Building a community site in SharePoint can foster collaboration, streamline communication, and create a dedicated space for your team or organization. Whether you’re a SharePoint administrator, a project manager, or an internal communications lead, this listicle covers essential steps and considerations to help you create an effective and engaging community site in SharePoint. From initial planning to deployment and management, you’ll find concrete tips to ensure your community site meets your needs and encourages participation.
1. Define Your Community’s Purpose and Goals
Before you start creating your SharePoint community site, it’s crucial to clarify its purpose. Are you aiming to facilitate knowledge sharing, promote team collaboration, or host discussion forums? Clear goals help determine the site’s structure, features, and content strategy. For example, a community site for a product development team might focus on document sharing and project updates, while a company-wide forum may prioritize discussions and social engagement.
2. Choose the Right Site Template
SharePoint offers several templates suitable for community sites, such as Communication Sites and Team Sites. Communication Sites are ideal for broadcasting information to a broad audience, featuring modern, visually appealing layouts. Team Sites, on the other hand, are better suited for collaboration among smaller groups, with features like document libraries, lists, and shared calendars. Selecting the appropriate template ensures your community site aligns with your community’s needs.
3. Plan Your Site Structure and Navigation
A well-organized site structure enhances user experience and engagement. Use logical hierarchies, such as main categories and subpages, to group related content. Implement clear navigation menus, including megamenus or quick links, to help users find relevant sections easily. For example, create separate sections for Announcements, Discussion Forums, Resources, and Events to streamline access.
4. Enable Community Features and Web Parts
SharePoint provides web parts designed to boost community interactions, such as Yammer web parts, Discussion boards, and News. Integrate Yammer feeds for real-time social conversations, add Discussion web parts for threaded discussions, and use News web parts to highlight important updates. These features foster engagement and create a sense of community within your site.
5. Set Permissions and Access Controls
Controlling who can view or contribute content is vital for maintaining a secure and focused community site. Use SharePoint’s permission levels—read, contribute, edit, or full control—to tailor access. For example, you might restrict editing rights to moderators or site owners while allowing all members to participate in discussions. Proper permissions prevent spam and ensure content quality.
6. Customize Branding and Design
Personalize your community site with your organization’s branding, including logos, color schemes, and fonts. Use SharePoint’s theme settings or PowerShell scripts for advanced customization. A cohesive and branded look fosters trust and makes the site feel integrated with your company’s digital environment. Consider adding custom headers, footers, and banners for a professional appearance.
7. Integrate External Tools and Resources
Enhance your community site by integrating third-party tools like Microsoft Forms for surveys, Planner for task management, or Power BI for reporting. Embedding these tools allows members to collaborate seamlessly without leaving the site. For example, a community site for project teams might include a Power BI report dashboard showing project status updates in real time.
8. Promote Engagement with Content and Events
Regularly update your site with fresh content such as news, success stories, or member spotlights to keep users engaged. Use SharePoint’s calendar web part to promote upcoming events, webinars, or meetups. Encouraging user-generated content, like discussion threads or photo galleries, helps build a vibrant community atmosphere.
9. Set Up Search and Tagging for Discoverability
Effective search capabilities are essential for a thriving community site. Use metadata, tags, and content types to categorize content, making it easier for members to find relevant information quickly. Enable SharePoint’s modern search web parts to improve discoverability, especially for large communities with extensive content.
10. Monitor, Maintain, and Iterate
Once your community site is live, regularly monitor usage analytics to understand member engagement patterns. Use SharePoint’s built-in analytics or integrate Power BI dashboards for deeper insights. Gather feedback from users to identify pain points and areas for improvement, then iterate your site’s design and features accordingly. Continuous maintenance ensures your community remains active and relevant.
How to Choose
When selecting features and configurations for your SharePoint community site, consider your community’s size, purpose, and engagement style. Larger organizations might need advanced permissions and custom branding, while smaller teams may prioritize simplicity and quick setup. Focus on features that promote interaction—like discussion boards and social feeds—and ensure your site’s structure aligns with user workflows. Also, evaluate your technical resources and whether you need custom development or third-party add-ons.
Frequently Asked Questions
Can I create a community site in SharePoint Online and SharePoint Server?
Yes, but SharePoint Online offers more modern templates, web parts, and integrations, making it easier to build an engaging community site. SharePoint Server may require more customization and is limited to classic site templates.
What are the best web parts for community engagement?
Yammer web parts, Discussion web parts, News, and Events are highly effective for fostering interaction and sharing updates within your community site.
How do I manage permissions for large communities?
Use SharePoint groups and permission levels to assign roles systematically. Consider creating separate groups for moderators, contributors, and viewers to streamline management.
Can I integrate Microsoft Teams with my SharePoint community site?
Yes, you can embed Teams channels or links within SharePoint pages, enabling seamless communication between your community site and Teams environment.
How do I ensure my site remains secure and spam-free?
Implement strict permission controls, enable moderation for discussion boards, and regularly review user activity to prevent spam and maintain content quality.
Final Thoughts
Creating a community site in SharePoint is a strategic way to foster collaboration, share knowledge, and strengthen organizational culture. By carefully planning your site’s structure, features, and management practices, you can build a vibrant digital space that encourages participation and drives engagement. Remember to continuously monitor usage, gather feedback, and adapt your site to evolving community needs—success lies in ongoing refinement and active moderation.
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