Today more and more companies are embracing the cloud-based Productivity Tools required for a distributed workforce and are increasingly moving towards cloud-based SharePoint online or Microsoft 365. Microsoft SharePoint is a robust collaboration platform developed by Microsoft that allows sharing, editing, and storing of documents by multiple users simultaneously in a shared location.
SharePoint is a collaboration and communication platform used to build an organization’s intranet. It also facilitates file collaboration across the entire Microsoft 365 ecosystem. This is essential to understand that SharePoint is not a tool like Word or Excel; it is not something you can install, and everybody gets the same thing. SharePoint Online contains a built-in cloud storage system that is included with your Microsoft 365 subscription so that the members of your organization can access files anywhere safely and collaborate with others in real-time. Modern SharePoint is much more flexible to fit the organization’s needs today and the needs that change over time.
Imagine the SharePoint site as a box, and inside of this box are all your lists and document libraries. These boxes are linked together in a structure called a hierarchy, and the collection of these boxes is site collection since they are all connected through a superior site which is called the root site. In SharePoint Online, all sites are site collections and are connected to a hub called the hub-sites.
SharePoint communication sites are for communication. Communication sites enable you to broadcast your message to a broader audience. Permissions for communication sites are derived from SharePoint groups, whereas permissions for team sites are based on settings in Microsoft 365 groups.
SharePoint pages places used to display content within a SharePoint site. These pages are used to present content to the end-users. Generally, there are two different types of pages: Navigation pages which act as a jumping-off point for end-users to navigate the site. For example, the homepage of your intranet is a type of navigation page that presents different categories and potentially some high-level information. And secondly, destination pages contain the bulk of content that end-users are looking for. These pages usually built around a specific Navigation page.
Web parts are server-side controls that are running inside the context of Microsoft SharePoint Foundation site pages. These building blocks of pages appear on a SharePoint site and used to customize the user interface (UI) of a site page.
Each organization has their information architecture which includes different roles, and each role plays an integral part in the ongoing maintenance of organizational information architecture. There are three distinct stages – Planning, Implementing, and Maintenance and each role plays an essential part in each stage. Let us have a closer look at the roles and the stages.
The organization intranet owner(s) consists of decision-makers and job functions to manage your organization’s intranet’s overall direction and coordination. Organizational intranet owners spend most of their time working on planning and implementing the global and hub level navigation. Organizational intranet owners usually work with business owners or departments and IT admins to specify global and hub-level navigation.
Departmental business owners characterize the large areas of an organization, like human resources, marketing, and engineering. The Departmental business owners work with the organizational Intranet owners to secure their area of the business is well-represented in global and hub navigation.
IT admins work together with organizational intranet owners and departmental business owners to execute high-level navigational structures. They directly involved in planning, implementing, and maintaining information architecture as the business changes and scales. IT admins also help implement governance policies for site creation and its usage.
Hub owners, manage the hub-level of content, branding, permissions, and navigational elements for hubs in the organization’s intranet. They work together with departmental business owners and IT admins in planning, creating, and managing hubs throughout the lifecycle of the organization’s intranet architecture.
Site owners handle site-level of content, branding, permissions, and navigation. Depending upon the needs of the business and its users, site owners can effortlessly associate their sites with hubs.
Content creators are the ones who are responsible for keeping the site content updated regularly. The Content creators work together with the site owners during the implementation and management stages. They also give permission to change sites and pages.
Content consumers are not represented as anyone because it can be anyone who is using and viewing content throughout the three levels of navigation – global, hub and local. Intranet owners, departmental business owners, hub owners, and site owners regularly engage with the content consumer to ensure that the right content is findable and usable.
Conclusion: This article aimed to help you understand your role in a SharePoint Online collaboration and how to work most effectively with your teammates. If you would like more information on how Office 365 can help your team collaborate, or if you would like to learn more about SharePoint Online Collaboration, contact us today.