If you’ve worked with SharePoint for a while, you might remember the old days of subsites—where sites were deeply nested under one another in a rigid hierarchy. Those days are over!
Today, SharePoint follows a flat site structure, which makes it easier to manage, scale, and connect sites. But how do you structure your SharePoint sites now? Enter hub sites—the modern way to organise and connect related sites.
In this guide, I’ll explain how SharePoint’s flat structure works, the difference between sites and hub sites, and best practices for creating and connecting sites in your organisation.
SharePoint’s Flat Structure Explained
In the past, SharePoint used a hierarchical site collection model, where each site collection had subsites beneath it. The problem? Subsites inherited settings (like navigation and permissions) from their parent site, making changes difficult and migrations a nightmare.
Now, SharePoint follows a flat site structure, meaning:
✔️ Every site is a standalone site collection
✔️ Sites don’t sit under each other—no more subsites
✔️ Sites can be linked together using hub sites
This approach improves flexibility, scalability, and security because sites are independent but still connected where needed.
What Is a SharePoint Site?
A SharePoint site is a standalone workspace designed for teams, projects, or business units to collaborate and store documents.
There are two main types of sites:
1️⃣ Team Sites (Collaboration-Focused)
✔️ Used for team collaboration, projects, or department work
✔️ Comes with a document library, lists, and integration with Microsoft 365 apps
✔️ Can be connected to a Microsoft 365 Group and Teams
📌 Best for: Internal teams, working groups, document sharing
2️⃣ Communication Sites (Information-Focused)
✔️ Used for publishing information, not collaboration
✔️ Great for company-wide announcements, HR policies, or IT resources
✔️ Has a modern layout with news, events, and web parts
📌 Best for: Intranets, department home pages, corporate communications
What Is a Hub Site?
A hub site is a special type of SharePoint site that connects multiple related sites together. It’s not just a site—it’s an organisational structure that groups sites under a common theme.
Benefits of Hub Sites
✔️ Consistent branding & navigation – All connected sites share a unified look and feel
✔️ Search across all sites – Users can find content across connected sites
✔️ Roll-up content – News and events from connected sites appear in a centralised feed
✔️ Flexible & scalable – Sites can be added or removed from a hub as needed
📌 Think of a hub site as a “parent” that connects related sites, but doesn’t control them—each site remains independent.
When to Use a Hub Site
Not every SharePoint site needs to be a hub site! Use a hub site when you need to group related sites for easy navigation and organisation.
Best Use Cases for Hub Sites
✅ Departmental Sites – HR, IT, Marketing, Finance each have their own sites but are connected to a company-wide hub
✅ Project Management – Different project sites connected under a Project Management Office hub
✅ Regional Offices – Local office sites connected under a global intranet hub
✅ Product or Service Areas – Product-specific sites linked to an overall brand hub
🚫 When NOT to Use a Hub Site:
- For small teams – If you only need one site, no need for a hub
- If permissions vary significantly – Hubs don’t enforce security settings across sites
- For one-time projects – Short-term sites don’t need a hub
Best Practices for Creating SharePoint Sites
Before you start creating sites left and right, follow these best practices:
✔️ Plan your site structure first – Think about how sites will be used before setting them up
✔️ Use a flat structure – No subsites, only top-level sites linked to hubs
✔️ Keep names clear and simple – Avoid vague names like “Miscellaneous”
✔️ Enable sharing and permissions carefully – Use SharePoint groups instead of direct user permissions
✔️ Standardise templates – Use site templates to keep sites consistent
How to Create a New SharePoint Site
Creating a site in SharePoint is simple:
1️⃣ Go to the SharePoint Admin Center (or from your organisation’s SharePoint home page)
2️⃣ Click Create Site
3️⃣ Choose Team Site (if for collaboration) or Communication Site (if for publishing)
4️⃣ Give your site a name and description
5️⃣ Select whether to connect it to a Microsoft 365 Group (for team sites)
6️⃣ Set up permissions and members
7️⃣ Click Finish—your site is ready!
How to Connect a Site to a Hub Site
If your site is part of a larger structure, you may want to connect it to a hub site. Here’s how:
1️⃣ Go to the SharePoint Admin Center
2️⃣ Under Active Sites, find the site you want to connect
3️⃣ Click Edit Hub Association
4️⃣ Select the hub site from the dropdown list
5️⃣ Click Save
Now, your site will share navigation, branding, and search functionality with the hub.
💡 Tip: You can also connect a site to a hub from the site settings by clicking Site Information > Hub Association.
Final Thoughts: Build a Scalable SharePoint Structure
Gone are the days of deep, messy site hierarchies. SharePoint’s flat structure and hub sites make it easier than ever to organise content without the headaches of subsites.
By following best practices—creating standalone sites, using hubs for grouping, and setting up clear navigation—you’ll ensure your SharePoint environment stays clean, organised, and easy to use.
🚀 Ready to simplify your SharePoint structure? Start by mapping out your sites and hubs today!
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