sharepoint migration services

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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?

Riya Patel · Answer

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/Marketing Project-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/WebsiteRedesign Best 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: Hub Site: Company Portal +-- HR Site +-- Finance Site +-- Marketing Site +-- Project Alpha Site +-- Project Beta Site 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.

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