Summary
The article explores the various types of SharePoint sites and provides guidance on selecting the right workspace based on team size, collaboration needs, and project goals. It offers practical tips for choosing between communication sites, team sites, and other SharePoint options to optimize productivity and engagement.
Body
Understanding SharePoint Sites
In Microsoft 365, SharePoint sites are your digital collaboration and communication hubs. Each site has a unique purpose and design, tailored to specific organizational needs.
Two Primary Site Types
Team Sites: Collaborative Workspaces
Purpose
Team sites are dynamic, collaborative environments designed for collective work and real-time project management.
Key Features
- Shared document libraries
- Collaborative editing capabilities
- Integrated tools for team productivity
- Comprehensive project tracking
Ideal For
- Research project teams
- Department working groups
- Course project collaborations
- Small team initiatives
What Comes with a Team Site
- Microsoft Planner board
- Shared OneNote notebook
- Group email address
- Shared calendar
- Microsoft Teams integration
Access and Permissions
- All team members can create, edit, and view content
- Flexible permission settings
- Option to grant external access to specific documents
Communication Sites: Information Broadcast Platforms
Purpose
Communication sites are designed for wide information distribution and streamlined content sharing.
Key Features
- Intuitive, user-friendly interface
- Centralized information display
- Easy content navigation
- Professional presentation
Ideal For
- Departmental intranets
- Institutional news portals
- Event announcements
- Policy and resource sharing
Content Management
- Limited editors (typically administrators)
- Wide viewer access
- Designed for one-to-many communication
Site Interface Comparison
Team Site Interface
- Sidebar navigation
- Focus on collaborative activities
- Panels showing:
- Site news
- Recent activity
- Document previews
- Editable by all team members
Communication Site Interface
- Top menu navigation
- Emphasis on content showcase
- Section panels for:
- Events
- Announcements
- Important information
- Customizable page layouts
Choosing the Right Site
When to Use a Team Site
- Ongoing collaborative work
- Frequent document sharing and editing
- Need for real-time team communication
- Project-based initiatives
When to Use a Communication Site
- Broad information dissemination
- Organizational announcements
- Resource sharing
- One-way communication needs
Best Practices
- Clear Purpose: Define the site's primary goal before creation
- Permissions Management: Carefully control access
- Regular Maintenance: Keep content current and relevant
- Consistent Branding: Align with institutional design guidelines
Getting Started
- Identify your primary communication or collaboration need
- Select the appropriate site type
- Invite relevant team members
- Customize and populate your site