Any best practices on how to organize spaces in Confluence

Susanne Kollender
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August 25, 2023

Hi,

has anybody some tips and tricks to share on how to organize spaces in Confluence? The number of spaces in our site is increasing and we need to cluster the content. 

Thanks and best regards

Susanne 

 

4 answers

2 votes
Pavel Junek
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August 25, 2023

Hi @Susanne Kollender,

Welcome to Atlassian Community!

You can read for eg. this Atlassian manual - Confluence best practices or The Marie Kondo guide to organizing your content 

Pavel

Iresh Rupasinghe August 25, 2023

You can find more knowledge sources in following video.

https://www.youtube.com/@confluencebyatlassian

0 votes
Halyna Kudlak _SaaSJet_
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August 25, 2023

Hi @Susanne Kollender ,

Here are some tips that could help you:

1. Make sure that the names of the spaces are consistent and self-explanatory. This will help users to find what they're looking for more easily.

2. Use prefixes or suffixes to indicate the type of space (e.g., "HR - Onboarding", "Fin - Documentation")

3. Use categories to group related spaces together.

4. Use labels - you can add them to pages or even spaces, and users can search based on these labels.

Hope this helps you a bit,

Best regards,

Halyna

0 votes
Joanna Weber August 25, 2023

It can be helpful to do this as a collaborative whiteboard exercise - map out the hierarchy of information, such as by product line, then by individual product - and then get people to sort pages into "buckets": essentially, what do people call things? Interviewing a few of your colleagues might help, because the terms and categories they use are the terms they'll use for searching, then running an internal poll with a card-sorting question.

If you have access to analytics, even better: what actual words do people use for searches? Those should be your category headings, with the most-searched pages requiring the fewest clicks to reach.

The more you can do on a scrap of paper and a sharpie, the easier you'll find it when actually organising your pages, because it's more about finding a common approach to categorizing than it is about physically moving files.

0 votes
Rilwan Ahmed
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August 25, 2023

Hi @Susanne Kollender ,

Welcome to the community !!

You can organize the contents in the spaces but, Organizing the spaces is not actually very easy.

I have some suggestions that could help you. 

  1. Grant create space permissions only for actual required users and not for all users. So that unnecessary spaces are not created. 
  2. Create a flow to create a space. i.e. A request should be made to Confluence admin, get relevant information on why they need the space and why can't existing space be used etc. 
  3. Categorize spaces, add labels. This link has some ways to categorize spaces

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