SharePoint TermStore is a powerful tool that allows organizations to manage metadata and classify content within SharePoint. When used correctly, it can help ensure that content is consistent and easily searchable, making it a valuable asset to any organization. In this blog post, we will cover some best practices for using SharePoint TermStore effectively.

Plan your TermSet hierarchy:

Before you start creating TermSets in SharePoint TermStore, it’s essential to plan your hierarchy. This will help you to create a structured and organized system for classifying your content. You should consider the types of content you have and how they relate to each other. You can create a parent-child relationship between TermSets or add sub-terms to existing TermSets. The key is to keep it simple and not create too many levels or sub-terms.

Use Managed Metadata Columns:

Managed metadata columns are a type of column in SharePoint that allows you to add metadata values from TermStore. They can be used to categorize content, making it easier to find and filter. It’s essential to ensure that the Managed Metadata column is set up correctly so that the TermSet you want to use is available. Furthermore, consider creating a custom Managed Metadata column if the default column doesn’t meet your requirements.

Train your Users:

While SharePoint TermStore is a powerful tool, it’s only effective if your users know how to use it. Therefore, it’s essential to provide training to your users on how to use the TermStore effectively. This includes educating them on the hierarchy of TermSets, how to use Managed Metadata columns, and how to create new terms. You can also provide a controlled vocabulary, including examples of terms and their use cases, to ensure that users can correctly classify content.

Implement Governance Policies:

As with any other SharePoint feature, governance policies are essential to ensure that the TermStore is used consistently and effectively. This includes policies for creating new TermSets, adding new terms, and updating existing terms. You can also set up approval workflows to ensure that changes to the TermStore are reviewed and approved before being implemented.

Regularly Review and Update:

The TermStore is not a one-time setup process. It requires regular review and updates to ensure that it remains relevant and effective. Therefore, it’s essential to schedule regular reviews of the TermStore to check for outdated terms and ensure that the hierarchy is still appropriate. You can also get feedback from your users to identify any issues or changes required.

In conclusion, SharePoint TermStore is a powerful tool that can help organizations manage metadata and classify content effectively. By following these best practices, you can ensure that your TermStore is well-structured, well-managed, and effectively used by your users.

Door Anouck

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