SharePoint Site Planning Workbook
The Container Method — a practical, end-user way to plan sites that actually work.
Simply SharePoint • Container Method
How to Use This Workbook
This is a traditional, fill-as-you-go workbook. Type directly into the fields, print it, or export to PDF. Follow the four steps: Define Purpose → Inventory Content → Design Organisation → Plan for Success.
Pro tip: Keep your first container simple. Aim for 3–5 categories and minimal folder nesting. Iterate after launch.
Project
Team
Resource
Process
Container Concept — Quick Reference
The 4 Core Principles
- Purpose First — decide what the container is for before picking features.
- Content Focus — organise around real work content, not buttons.
- User-Centred — mirror how the team actually works.
- Simplicity — 3–5 main categories, tops.
Container Types (pick one)
| Type | Best For | Examples |
|---|---|---|
| Project | Specific initiatives with start/end dates | Campaigns, launches, events |
| Team | Ongoing collaboration in a stable group | Department sites, working groups |
| Resource | Shared knowledge & reference | Template/brand libraries, knowledge bases |
| Process | Repeatable workflows | Approvals, onboarding |
Worksheet 1 — Purpose Definition
Basic Information
Purpose First, Features Later.
Write the purpose like a one-sentence job description for the container.
Write the purpose like a one-sentence job description for the container.
Develop the Purpose
Step 1 — Initial Purpose Statement
Step 2 — Specificity Check
Answer and refine.
- What specific work will this container support?
- Who will use it?
- Timeframe (ongoing or dates)?
- What outcomes do you need?
Step 3 — Final Purpose Statement
Step 4 — Boundary Test (what doesn’t belong here?)
Worksheet 2 — Content Inventory
List the real business content that will live inside the container.
| Content Type | Description | Who Creates | Who Uses | How Often |
|---|---|---|---|---|
| | | | | |
| | | | | |
| | | | | |
| | | | | |
| | | | | |
Other Content Types
Content Relationships
Worksheet 3 — Organisation Design
Step 1 — Natural Groupings
Step 2 — Create 3–5 Categories
| Category | Content Included |
|---|---|
| | |
| | |
| | |
| | |
| | |
Step 3 — Organisation Test
Scenario 1:A new team member needs the current status. Where do they look?
Scenario 2:Someone needs a specific document type. How do they navigate to it?
Scenario 3:The team needs to collaborate on something new. Where is it created?
Step 4 — Pick a Container Type
Why did you choose this type?
Worksheet 4 — Plan for Success
Naming Conventions
Permission Strategy
| User Group | Access Level | Reason |
|---|---|---|
| | | |
| | | |
| | | |
Training Needs
Maintenance & Review
Assign ownership and cadence.
Templates & Checklists
Purpose Statement Template
“This container will [specific action] for [specific users] to [specific outcome] during [timeframe].”
Container Planning Checklist
Purpose Definition
Content Inventory
Organisation Design
Success Planning
Team Planning Meeting Agenda
- Intro (10m) — Container principles, objectives, expectations
- Purpose (20m) — draft, refine, agree
- Inventory (20m) — brainstorm types, relationships, creators/users
- Organisation (20m) — group, scenario test, select container type
- Success (15m) — setup needs, owners, next steps
- Wrap (5m) — decisions, actions, follow-up
Implementation Guide — Your First 2 Weeks
Week 1 — Plan & Prepare
- Finish Worksheet 1 (purpose) and share with stakeholders
- Complete Worksheet 2 (inventory) with examples
- Draft categories in Worksheet 3 and scenario-test
- Pick your container type
Week 2 — Set Up & Launch
- Create the site structure and apply naming conventions
- Configure permissions by user groups
- Migrate initial content and create starter templates
- Train the team; launch, monitor, and iterate
Start with a pilot container. Win trust with quick results, then scale the pattern.
Troubleshooting & Common Issues
Low user adoption?
- Re-check purpose and organisation against real workflows
- Simplify categories; retrain on the method
- Gather feedback and iterate
Container becoming messy?
- Re-state naming conventions and examples
- Assign maintenance roles; schedule tidy-ups
- Shallow folders; move structure into metadata & views
Needs evolved? Revisit the purpose, re-inventory content, and update categories or even the container type.
