General

January 9, 2025

How To Build an Effective HR Contact Database?

Guest Post

Guest Post

Content Writer

HR employee trying to create HR contact database

How many times has it happened that you are completely lost trying to find the right HR contact? It is frustrating to find these contacts buried either in an endless spreadsheet or, worse, haven’t been recorded at all. We do understand the feeling! However, what if we tell you that there are numerous easy ways to build an HR contact database in no time?

No, we are not talking about collecting a list full of just names. The real deal is having useful, updated, and relevant information. It will definitely help you get in touch with the right people at the right time. So, now, let’s see how to create a database that makes your job a lot easier and more efficient.

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The Basics

symbols for an HR contact database

Before starting to build an HR contacts database, you must first understand some basic rules to keep in mind. These rules will form the foundation of the entire process and help you save time and effort. 

Start With Clear Goals

Make sure you know “why” you are building an HR contact database. Knowing your end goals will help define your purpose and set the right structure. The next question you should ask yourself is, “Am I looking to network within HR circles, simplify recruiting efforts, or track hiring trends?.” Knowing the answers to these questions will clarify the “what.” As in, what all data should be included and what should be considered just noise. 

Choose the Right Platform

What’s the use of a database if your team can’t access and utilize it efficiently? In that case, even the best contacts won’t make a difference because you will be losing out on time. Now, there are a few widely used options. They include spreadsheets, CRM systems, and specialized HR platforms. If you are a small business, you can definitely work with a spreadsheet and make the best out of it.
In case you have larger operations, you must go for CRM software or an HR platform. Make sure you choose something that aligns well with your existing tools and software as well. 

If you’re looking for an advanced platform that leverages Artificial Intelligence to optimize recruitment processes, you can consider solutions like Elevatus. This platform offers AI-powered tools that help you identify the best candidates faster and more accurately, making it an ideal choice for large or small businesses alike.

Decide What Data Points You Want To Include

Do you still think that an HR contact database just consists of names and email addresses? If yes, then let us tell you that you are truly living in the dark. A well-rounded and efficient database consists of more than just this. It must include everything you need, including names, positions, email addresses, locations, role details, company size, and even hiring preferences. Is the concerned person a decision-maker or just an intermediary? How long have they been in their current position? Aligning your information with these questions will help you reach out better. 

Set Up a Standardized Data Entry Process

Nobody likes a process that is tedious and leaves a lot of room for guesswork. You must make sure that your data entry process is easy to follow and consistent. For starters, use a standard format for phone numbers, email addresses, and job titles. Even the smallest of things, like capitalizing the first letters of names, can make a huge difference. Want to make it easier to manage and search? Help your team follow the same formats; you are good to go! 

Where To Find Their Contact Details

symbols for an HR contact database

We know it can be daunting and confusing at the same time when a myriad of platforms are available on the internet. So, here are some common platforms that will make the process of building an HR contact database less frustrating. 

Social Media Platforms

Isn’t it a no-brainer that social media platforms are practically used for everything these days? Let us tell you that it’s also no different for this process. Social media platforms like X, LinkedIn, and Facebook are widely used by many HR professionals who are trying to connect with their audience and demonstrate strong HR management skills. You can easily find their contact information in their bios. And if not, it doesn’t hurt to strike up a conversation, does it? 

Company Websites

Company websites are a treasure trove of information about their employees. You can go up to their “Contact Us” or “About Us” pages, where you will find their employees’ contact information. Another easy way to find their information is to see if the website contains a special tab for their HR department. Derive the required information from there, and you will be all set! 

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B2B Database Providers

How can we miss out on B2B database providers? These contain relevant and updated information about HRs who come from various different industries. However, the catch is that you must update the information to retain relevance. So, make sure you recheck the information based on response and strike out the unresponsive ones. 

Career Fairs and Exhibitions

Many of us think that career fairs and exhibitions are a thing of the past. However, you will be surprised to know that they are highly effective when it comes to building an HR contact database. First, you will get to meet these professionals in person. This is a great way of building your credibility. Second, if you contact them at the right time, you have a good chance of getting a positive response from their side. So, why not give these fairs and exhibitions a chance and see what you get out of them? 

Company Directories

Lastly, company directories are repositories of contact information. A lot of companies add these directories to their websites, including the email addresses of their HR professionals. Make the most out of them and add them to your HR contact database. Want an easy way? You can also visit the LinkedIn pages of these companies and find these directories there. 

Final Thoughts

Now that you have the above information, covering everything from the basics to where to find it, building an HR contact database will be a lot easier. Just make sure to keep a manual eye on data accuracy and clean the database up every once in a while. The last piece of advice—don’t skip the planning stage. After all, it forms the foundation of the entire process. 

For those looking to enhance their recruitment process with AI-driven insights, EVA-REC can be the perfect tool to integrate into your HR strategy. It allows you to streamline hiring decisions, improve candidate selection, and optimize your HR contact database with AI.

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Author

Guest Post

Guest Post

Turn top talent to employees fast

Hire, assess, onboard and manage top talent for every job. See how Elevatus streamlines everything; from acquire to new hire.

Request a demo