Smarter Week

How to automate it

How to automate “keep phone lists, contact sheets and org charts up to date”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, once a week
60%
of the time can be automated
Easy
to set up

Fix 1 of 2

AutomationBest fix

Let the directory and org chart update from the HR system

Microsoft 365, Google Workspace and most HR systems generate the staff directory and org chart from live data, so there is no list to maintain.

Typically saves about 60% of the time1 h to set up
  1. 1Check that HR or IT keeps title, manager, phone and location current in the HR system or Microsoft Entra ID / Google directory.
  2. 2Point people to the built-in org chart (Teams, Outlook, Google contacts, BambooHR, Rippling).
  3. 3Retire the spreadsheet phone list.
  4. 4For visitor-facing lists, publish one page that pulls from the directory.

Tools: Microsoft Teams and Outlook org chart · Google Workspace directory · BambooHR or Rippling org chart

Fix 2 of 2

Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Office managerReceptionist / front desk

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Office managers