Designing a System That Made Sense

Once we chose SharePoint, the next challenge was figuring out how to structure it in a way that felt natural to the people using it. This wasn’t about building a complex portal or replicating corporate intranets—it was about creating a system that matched how the team already worked, communicated, and collaborated.

To meet those needs, we designed two connected SharePoint sites:

  • A communication hub focused on orientation, updates, and shared knowledge

  • A collaboration space built into Microsoft Teams for working together behind the scenes

While only the Communication Hub has been fully implemented, both components are intentionally designed to work together.

Simple illustration of a loudspeaker with sound lines emanating from it, colored in blue and orange.

Communication Hub (SharePoint)

Purpose: Orientation, updates, and shared knowledge

Users: Volunteers, board members, staff, ambassadors

Key Features:

  • Onboarding content and quick-start guides

  • Announcements pushed via Power Automate

  • Resource library with tagged documents

  • Media highlights and people directory

Design Focus: Clarity, structure, and ease of access

Tone: Welcoming and informative

    • Replaces scattered platforms with a single, unified dashboard

    • Surfaces essential actions (training, events, tools) without digging

    • Ends the “where was that link?” loop across emails and drives

    • Links users to the Teams space most relevant to their role (board, staff, volunteers)

    • Reduces noise by limiting access to only what's needed

    • Supports clearer workflows across varied user responsibilities

    • News and announcements are pushed via Power Automate and displayed on the hub

    • Team members receive automated emails when content is added or updated (e.g., announcements, documents)

    • Chat is embedded within role-specific Teams channels for in-context conversation

    • Social media feeds keep users connected to the public-facing mission

    • Teams-linked SharePoint folders auto-store shared files—no duplication

    • Enables real-time co-editing of forms, agendas, and updates

    • One location for policies, procedures, and templates across roles

    • Power BI dashboards visualize progress and outcomes

    • Media Highlights showcase impact stories and boost morale

    • Everyone sees how their work connects to the mission

    • Central access reduces delays and repeated questions

    • Power Automate triggers alert users when content is updated—no need to guess when to check back

    • Event calendar ensures consistent coordination across teams

    • People Directory speeds up communication and accountability

    • Structure supports users with ADHD or executive function challenges

    • Information is no longer gatekept through informal channels

    • Visual design, iconography, and consistent layout support all tech comfort levels

    • Power Automate triggers email notifications when:

      • A new announcement is posted

      • A document in the resource library is updated

      • A team channel is created or modified

    • Ensures users are prompted to engage with the hub, increasing participation without manual reminders.

    • Reduces admin time spent sending repetitive messages or chasing follow-ups

Illustration of two people connecting puzzle pieces representing teamwork or collaboration. The puzzle pieces are blue and orange, with the people depicted as simple blue icons.

Collaboration Space (Teams + SharePoint)

Purpose: Synchronous and asynchronous teamwork and cross-functional collaboration

Users: Staff and core team members

Key Features:

  • Role-specific Teams channels

  • Auto-linked SharePoint folders

  • Real-time document co-editing

  • Embedded chat for in-context communication

Design Focus: Reducing friction and supporting ongoing work

Tone: Focused and action-oriented

A Closer Look at the Communication Site

The SharePoint site itself is internal and only accessible to members of the organization. The interactive mockup below represents the Communication Site—the internal homepage designed to support onboarding, updates, and shared resources across roles.

While it doesn’t include the collaboration space built into Microsoft Teams, this demo reflects the layout and structure of the main SharePoint experience. Click any section to explore how different areas were designed to support access, clarity, and cross-role visibility.

How Collaboration is Evolving

While the Communication Site reflects a complete and structured solution, the collaboration space within Microsoft Teams is still being developed in partnership with the client. We're actively exploring how to support real-time teamwork and document sharing in ways that feel intuitive and aligned with how the team already works. Rather than finalizing that space up front, we’ve taken an iterative approach—learning the platform together, testing configurations, and adjusting based on real-world use. This collaborative build process will continue as part of the training and long-term ownership strategy.

From Solution to System

As we moved from exploration to implementation, the project’s scope evolved significantly. What began as a solution for volunteer onboarding transformed into something broader and more foundational: a central hub for team-wide communication, collaboration, and knowledge sharing.

The volunteer orientation page still mattered, but it became one part of a larger system designed to support everyone involved with the organization—from program ambassadors and board members to staff and volunteers.

What We Built

The final SharePoint Communication Site was structured around real team needs, with five core areas:

  • Volunteer Orientation Page – Onboarding content, quick-start guides, and links to training resources

  • Media Highlights – Press coverage and partnerships that support storytelling

  • Connect With Us – A directory and guidance on who to contact for what

  • News & Announcements – Automated updates accessible across time zones

  • Resource Library – A tagged, searchable collection of shared docs and templates

Collaborative Build Process

This solution didn’t start with a pre-selected tool—it grew from listening closely to the team’s needs and constraints. SharePoint wasn’t chosen because it was familiar to us. In fact, we hadn’t previously used it in a design capacity. What made it the right fit was its alignment with the organization’s existing workflows and the potential it offered for long-term sustainability.

As we built, we approached the platform as learners and designers. We explored how different web parts functioned, tested layouts, and made usability-driven decisions with the team’s future in mind. Since the founder and team would ultimately manage the site themselves, we focused on making everything approachable. That meant translating technical processes into clear steps, streamlining editing workflows, and building a system that wouldn’t require outside support to maintain.

The build was highly collaborative. We partnered closely with the CTO to configure permissions, embed useful apps, and align with Microsoft 365 best practices. We also consulted individual team members to make sure the structure reflected their roles, needs, and insights.

What started as a solution became something deeper: a shared space built with intention—and built to last.

How the System Supports Real Work

Tools only work when people know how to use them. Select “Training & Ownership” to see how we created clear pathways and practical support for the team.