Communication sites are one of modern SharePoint’s most used and popular features, providing a set of templates that support digital communication and the creation of an enterprise intranet.
We often get asked about the best way to use SharePoint communication sites. In this article we’re going to go a deep dive into communication sites. We explore what a SharePoint communication site is, the main elements, the most popular use cases and their associated benefits, and also when to use communication sites rather than team sites.
What is a SharePoint communication site?
Communication sites were first introduced with SharePoint modern and still remain incredibly useful. It remains a modern SharePoint template that is frequently used as part of SharePoint Online.
Communication sites are primarily designed to help people communicate to wider groups about a particular project, group, process, department, team or topic. Microsoft themselves say a communication site is “designed to inform and engage.”
What are the main features of a SharePoint communication site?
SharePoint communication sites have a number of key features.
Pages
A communication site is a site that is usually made up of a number of different number of pages, with additional items such as news, events and quick links. Microsoft guidance is useful here in distinguishing between two different types of pages – navigation pages which guide
readers towards the information they need – and destination pages that then present information to read. There is some overlap between the two, but the distinction is a useful way to think about structuring a communication site, with an overall first “landing page” often acting as the entry point (a navigation page) towards the contents of the site.
Within each SharePoint page within a communication site there will then be a number of different web parts; these are the building blocks of SharePoint and make up the different components or widgets on a page such as news, links or document libraries.
News
As communication sites are about communicating, news is often one of the most important features. The News web part is attractive and easy for publishers to use, so can help support a decentralised publishing model.
Hero area
The Hero web part often sits at the top of a SharePoint communication site and is a visually striking way to spotlight particular content or news items and engage visitors. The hero area typically features a number of images chosen by a site owner with accompany text, with each linking to the relevant item.
Document library
SharePoint is frequently used as a document management solution in its own right, and a communication site will often feature a document library, for example for relevant reference documents. There are options to use different web parts to embed a document to read within a page, display a list of latest documents and more.
SharePoint list
Regular readers of this blog will know that we are big fans of SharePoint lists at Content Formula. Lists are an efficient and flexible way to store, manage and present information and data and establish one source of truth. For example, a SharePoint List in a communication site could present a list of first aiders, databases subscribed to, approved suppliers, a list of offices and so on.
Quick links
Communication sites often provide links to useful resources both included within the site, but also on other SharePoint sites or even external websites. The Quick Links web part is a versatile way to present frequently-used links.
People and contacts
The People web part allows you to display a summary of key contacts, and links to their profiles. It can be used to introduce a team, display a page contact, show who the leaders of a function are and more.
Events and group calendar
The Events web part can be used to advertise upcoming events and encourage registrations. Events can be presented in a calendar format and it is also possible for a person to add an event to their own personal calendar. You can also use the events calendar to display important dates such as milestones, deadlines or holidays.
Navigation
A SharePoint communication site will also have its own navigation to support browsing around the site. In simple sites this will likely be basic, but more complex sites will need an intuitive and user-focused navigation to improve findability.
Other web parts
There are multiple other web parts that can be added to a communication site. Many of these are available out of the box in SharePoint Online. However, an intranet solution product like Lightspeed365 adds multiple extra features that can be added to a communication site, helping to increase the adoption and value of any site.
Using SharePoint communication site templates
One of the most helpful things about communication sites is that there are a number of different templates suited around different use cases which can give you a head start on creating your own communication site. Each template comes with a set of default web parts already
installed, and you can then remove or add your own, to create a site and design that is suited to your needs.
At it’s most basic there is a “topic” template to share information on a particular theme and a “showcase” template that uses images to showcase something like a product or event. There is also a blank SharePoint communication site template that gives you a starting canvas to create your own design. In addition, there a number of other useful communication site templates to meet different use cases, including.
- Brand central
- Crisis management
- Department
- Human resources
- Organization home
- Event
- Leadership connection
- Learning central
- New employee onboarding
- Volunteer centre
When should you use a team site rather than a communication site?
As well as templates for communication sites, there are also templates for SharePoint team sites. These are intended to be used less as a general communication resource, but more as a place for collaborating and knowledge sharing, usually across a smaller team or group.
What are the use cases for a SharePoint communication site?
SharePoint communication sites are both flexible and versatile and can be used for many different business use cases.
Employee communication from a department, team or location
Unsurprisingly, communication sites are designed for communication! Philosophically, SharePoint is built on a flat, decentralised structure
that potentially empowers different parts of an organisation to manage their own employee communications independently of say a central internal communications function. While that has both upsides and downsides, a communication site provides a strong vehicle for employee communications from a specific department, division, function, team or location, that sometimes might sit outside an intranet.
This could provide information about a department, but for larger departments it could also serve for news for people within that group.
Information site or knowledge hub on a topic, process or initiative
Communication sites are also excellent for collating resources and information on a particular topic or process that will be relevant for employees. For example this could be a knowledge hub or an area such as Health & Safety or Cybersecurity, or perhaps a resource relating to a particular process. It might also be a site for an initiative such as a wellbeing program.
A portal for a specific group
A communication site could also be an information resource site aimed at a particular group of employees. A high value use case is a hub for new starters that supports the onboarding process and could include checklists, welcome videos and more – all to help them settle in and have a great start to working at the company.
Community sites
A communication site can also be more of a community site which supports interaction between a group of employees. It can focus on news and resources, but then also have a Viva Engage web part embedded for
discussions and knowledge sharing. It is possible that use case may be better served by a team site if it is a smaller group.
Self-service learning site
A SharePoint communication site also can be a good place to include learning resources that provides “how to” information and guidance on a self-serve basis. This can a wide different variety of topics. For example, a common type of “learning site” found in the digital workplace is guidance on how to use Microsoft 365 and which tool to use when. Again, an embedded Viva Engage community can also be a place for people to ask questions to experts.
Parts of the intranet
A SharePoint Online intranet usually consists of a collection of different sites tied to together with a common navigation, additional consistent branding, content types and more. Individual communication sites within a wider intranet might relate to different regions, functions, departments and topics such as wellbeing and strategy and more.
A simple intranet for a small company
A communication site can act as a very basic intranet for a small company that has simple and straightforward information needs. However, this isn’t always the best option as usually a more sophisticated approach may be required.
SharePoint home site
A communication site can be turned into your SharePoint home site, which could be a top-level site for your organization and might equate to your intranet home page (and could actually be that) and will act as employees’ default starting point, as well as defining some of the default settings for other communication sites. It can also power Viva Connections, which requires a home site to be enabled.
Need advice on using SharePoint communication sites? Get in touch!
SharePoint communication sites are highly versatile and can be used for a variety of communication needs. They are an important part of any SharePoint or Microsoft 365 digital workplace and also can be a major component of your intranet.
Need help or advice on getting the best out of your SharePoint communication sites? Then get in touch!
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