How to Structure SharePoint Properly Part 2

How to Structure SharePoint Properly (Without Overcomplicating It)

Good SharePoint structure is simple.

Now that we’ve diagnosed the mess in Part 1, let’s fix it.

Not clever.
Not complex.
Not overengineered.

Simple.

The moment structure becomes overly “smart,” it becomes fragile. Fragile environments break when teams grow, departments change, or new employees join who weren’t part of the original setup.

Your SharePoint should feel predictable and logical. A new starter should understand where things live within minutes – not weeks. If you can’t explain your structure clearly on a whiteboard, it’s probably too complicated.

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Start With Site Architecture

Most SharePoint problems begin because organisations start building before planning. Structure should reflect how the business actually operates, not how folders used to work on a file server.

A SharePoint site is more than storage – it defines ownership, permissions, and collaboration boundaries. Sites should align with real business functions so users instinctively understand where content belongs.

Good site architecture usually mirrors organisational structure, for example:

• HR Site

• Finance Site

• Operations Site

• Project or Programme Sites

Avoid vague or temporary names like:

• “General Docs”

• “New Files”

• “Archive Maybe”

If a site name wouldn’t make sense to a new employee, reconsider it.

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When to Use Hub Sites

Hub sites connect related SharePoint sites through shared navigation, branding, and rolled-up content. They help create structure across larger environments without merging permissions.

They are valuable when used intentionally – but unnecessary in smaller environments.

Hub sites work well when:

• Multiple related departmental sites exist

• Users need consistent navigation across sites

• News and activity should roll up centrally

• Managing programmes or portfolios of projects

For example, a Corporate hub may connect HR, Finance, and Operations, while a Projects hub groups multiple project sites.

Use hubs to solve navigation problems – not simply because the feature exists.

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Libraries vs Sites

One of the most common mistakes is creating new sites when a library was needed, or creating libraries when a new site was required.

The difference comes down to ownership and permissions.

Create a new site when content has:

• Different owners

• Different audiences

• Unique permissions

• A separate lifecycle

Create libraries within a site when content:

• Belongs to the same team

• Shares permissions

• Needs categorisation rather than separation

Too many sites increase administration. Too few sites create permission complexity. The goal is clarity.

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Metadata Over Folders

Folders feel familiar, but SharePoint is designed to organise information differently. Deep folder structures limit search and often lead to duplicated content.

Metadata allows documents to live in one place while being viewed in multiple ways.

Instead of many folders, use columns such as:

• Document Type

• Department

• Status

• Year

• Project

This enables:

• Filtering and custom views

• Better search results

• Automation with Power Automate

• Cleaner long-term organisation

Folders organise by location. Metadata organises by meaning – which is far more scalable.

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A Simple Governance Model

Governance doesn’t need to be complicated. Most organisations don’t need lengthy policies – they need consistency and accountability.

Effective governance focuses on a few core principles:

• Named site owners

• Clear permission rules

• Agreed naming conventions

• Controlled site creation

• Regular (quarterly) reviews

Governance protects structure over time. Without it, even a well-designed environment slowly becomes disorganised again.

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The Goal

Good SharePoint structure should support:

• Easy search

• Clear security boundaries

• Simple navigation

• Long-term scalability

If users struggle to find information, structure has failed.
If permissions feel confusing, structure has failed.
If new sites are constantly created to fix problems, structure has failed.

Good SharePoint design is almost invisible.

It just works.

In Part 3, we’ll look at how to lock SharePoint down properly and make it secure – without making it harder to use.

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