A well-designed SharePoint site improves usability, collaboration, and efficiency within an organization. Whether you’re creating a Team Site for collaboration or a Communication Site for broadcasting information, following best practices ensures an intuitive, visually appealing, and functional experience.
This guide covers key best practices for designing a SharePoint site, including site structure, navigation, branding, content organization, and security considerations.
1. Plan Your SharePoint Site Before Building
Before creating a SharePoint site, take time to define its purpose, audience, and required features.
Key Planning Considerations:
✔ What is the goal of the site? (Collaboration, document management, news, training, etc.)
✔ Who will use it? (Specific teams, departments, entire organization)
✔ What type of SharePoint site is needed? (Team Site vs. Communication Site)
✔ What content will be included? (Documents, lists, pages, forms)
✔ Who will manage and update the content?
Tip: Map out the site structure on paper or use a tool like Microsoft Visio before building it.
2. Choose the Right SharePoint Site Type
Team Site (For Collaboration & Internal Use)
- Best for small groups or departments working on shared projects.
- Includes document libraries, lists, and Microsoft 365 integrations.
- Suitable for real-time co-authoring and document sharing.
Communication Site (For Broadcasting Information)
- Best for company-wide announcements, news, or training materials.
- Provides visually rich pages for engaging content.
- Limited collaboration—mostly read-only access for viewers.
Tip: Choose a Team Site for working groups and a Communication Site for broader audiences.
3. Design an Intuitive Site Navigation
A clear navigation structure helps users find content quickly.
Best Practices for Navigation:
✔ Use a consistent menu structure across all pages.
✔ Keep navigation simple—limit the number of top-level links.
✔ Use descriptive names for links (e.g., “HR Resources” instead of “Documents”).
✔ Use hub sites to connect related team and communication sites.
✔ Enable breadcrumbs for easier navigation through subpages.
Tip: Place the most frequently used links at the top of the navigation panel.
4. Customize Site Branding & Layout
A well-branded SharePoint site improves user experience and engagement.
Best Practices for Branding:
✔ Apply a custom theme that aligns with your organization’s branding.
✔ Use high-quality images in banners and web parts.
✔ Keep colors consistent with corporate identity.
✔ Use custom fonts and icons for a polished look.
Best Practices for Page Layout:
✔ Use a grid-based design for organized content placement.
✔ Balance text and visuals for readability.
✔ Use white space to avoid clutter.
✔ Use web parts effectively (e.g., News, Quick Links, Events, Document Library).
Tip: Less is more—keep the design clean and user-friendly.
5. Organize Content with Document Libraries & Lists
Proper content organization ensures easy access and document retrieval.
Best Practices for Document Libraries:
✔ Use metadata & tags instead of folders for better searchability.
✔ Enable version history to track document changes.
✔ Create document templates for consistency.
✔ Use permissions to restrict sensitive content access.
Best Practices for Lists:
✔ Use SharePoint lists for tracking tasks, contacts, and projects.
✔ Customize list views to display relevant information.
✔ Use Power Automate to automate workflows (e.g., approval processes).
Tip: Avoid deep folder structures—use metadata for better organization.
6. Optimize for Mobile & Responsive Design
Many users access SharePoint on mobile devices. Ensure your site is mobile-friendly.
Best Practices for Mobile Optimization:
✔ Use a modern SharePoint site (not classic) for mobile responsiveness.
✔ Keep the layout simple—avoid too many columns.
✔ Test the site on different screen sizes.
✔ Use the “Mobile View” option to preview how the site appears on phones.
Tip: Avoid large images or complex layouts that don’t scale well on mobile screens.
7. Implement Role-Based Permissions & Security
Controlling user access protects sensitive data and prevents unauthorized modifications.
Best Practices for Permissions Management:
✔ Use groups instead of individual permissions for easier management.
✔ Apply least privilege access—only grant necessary permissions.
✔ Enable external sharing only when necessary.
✔ Use auditing & reporting to track access and modifications.
Tip: Use SharePoint Security Groups instead of assigning permissions to individual users.
8. Automate Workflows & Processes
Automating tasks reduces manual effort and improves efficiency.
Best Practices for Workflow Automation:
✔ Use Power Automate to automate document approvals and notifications.
✔ Set up alerts and reminders for deadlines and document changes.
✔ Automate form submissions using Microsoft Forms and SharePoint lists.
Tip: Use Power Apps to create custom forms for streamlined data collection.
9. Optimize Site Performance
A slow SharePoint site reduces user engagement.
Best Practices for Performance Optimization:
✔ Minimize large images and videos—use optimized media files.
✔ Limit the number of web parts on a page.
✔ Enable content caching for faster loading.
✔ Use search refiners to improve document search speed.
Tip: Regularly audit and remove outdated content to keep the site lightweight.
10. Monitor & Improve User Engagement
Tracking site usage helps improve the experience.
Best Practices for Site Analytics:
✔ Use SharePoint Site Usage Reports to monitor traffic and engagement.
✔ Gather user feedback to identify areas for improvement.
✔ Regularly update content to keep it relevant.
✔ Provide training or guides to help users navigate the site.
Tip: Use Microsoft Clarity for advanced user behavior tracking.
Conclusion
Designing a SharePoint site requires thoughtful planning, intuitive navigation, structured content organization, and strong security measures. By following these best practices, you can create a highly functional and engaging SharePoint site that boosts productivity and user satisfaction.
Next Steps:
✔ Conduct a user needs assessment before designing the site.
✔ Continuously improve and update the site based on feedback.
✔ Leverage Microsoft 365 integrations for enhanced collaboration.