Understanding SharePoint Online Structure: Hubs and Team Sites

SharePoint Online is a powerful platform for collaboration and information management. Its structure is designed to be flexible and scalable, accommodating the diverse needs of organizations. In this blog, we will explore the importance of using hubs and multiple layers of hubs in SharePoint Online and discuss when to use the Team Site template with a group and without a group. 

The Role of Hubs in SharePoint Online 

Hubs in SharePoint Online serve as central points that link related team sites and communication sites. They create a unified experience by offering shared navigation, branding, and search capabilities across the connected sites. Hubs are essential for organizing your intranet and enhancing user experience. 

Reasons to Use Hubs: 

1. Improved Navigation: Hubs provide a clear layout with a global navigation bar, reducing the time spent searching for information. This streamlined access enhances overall workflow efficiency. 
2. Cohesive Branding: Hubs allow for consistent branding across different departments or projects. This helps users feel a sense of belonging and makes it easier to identify resources related to their work. 
3. Enhanced Search Functionality: Hubs offer consolidated search results, making it simpler to locate documents and resources. This saves time and effort in finding the information needed. 
4. Centralized Content Management: Hubs act as a central umbrella that organizes various departments or projects, making them easier to manage. This connectivity streamlines site organization and enhances user experience. 

Multiple Layers of Hubs 

Using multiple layers of hubs can further enhance the organization and management of your SharePoint Online environment. This approach allows for a hierarchical structure that can accommodate complex organizational needs. 

Benefits of Multiple Layers of Hubs: 

1. Scalability: Multiple layers of hubs enable organizations to scale their intranet structure as they grow. This hierarchical approach ensures that new sites and content can be easily integrated into the existing framework. 
2. Flexibility: Hubs model relationships as links rather than hierarchy or ownership, allowing for adaptability to changes in the way you work. This flexibility is crucial in a dynamic, changing world. 
3. Governance: Multiple layers of hubs help manage governance and growth over time. Each hub can have its own permissions and policies, ensuring that content is managed effectively and securely. 
4. Enhanced Collaboration: By organizing related sites under multiple layers of hubs, teams can collaborate more efficiently. This structure facilitates communication and information sharing across different departments and projects 

When to Use the Team Site Template with a Group 

The Team Site template connected to a Microsoft 365 Group is ideal for collaborative projects and teams that require access to shared resources such as group emails, calendars, and Microsoft Teams. 

Use Cases: 

1. Collaborative Projects: When working on projects that involve multiple team members, the Team Site template with a group provides a centralized space for collaboration. Team members can access shared documents, communicate via Teams, and manage tasks collectively. 
2. Departmental Sites: For departments that need to share information and resources, the Team Site template with a group ensures that all members have access to the necessary tools and communication channels. 
3. Integrated Applications: The Team Site template with a group integrates seamlessly with other Microsoft 365 applications, such as Planner and OneNote. This integration enhances productivity and collaboration. 

When to Use the Team Site Template without a Group 

The Team Site template without a Microsoft 365 Group is suitable for scenarios where collaborative tools like group emails or shared calendars are not needed. 

Use Cases: 

1. Document Management: For organizations that migrate to SharePoint exclusively for document management, the Team Site template without a group provides a simple, standalone workspace. This option is ideal for managing documents without the additional features of a Microsoft 365 Group. 
2. Wiki/Knowledge Base: The Team Site template without a group is perfect for creating a Wiki or Knowledge Base. Users can rely on SharePoint pages for information sharing, without the need for group-related features. 
3. Employee Handbooks/Operations Manuals: Similar to the Wiki use case, the Team Site template without a group is suitable for transferring employee handbooks and operations manuals to SharePoint pages. This template allows for left-hand-side navigation, making it easier to organize and access content. 
4. AD Group Permissions Management: In scenarios where IT prefers to manage site permissions via Active Directory (AD) Groups, the Team Site template without a group provides the necessary control. This option allows for precise permissions management without shifting power to the Group/team owner. 

Conclusion 

Understanding the structure of SharePoint Online and the role of hubs and team sites is crucial for optimizing your organization’s intranet. Hubs provide improved navigation, cohesive branding, enhanced search functionality, and centralized content management. Multiple layers of hubs offer scalability, flexibility, governance, and enhanced collaboration. The Team Site template with a group is ideal for collaborative projects and departmental sites, while the Team Site template without a group is suitable for document management, Wiki/Knowledge Base, employee handbooks, and AD Group permissions management. 

By leveraging these features and templates, organizations can create a robust and efficient SharePoint Online environment that meets their diverse needs. 

Needing professional setup for SharePoint Online hubs and team sites for your company? Please reach out to our experts at any time!