What kind of content do you have?
• Social content
SharePoint is not the only answer
Technology cannot be the only answer.
SharePoint can house all of your content, but
the structure and organization is up to you.
• What types of documents do you want to
• What information about those documents
should be stored (metadata)?
• Do you need images, or video?
• Who will be accessing the different types
How will your users be using SharePoint?
• Document Storage
Logical containers with a unique name used to store a
collection of sub sites..
Sites are containers which store libraries and lists. Users
often navigate directly to a site and are redirected to its
Located within sites, libraries store items that are ‘files’.
Examples include Site Pages, Images, Videos, Documents.
These are all stored in libraries.
Similar to libraries except every item is separate similar to
how and separate line item in Excel works.
A container term that can apply specific pre-defined
metadata to information (lists, libraries, pages) within
The properties that are applied to items inside libraries or
Your Building Blocks
Purpose of an Architecture
An architecture provides the foundation for
your governance plans to be implemented
and scalable in the organization.
Create Logical and Realistic Structures
Site Collection (Hub Site)
Human Resources EMEA
Human Resources APAC
Create Logical and Realistic Structures
• Structure content with a purpose
• What is the story you want to tell?
• Who is your Audience?
• Can a process be simplified using
• Can you use metadata to surface content
stored in lists to prevent separate pages
for consistent content?
Two Column Layouts provide a great canvas for
providing focus on specific content and allowing
the sidebar to be used as a secondary focus. This
layout offers a large variety of uses for:
• Department Home Pages
• Landing Pages
• Intranet Landing Pages
• Content Pages
Banner with Lg. Left Sm. Right Modern Classic
Single Column Layouts include a Left
Navigation to help users get to categories
of content. This layout offers a large
variety of uses for:
• Article content pages
• Single Topic Content
Single Column Modern Classic
The Three Column has the most variety of
uses. This layout offers a large variety of
• Telling a process story i.e. Past, Present,
Three Column Modern Classic
Use content types to help users implement the
content that is right for the layout versus
placing multiple web part zones on a page
and leaving too much for the user to have to
Create with Content Types Classic
The Four Rules for Links
Don’t use blue or purple for
text colors unless it’s a link
Don’t underline text unless it
is a link
“Click Here” requires users to
read before and after to
understand what they are
Keep number of links short or
find grouping patterns to
break up content
When to use what and why
Create guidance site/pages to inform
users and help lead them to make better
decisions and also enforce the governance
in your organization
SharePoint/Office 365 Governance Questions
When to Use What in Office 365
The Z-Layout is a great way to start just about any
website or intranet project because it addresses the
core requirements for any effective site:
• call to action.
Users don’t “read” content, they scan content
How do people read?
Use content in a consistent manner
• Should webparts be placed
consistently on the page.
• In a right column, determine
what should be most important.
• Know what your users are
coming to your site to obtain
Use Color to note security designation
Should there be a different color
theme for sites that allow for external
access and sharing vs. internal?
Provide visual indicators to help users
Users will not fill out 30 fields. Don’t make
everything required. Only ask for what you
Use Content Query or Highlighted Content
Webparts to help surface relevant content.
Have Search work for you
Try to limit the number and depth that you
Subsites (classic only)
Make the terminology obvious
• Please thank our sponsors and
staff. Without them, this event
would not be possible.
• Please fill out your evaluations. We
want to know what we can do
D’arce Hess, MVP
President | DH Consulting LLC