Suggestions required for organizing all projects running under a department

[Karthikeyan Palanisamy]

Dear all,

In our department we have 100s of projects executed every year. Currently we are organizing the projects in this way (please find the inserted message). 

1. On a top level, all projects are arranged year wise

2. Second Level - If we drill down any particular year, each sub-entities within the department

3. Third level - Individual projects with the sub-entity of the department

4. Final level - various items like project description, requirements, Milestones etc 

What is the problem?

Our main problem is the way we organize the documentation -   knowledge and documentation management. Hence the information that is hidden within the project are literally "hidden" and the knowledge is not known to anyone outside (unless and until we manually search for it using the search feature).

My question to the community:

1. I just want to know whether any tags that can be attached to each and every article or document page that will make the search process even more easier (like the tags in Stackoverflow)

2. Is there any  best practices to arrange all the projects within a department which will help me to adopt.

Please let me know if you have any further questions.

Thank you. 

[Alex Koxaras -Relational- · Accepted solution]

Hi @Karthikeyan Palanisamy

Labels (a.ka. tags) are very helpful in organizing your content, as well as, using them in search macros. So I would definitely suggest to start using them.

Now, for organizing your content, there is no secret ingredient to match all companies. You could try and read the following articles:

• https://www.atlassian.com/software/confluence/guides/get-started/best-practices
• https://www.atlassian.com/blog/confluence/internal-content-organization-tips

However everything leads to Information Architecture (A.I. wikipedia article here). Some useful links could be:

• https://www.uxbooth.com/articles/complete-beginners-guide-to-information-architecture/
• https://careerfoundry.com/en/blog/ux-design/a-beginners-guide-to-information-architecture/
• https://www.usability.gov/what-and-why/information-architecture.html

Hope all the above help you a bit.

Regards,
Alex