What is the best way to structure our new SharePoint environment? Should we create a site for each department or project?What is the best way to structure our new SharePoint environment? Should we create a site for each department or project?
Loading
Riya PatelPosted Oct 9, 2025, 7:16 AM
1. Start with the Purpose: Department vs. Project
You should decide the site structure based on how people collaborate:
Department-based sites (for ongoing operations)
Best when teams have long-term functions (e.g., HR, Finance, IT).
Each department gets its own site to manage internal documents, policies, and announcements.
Example:
/sites/HR/sites/Finance/sites/MarketingProject-based sites (for temporary or cross-department work)
Ideal for short- to medium-term collaborations involving multiple teams.
Once the project ends, the site can be archived or deleted.
Example:
/sites/ProductLaunch2025/sites/WebsiteRedesignBest practice:
Use department sites for stability and project sites for flexibility.
Each department can host sub-sites or linked project spaces as needed.
2. Recommended Modern Architecture (Flat, Not Deep)
Microsoft now recommends a flat structure:
Create separate site collections (not sub-sites).
Connect them using Hub Sites for unified navigation and branding.
Example Structure:
Benefits:
Easier permissions management.
Better scalability.
Consistent navigation and search across all connected sites.
3. Governance & Permissions
Assign Owners, Members, and Visitors properly for each site.
Avoid breaking inheritance too often — it complicates management.
Define who can create new sites (to prevent sprawl).
4. Naming & Metadata Standards
Use consistent naming conventions and metadata (like department, project, or year).
Example:
Dept_HR_Policies_2025.docx
Proj_MarketingCampaign2025_Report.docx
5. Use Templates
Use SharePoint Site Templates for consistency (e.g., “Department Template”, “Project Template”).
Include pre-defined libraries, lists, and permissions.