A company directory fosters smooth collaboration and boosts productivity. It simplifies onboarding for new hires, while even experienced employees benefit from easy access to updated contact information. This saves time searching for colleagues in other departments, ensuring seamless workflows.
Previously, Shared Contacts for Gmail offered limited directory visibility. While users could autocomplete contacts from their directory, they could not view the complete directory list directly from the dashboard.
In this post, we will dive into the recent updates to the Directory feature. The challenges with the old version will also be tackled. Furthermore, we will discuss how these improvements will enhance user experience and collaboration.
The Problem: The directory is hidden from the team
In the earlier version of our platform, the Directory feature, a valuable tool for team collaboration and communication, was often hidden from view. Only administrators could see and activate the Directory, and even if it was enabled, it remained invisible to everyone else, including other administrators. This lack of visibility led to many users missing out on the benefits that the Directory could offer.
Case Study: Tale of the two admins
Consider an admin named Adam who installs the app and decides to explore the Directory feature. He clicks “Enable Directory,” and the whole domain directory becomes visible—but only to him. For everyone else, including other admins such as Eve, the Directory is entirely invisible. This means that when Admin Eve takes over the app’s management, she has no way of knowing that the Directory even exists, much less that Adam has already activated it.
Furthermore, even if Eve is aware of the Directory, she cannot see and share it with other users unless Adam explicitly shares it with her. This limitation posed a significant barrier to collaboration and diminished the overall effectiveness of the feature. As a result, the Directory remained largely unnoticed and underutilized by most users in the domain, leaving its full potential unrealized.
The Solution: Boosting Directory Awareness
To address this issue and ensure that everyone is aware of the Directory feature, we have implemented significant updates to improve its visibility:
Directory Preview When Sync is Disabled
Now, everyone, not just the admin who activated it, can see a preview screen of the Directory, even when Directory sync is disabled. This preview shows a snapshot of about a dozen users, giving everyone a sense of what the Directory is and how they can use it.
- For admins, the preview includes a message inviting them to enable the full Directory feature. This simple nudge ensures that all admins are aware of the feature and can take action to activate it when needed.
- For non-admins, the preview screen includes a message encouraging them to ask their admin to enable the Directory. This communication ensures that users who don’t have permission to activate the Directory are still aware of its existence and can take steps to get it enabled for their use.
Full Directory Visibility for All Admins
Once one admin enables the Directory, it becomes visible to all other admins. Now, any admin can see when the Directory is active, view the members of the Directory, and share it with others. This shared visibility ensures that all admins stay in the loop and can collectively manage and utilize the Directory feature.
Directory Visibility for Non-Admins
For non-admin users, the Directory remains in preview mode even after it is enabled. However, a clear message now invites them to request access from their admin. This improves the user experience by ensuring that non-admin users are aware of the feature.
Additionally, they also now know how to gain access to it if needed. Although they cannot activate the feature themselves, they now have a clear path to request it. This reduces confusion and promotes broader use of the contact database.
The Impact: Awareness and Collaboration
These changes have a significant impact on the overall user experience and team collaboration:
- Increased Awareness: Everyone within the organization will now be aware of the Directory feature, leading to greater adoption and utilization.
- Improved Collaboration: By making the Directory easily accessible and shareable, teams can connect, communicate, and collaborate more effectively.
- Enhanced Productivity: The Directory can streamline various tasks, such as finding team members and sharing information, ultimately boosting productivity.
Conclusion:
The improved visibility of the Directory feature marks a major step forward in our platform’s development. By ensuring that everyone is aware of this valuable tool, we empower teams to collaborate and achieve their goals more efficiently.
- Perks of a Company Directory App
- Google Directory, LDAP, AD, GAL: Choose the Right Architecture
- Creating a Collaborative Culture for Workplace Excellence
