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When it comes to managing content in SharePoint, there are certain best practices that you can follow to ensure that your site is organized, efficient, and easy to maintain. Here are some of the most important tips for getting the most out of your SharePoint experience.
Organize Your Content
One of the key benefits of using SharePoint is its ability to help you organize your content in a logical and structured way. This can be achieved by creating a clear hierarchy of sites, libraries, and folders that reflect the structure of your organization or department. By doing so, users will be able to easily find the information they need, without having to search through a sea of irrelevant documents.
Use SharePoint Sites
SharePoint sites are an excellent way to organize and manage large amounts of content. Each site can have its own unique structure, with multiple libraries and folders that contain relevant documents, images, and other files. By creating separate sites for different teams or departments, you can ensure that each group has its own dedicated space where they can share information and collaborate on projects.
Use Libraries
SharePoint libraries are an excellent way to manage large collections of documents, such as policy manuals, company histories, or technical specifications. Each library can have its own set of metadata fields, which allow you to categorize and search your content in a more efficient manner. By using libraries, you can also create custom views that help users quickly find the information they need.
Use Folders
Folders are an excellent way to organize smaller collections of documents within a larger library or site. Each folder can have its own set of metadata fields, which allow you to categorize and search your content in a more efficient manner. By using folders, you can also create custom views that help users quickly find the information they need.
Use SharePoint Lists
SharePoint lists are an excellent way to manage large collections of data, such as customer information or project status updates. Each list can have its own set of columns and views that allow you to display and manipulate your data in a more efficient manner. By using SharePoint lists, you can also create custom workflows that automate tasks and improve productivity.
Use Search
One of the most powerful features in SharePoint is its search functionality. This allows users to quickly find information across multiple sites, libraries, and folders by using keywords, metadata fields, or custom views. By using search, you can ensure that your users are able to quickly find the information they need, without having to spend hours searching through irrelevant documents.
Use Auditing
SharePoint provides a range of auditing features that allow you to track changes made to your content over time. This includes tracking who made changes, when they were made, and what changes were made. By using auditing, you can ensure that your site is secure and compliant with relevant regulations.
Use Version History
SharePoint also provides a version history feature that allows you to track changes made to documents over time. This includes keeping previous versions of documents on file, so that users can easily revert back to an earlier version if needed. By using version history, you can ensure that your site is secure and compliant with relevant regulations.
Use Workflows
SharePoint provides a range of workflow features that allow you to automate tasks and improve productivity. This includes creating custom workflows that track the status of documents or projects over time, as well as sending automated notifications to users when changes are made. By using workflows, you can ensure that your site is secure and compliant with relevant regulations.
By following these best practices and leveraging the features available in SharePoint, you can create a content management system that is efficient, organized, and easy to maintain.
SharePoint is a powerful content management platform that allows users to store, organize, and share information across an organization. With its robust feature set and customization options, SharePoint can be used in a variety of ways to manage content effectively. Here are some best practices for using SharePoint as a content management system, along with a summary of the key features to use.
Content Organization
- Create a clear hierarchy: Organize your content into a logical structure that makes sense for your organization. This could include top-level sites for different departments or projects, and sub-sites within those.
- Use tags and categories: SharePoint’s tagging and categorization system allows you to assign metadata to content items, making it easier to search and filter them later.
- Develop a standard naming convention: Establish a consistent naming convention for your sites, lists, and libraries to make them easy to find and navigate.
Content Creation
- Use SharePoint’s built-in templates: SharePoint comes with a range of pre-built templates for common content types like documents, images, and videos. Use these to create consistent-looking content.
- Create custom lists and libraries: SharePoint allows you to create custom lists and libraries to store specific types of content. This can help keep your content organized and easy to find.
- Use workflow features: SharePoint’s workflow feature enables you to automate the approval process for content, ensuring that it meets certain criteria before being published.
Content Sharing
- Create a centralized hub: Designate a central location in SharePoint as a hub for sharing information across the organization.
- Use permissions and access control: Set up permissions and access controls to ensure that only authorized users can view or edit specific pieces of content.
- Leverage the “Follow” feature: SharePoint’s “Follow” feature allows users to track changes to specific sites, lists, or libraries, keeping them informed about new developments.
Search and Discovery
- Use search filters: SharePoint’s search feature includes a range of filters that allow you to narrow down your results by date, author, or keyword.
- Create custom views: SharePoint enables you to create custom views based on specific criteria, such as content type or metadata.
- Leverage the “Content Search” web part: The Content Search web part allows you to embed a search box into any page, giving users easy access to searching and discovering content.
Metadata Management
- Use metadata templates: SharePoint’s metadata templates provide a standardized way to capture relevant information about your content, making it easier to search and filter.
- Create custom metadata columns: SharePoint allows you to create custom metadata columns to store specific types of data, such as dates or numbers.
- Leverage the “Metadata Navigation” web part: The Metadata Navigation web part enables users to navigate through content based on its metadata, providing an easy way to find related information.
Governance
- Establish a governance model: Develop a clear governance model that outlines how SharePoint will be used and managed within your organization.
- Set up site administration: Designate specific individuals or teams as site administrators, giving them the authority to manage content and sites within SharePoint.
- Monitor usage and performance: Regularly monitor usage and performance metrics for SharePoint to identify trends and optimize its use.
By following these best practices and leveraging SharePoint’s key features, you can create a powerful content management system that meets the needs of your organization.