. As a result, employee data is often incomplete or out of date since the last update, as new employees may have been hired, old employees may have left, or employees may have changed positions within the company.

The organizational charts that exist in our operations are therefore in many cases outdated as this type of update is not a high priority. It may not be perceived as "business critical" nor is it information that is used on a daily basis. You can simply "wait a bit" to make the update.

Moreover, in larger organizations, the responsibility for keeping the data up to date often lies with different employees in different parts of the organization. Changes often follow a process chain where not everyone is informed about changes at the same time. Instead, information is distributed at different levels, at different stages of the organizational change.

Why your staff information should be kept up to date

So why is it so important to keep employee data up to date? Your employees need to feel confident that the information available in records is accurate. If they don't trust the data, they will choose alternative ways to find the right information. Some may even set up their own registers, such as contact details, which are paired locally on the desktop. This is tricky because the new General Data Protection Regulation ( GDPR) places increased demands on the control of personal data flowing within the organization.

For a new employee, the lack of up-to-date information becomes problematic in other ways. As a new employee in a new company, it is important that you can easily get an overview of the organization and which employees are included in each part. The right information needs to be easily accessible so that the new employee can navigate through the organization in an uncomplicated way.

Update all staff information everywhere, simultaneously with Microsoft 365

So one of the problems is that if employee information is updated in one place, the changes do not happen elsewhere. This leads to errors and confusion, and it is also time-consuming to have to update the same information in many different places. The administrative process can therefore be made much more efficient.

In Microsoft 365, there is so much data linked to each user that you can often get a clear idea of what an employee's role looks like just by looking at the user profile. If updates to staff information are made, they are reflected everywhere at the same time, they are gathered in one place and you can access them from your Teams view. In other words, you never have to leave your workspace to access staff information:

The fact that staff information is based on Microsoft 365 creates a number of benefits:

• You get access to the same data about your staff, wherever you are, in whatever context you need them.
• The data is reliable and up-to-date
• Information is gathered in one place
• Updates impact everywhere
• You save time through less administration - information is updated in one place.

At WeSafe, we help you use Microsoft 365 so that all your staff information is updated instantly for all users across your environment. Want to know how? Get in touch with us!