It's pretty common for office details to be scattered across emails, pinned Slack messages, and forgotten shared drives. A dedicated company office information page fixes that. It gives employees a reliable resource iwith everything they need to work from a specific location. Here is what yours should include:
- Office address, map embed, and step-by-step directions
- Hours of operation and key contact numbers
- Floor maps and seating charts
- Amenities and facilities (kitchen, gym, wellness rooms, etc.)
- IT setup instructions and Wi-Fi info
- Meeting room booking links
- Parking options and public transit guides
- Safety procedures and emergency contacts
- Local restaurant, coffee shop, and service recommendations
- Visitor and contractor check-in instructions
Use this office page template as your starting point, and read on for a deep dive into each element with practical guidance you can apply today. You can always add more elements that fit your team and each location.
Why every office needs its own intranet page
Employees waste surprising amounts of time hunting for basic office details. A Microsoft Work Trend Index report found that 62% of workers struggle with spending too much time searching for information during the workday. When directions live in an email thread from six months ago, the floor map sits in a folder no one remembers, and the Wi-Fi password is scribbled on a sticky note at the front desk, people either interrupt colleagues or give up looking. That lost time adds up across every location, every week.
Multi-location companies feel this pain most. A single headquarters page cannot cover the unique hours, contacts, parking rules, and amenities of a satellite office 1,000 miles away. Each location has its own personality and logistics, and employees need information that matches where they actually work.
Hybrid and remote-first teams depend on accurate office details before they decide to commute in. McKinsey research shows that office attendance remains roughly 30% below pre-pandemic levels, which means employees heading in on any given day need reliable, up-to-date information about the space they are visiting. If someone plans an in-office day and discovers the parking garage is under construction or the meeting room they booked does not have video conferencing equipment, that trip becomes a frustration rather than a productivity boost.
A dedicated company office information page per location solves these problems in one move. It reduces repetitive questions to IT, facilities, and office managers. It gives new hires confidence on day one. And it signals that your organization values employee time enough to keep practical information organized and easy to find.
BuzzFeed saw this firsthand after centralizing its employee resources on Haystack. "The overall organization loves that we have a one-stop shop to get all the information they need," said Maritza Bocks, Senior Manager of People Operations at BuzzFeed. "The way we've organized things for new hire orientation, policies, and procedures, helps eliminate confusion and brings the organization together." (Read the full BuzzFeed customer story)
The 10 essential elements of an office information page
Think of these as the building blocks of a genuinely useful office page. Each one tackles a specific question employees ask repeatedly, so covering all 10 means fewer support tickets and happier teams. Below, you will find practical guidance for each element, along with intranet page examples you can adapt.
1. Location, directions, and map
Start with the basics: your full street address and an embedded map. A map embed gives employees a visual reference they can access straight from the page.
Go beyond the address by including step-by-step directions from major transit hubs, highways, and nearby airports. New hires and visiting colleagues will thank you when they can scan a quick summary.
Add building entrance tips that save time and frustration. Notes like "use the south lobby entrance after 6 PM" or "the parking garage elevator opens onto the third-floor reception" are small details that make a big difference, especially on multi-building campuses where even longtime employees occasionally get turned around.
Modern intranets like Haystack make it easy to embed maps and rich media directly on your company office information page without filing a request with your development team.
2. Office hours and key contacts
List your standard business hours, holiday schedules, and any seasonal changes so employees always know when the office is open. If your hours shift during summer Fridays or year-end closures, note those variations clearly.
Include the front desk phone number, email address, and the name and contact details for the office manager or site lead. Employees should never have to guess who to reach when they have a building-related question.
Add an after-hours security or emergency line for situations that cannot wait until morning. Having this information on the office page template means employees can find it in seconds, not minutes.
When your company directory integrates directly with your intranet, contact details update automatically, so the page stays accurate.
3. Floor maps and seating charts
A visual floor plan helps employees find their way around, especially for new employees, or those who are visiting from another location. Upload a floor plan map that labels departments, quiet areas, and collaboration spaces.
Mark zones clearly so people know where to find the marketing team, the engineering pod, or the nearest phone booth for a private call. If your office uses hot-desking, note which areas are reservable and link to the booking process. For assigned seating, include a searchable directory overlay so employees can look up a colleague and see exactly where they sit.
Do not overlook accessibility. Label wheelchair-accessible routes, elevators, and accessible restrooms on the floor map. Employees and visitors with mobility needs should be able to plan their path through the building before they arrive.
4. Amenities and facilities
Your office page should answer the "what do we have here?" question at a glance. List the amenities available at each location so employees can plan their day around them.
Cover the essentials: kitchen and cafe hours, vending options, gym access, wellness or meditation rooms, and nursing or lactation rooms. Include practical details like whether the gym requires a separate key card or whether the cafe accepts mobile payments.
Do not forget bike storage, shower facilities, mail and package pickup locations, and shared equipment like printers, AV gear, and standing desks. These are the intranet content ideas that employees actually search for but rarely find organized in one place.
5. IT setup and Wi-Fi access
Your office page should include the Wi-Fi network name and connection instructions. If security requires a separate authentication flow, explain the steps clearly instead of publishing passwords openly.
Add printer setup guides, VPN or network drive access instructions for employees working from the office, and a direct link to the IT help desk. When employees can self-serve these answers, your IT team handles fewer repetitive tickets.
Include AV setup guides for common conference room technology, too. A two-minute reference on how to connect a laptop to the room's display saves five minutes of fumbling at the start of every meeting. With a platform like Haystack, you can embed IT troubleshooting docs and link directly to help desk resources right on the page, keeping company intranet content organized and accessible.
6. Meeting room booking
List every meeting room with its capacity, available AV equipment, and a photo so employees can choose the right space before they book. A quick visual reference prevents the all-too-common scenario of reserving a 20-person boardroom for a two-person check-in.
Link to your scheduling platform, whether that is Google Calendar, Microsoft Outlook, Robin, or another provider. The fewer clicks between finding a room and reserving it, the more likely employees will actually use it.
Include a few etiquette guidelines: release rooms you will not use, clean whiteboards after your session, and label quiet rooms versus collaboration rooms so everyone sets the right expectations. These small norms follow intranet homepage best practices by reducing friction and building a culture of shared respect.
7. Parking and transportation
Give employees everything they need to plan their commute in one section. Start with on-site parking details: assigned spots, visitor parking locations, garage access codes or fob instructions, and any waitlist process for high-demand lots.
Cover public transit next. List the nearest bus stops, subway stations, and commuter rail lines, along with links to schedules or real-time arrival apps. Include bike rack locations, e-scooter parking areas, and ride-share drop-off and pick-up points for employees who do not drive.
If your company offers commuter benefits or transit subsidies, link to the HR page where employees can enroll. This is the kind of detail that makes a company office information page genuinely valuable rather than just a digital brochure.
8. Safety procedures and emergency info
Every employee should be able to find evacuation routes, assembly points, and emergency contacts in seconds. Your office page is the most logical home for this information because it is location-specific by design.
Include fire extinguisher and Automated External Defibrillator (AED) locations, emergency contact numbers for building security and local emergency services, and severe weather or natural disaster protocols specific to the region. A California office needs earthquake procedures; a Midwest office needs tornado shelter instructions.
List first aid kit locations on each floor. Keeping this information on the office page template means it is always one search away, not buried in a binder at the front desk.
Haystack's digital signage and mobile push notifications can reinforce emergency information beyond the intranet page, giving you multiple channels to reach employees when it matters most.
9. Local recommendations
This is where your office page goes from functional to genuinely enjoyable. Add a section of employee-curated local recommendations: favorite lunch spots, the best coffee shops within walking distance, reliable pharmacies, nearby banks, and after-work options like gyms, parks, and happy-hour spots.
Crowdsource the list so employees can contribute their own finds. A living recommendations section builds community and gives new hires a head start on feeling at home. It is one of the simplest intranet content ideas to implement, and it tends to be one of the most-visited sections on the page.
10. Visitor and contractor check-in
Employees are not the only people who need your office information. Visitors, contractors, and delivery drivers need clear instructions too, and the people hosting them need a quick reference to share in advance.
Include guest Wi-Fi network details and access instructions, visitor registration or badge pickup steps, and contractor-specific access rules or NDA requirements.
Create a shareable link or printable summary that hosts can send to visitors before their arrival.
How to keep your office page accurate and current
The biggest risk with any office page is staleness. Outdated hours, old floor plans, or a departed office manager's contact info erode trust fast. Employees stop checking the page, and the cycle of scattered information starts again.
Assign a page owner for each office location. This is typically the office manager, site lead, or a member of the facilities team. One clear owner means one person accountable for accuracy, and it prevents the "I thought someone else was updating it" problem.
Set a recurring review cadence, monthly or quarterly, and stick to it. Pair that cadence with automated reminders or content freshness flags that nudge the page owner when a review is due. Haystack's Freshness Engine handles this automatically, prompting owners to verify or update content without constant manual follow-up.
Encourage employees to flag outdated information directly. A simple feedback link or button on the page turns every reader into a quality reviewer. When someone notices the cafe hours changed or a meeting room was renamed, they can report it in seconds.
Connect dynamic data sources where possible, so details update themselves. Analytics show which pages get traffic and which sections employees visit most, helping you prioritize where to focus your updates. These intranet page best practices turn a static page into a living resource.
Building your office page without code
If you have a modern intranet like Haystack, you don't need a developer to create a polished, functional office page. Just drag and drop sections, embed maps and media, add links to booking platforms, and publish in minutes. The barrier to entry is low, which means the person closest to the information can own the page directly.
Templates accelerate setup, especially for multi-location rollouts. Build your first office page template for one location, refine it based on employee feedback, then replicate it across every site. Each location's page owner customizes the details while keeping a consistent structure that employees recognize no matter which office they visit.
Mobile optimization matters more than you might expect. Employees check office details on the commute, in the parking garage, or standing in the lobby. A page that works on every device means the information is always within reach. With Haystack, your intranet page examples carry over to mobile apps, so the experience feels native rather than like pinching and zooming a desktop site on a phone.
Digital signage extends the value further. The same content that lives on your office page can power lobby screens and office monitors, reinforcing key details like emergency exits, daily meeting room availability, or upcoming events. That is two channels maintained from a single source of truth.
Frequently asked questions
What is the difference between an office information page and an intranet homepage?
Your intranet homepage is the company-wide landing page with news, announcements, and links for everyone across the organization. A company office information page is location-specific, focused entirely on the practical details employees need to work from that particular site. Following intranet homepage best practices means giving each page a clear, distinct purpose.
How many office pages does a multi-location company need?
One page per physical location. Each office has its own hours, contacts, floor plan, and amenities, so a single generic office page template will always leave some employees without the details they need.
Should remote employees have access to office information pages?
Yes. Remote employees visiting an office for meetings, onboarding, or team events need the same directions, Wi-Fi information, and check-in procedures as on-site staff. Including remote workers is one of the most practical intranet content ideas for hybrid organizations.
How often should you update an office information page?
Review the page at least once a quarter, and update it immediately whenever a major change happens, such as a new floor plan, changed hours, or updated emergency procedures. Automated freshness reminders help you stay on schedule and keep your company intranet content trustworthy.
A well-built company office information page saves employees time, reduces support tickets, and makes every office feel organized and welcoming. If you are ready to see how easy it is to build, manage, and scale office pages across every location, See Haystack in Action.
