How to Set Up and Optimize Your Team Site in SharePoint

Do you want to benefit from digital collaboration? Simply follow our quick guide and set up and optimize team sites in your Microsoft SharePoint.

SharePoint is one of the leading tools for enterprises. In fact, 78% of Fortune 500 companies are SharePoint users.  

One of the attributes that makes SharePoint a great collaborative platform is its team sites.

At its core, a team site is an online workspace where teams can collaborate within their organization. It gives your team a centralized space to organize internal content and stay updated on team events

In this article, we will explain how to set up your team sites and optimize them.

Guide to Setting Up Your SharePoint Team Site

Before rolling out any new application, you should configure it to ensure it’s properly set up for every team. Follow our three best practices below to get your new team sites up and running effectively.

Edit Site Information

Adding site information is the foundation of configuring team sites. Make sure that the site name reflects the actual internal naming convention and is searchable.

Source: Microsoft

Once you’ve added the site information, proceed to customize your site. Here’s where you can apply your corporate identity through customizing theme colors and add your company logo. 

Source: Microsoft

Set up User Roles and Site Permissions

To maintain site security, make sure to assign proper user roles and site permissions. Here’s the list of Team Site user roles you can assign to your team members:

  • Site owners: Those who are able to adjust security permissions and create and delete sites.
  • Site members: Those who can moderate and collaborate on site content.
  • Site visitors: Those who can also view the site content.

Customize Your Team Site 

A site template serves as a blueprint for your team site. You can select a layout that suits your team’s requirements such as communication and collaboration.

With SharePoint’s built-in templates, it’s easy to get started with content creation, ranging from employee engagement to project management. You can further customize your site content with Web Parts.

A Web Part is a widget that allows you to add elements into your page layout. Sample widgets include lists, libraries, and other types of media such as photos and videos.

Read more: Create a team site in SharePoint

Optimizing Your SharePoint Team Site

Now that you’ve set up your team site, it’s time to optimize it to enhance its usability

Let’s explore these optimization best practices in detail.

Connect a Team Site to Microsoft 365 Groups

Modern SharePoint team sites are mostly created based on Microsoft 365 groups. But, if you’ve yet to connect your team site to Microsoft 365 groups, it’s highly recommended.

Microsoft 365 Groups enable you to collaborate with your teammates on documents without manually granting permission. That way, you’ll have additional group capabilities such as:

  • A shared inbox
  • A shared calendar
  • Task management tools

This saves you time in configuring separate site permissions for different individuals in your group. 

Read more: Connecting a team site to a new Microsoft 365 group

Add Communication Capabilities with Microsoft Teams

Collaboration and communication go hand-in-hand in any organization. Microsoft Teams is a useful tool to have in your SharePoint intranet to facilitate any communication needed for collaboration purposes.

That’s why companies create teams via Microsoft Teams and have a SharePoint team site generated from there. 

Associate Your Team Site to A Hub Site

Are you facing the issue of administering too many team sites? That’s where a Hub Site comes in. 

In essence, a Hub Site is a collection of related SharePoint sites

Source: Microsoft

To understand the value of associating your Team Site to a Hub Site, let’s take a look at this example:

Imagine that you’re managing a global marketing campaign across regional teams. Each country would likely have its own team site for campaign planning and news updates. However, these team sites are disparate. Hence, there’s no way to collectively track how the campaign is progressing.

With a Hub Site, it’s easier to keep everyone informed of events, news, and site activities related to their work.

Enhance Your Team Site’s Discoverability with Space Navigator for Office 365

Chances are, you have multiple team sites for different purposes. Your teams may collaborate across SharePoint or even on other tools like Jira and Confluence. This may lead to a collaboration nightmare. It’s a challenge to find the right information with the sheer number of sites and projects available on SharePoint and other ecosystems.

Filter-by-metadata-shadow-2

Space Navigator for Office 365 essentially adds another structured layer to your SharePoint. Your teams can now easily find the right digital space to coordinate work or search for information across all SharePoint sites and Atlassian workspaces, whether it’s by department, project, or other content types. 

Information accessibility is not the only benefit of Space Navigator for Office 365. The app facilitates cross-functional collaboration on another business platforms like Atlassian as well. 

Read more: App Silos and The Reality of Digital Workspace Connectivity

Conclusion

Now that you’ve configured your site correctly, it’s ready to be populated with news and documents. 

A well-organized team site enables your team to work effectively. With the ability to share ideas and discover insights that matter, collaborating on SharePoint has never been easier.

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