Forum Discussion
New to Sharepoint and Teams_best practice for creating client folders/site
We are a small landscape design/build company moving from Microsoft 365 Family to Microsoft 365 Business Standard.
Currently, we use a traditional folder system:
Clients > Client Name > project files
Each client folder contains estimates, proposals, Vectorworks CAD drawings, site data, photos, PDFs, spreadsheets, and other project documents.
We also have other company folders for employees, equipment, systems, vendors, templates, and SOPs.
We have four office users who need to access and collaborate on these files through SharePoint/Teams.
What is the best practice for setting this up?
Should we use one SharePoint site with document libraries, separate SharePoint sites by department/category, or organize everything through Teams channels?
I’d like to understand the best way to use SharePoint and Teams without simply recreating an old folder system incorrectly.
1 Reply
Hi terdahl, for a small company I would avoid making one Team or one site per client unless permissions are very different for each client. A clean starting point is one SharePoint site for company documents, with libraries like Clients, Templates, Vendors, Equipment, and Internal Operations. Inside the Clients library, use folders or metadata by client and project, then only create separate Teams or channels where people actually need chat, meetings, and task collaboration around that work.
