How to Organise Sharepoint Sites? | A Guide

Written by Skye Harvey
Updated on December 20, 2023

Microsoft SharePoint is a web-based application that offers document sharing, business intelligence, advanced search, and content collaboration. It is crucial to organise SharePoint sites for easy discovery of related content, navigation, branding, and search across all sites.

Designing the optimal structure for hubs, sites, and pages requires planning, knowledge of domain, content, user experience, and best practices. Site collections are recommended for each unit of work.

A well-organised SharePoint environment improves productivity and efficiency by enhancing security, accessibility, information sharing, advanced search capabilities, customization, ease of management, flexibility, and a comprehensive enterprise platform.

How to Organise Sharepoint Sites?

Organising SharePoint sites can be a daunting task, but following some best practices can help make it easier. Here are 8 tips on how to organise SharePoint sites:

Consider your organisation’s needs: Before you start organising your SharePoint site, consider the needs of your organisation and how people work together daily. This will inform your SharePoint strategy and how you structure your Information Architecture to best serve your business users.
Use metadata to tag and find your documents: Metadata can help you organise your documents and make them easier to find. You can use metadata to tag documents with information such as author, date, and keywords, making it easier to search for them later.
Centralise and reuse: Whenever possible, centralise your documents and reuse them across different sites. This can help reduce duplication and make it easier to manage your content.
Design a site hierarchy: Plan out your site hierarchy before creating your site. Determine what kinds of lists, libraries, or pages you want to create on sites to organise content. Libraries can be used to store documents and other files, while lists can be useful for tracking tasks or issues. Pages are individual items within a site where you can display content, apps, links, and more.
Customise your site navigation: Ensure that your team site is laid out in a way that makes it easy for each team member to easily find the documents and resources that they are looking for. Customise your site navigation to match how your team members are used to working.
Use groups: Use groups to organise your users and control access to your site. This can help you manage permissions more easily and ensure that users only have access to the content that they need.
Templates and content types: Use templates and content types to standardise the structure of your documents and ensure that they are consistent across your site. This can help reduce duplication and make it easier to manage your content.
Leverage search and views: Use search and views to help users find the content that they need. You can create custom views that filter content based on specific criteria, making it easier for users to find what they are looking for.

By following these best practices, you can organise your SharePoint site in a way that makes it easier to manage and more productive for your team.

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Conclusion

Organising SharePoint sites can be a daunting task, but it is essential for ensuring that your content is easy to find and use. By following the tips in this article, you can create a well-organised SharePoint environment that will benefit your entire organisation.

We are SharePoint experts with a proven track record of success. We can help you create a well-organised SharePoint environment that will meet your specific needs.