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Chanakya Jayabalan

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Are SHAREPOINT HUBSITES here to replace the traditional intranets?

With the roll out of the new Hub Site feature for SharePoint online, we can see different use cases being explained on how it can be used. From grouping sites to replacing the traditional Intranets to challenging the ready made Intranet products in the market. 

In this article we look at whether great features are delivered by Hub Sites provides out of the box, whether it be a traditional Intranet replacement can really standout as a challenge for the in-a-box products.

What are Hub sites & what you get?

Hub Site is highlighted as a site that can be used to pull multiple team & communication sites together. This brings together all these sites to roll up news and activity. Earlier in SharePoint, when we need to aggregate content from different sites, we had options of using web parts like content search or content query web part. They used to lie as a small sections of your page. Hub sites offers much here like a consistent navigation structure, look & feel & a common search across all the sites. In a way hub sites offer a great way of bringing together & organise concepts, teams, divisions or business units.

The SharePoint mobile app would also get an update to natively render hub sites & their pages, all features that a hub site offers & smooth navigation between the related sites.

The Workflow

Administrator can register an existing site as a Hub Site using the power shell command Register-SPOHubSite SiteURL. Registering a hub site from SharePoint Admin Center is yet to be made available. Site admins of Team sites & Communication sites can attach their site to the hub site. Multiple hub sites can be created in one tenant. You can attach your team site or communication site to only one hub site. 

The other half of the story

Though hub sites offer great features there are few voids or a caution that we need to know before rolling out within your organisation for better usability. 

I. Communication sites still lack the flexibility of publishing sites when it comes to content publishing & governance part is considered

II. Same set of data is shown across the hub site & in the individual team or communication site which makes the information redundant for the users 

III. With multiple hub sites, and not able to attach one team/communication site to more than one hub site, you may need to really look   how well the hierarchy hols good in your organisation

IV. If you are using a classic team site (I’m sure lot of your sites are on classic mode), the navigation will appear only on the modern pages

V. If you have a SharePoint multi-geo setup, then only sites in same geo location can be attached to a hub site (really an issue for large organisations) 

VI. The governance of the hub sites is something you need to really look in to. When users associate their sites, it doesn't impact the permissions of either the hub site or the associated sites. It's important to make sure all users you allow to associate sites to the hub site have permission to the hub site.

VII. We are yet to know when hub sites will be available for on premise. How hybrid scenarios would be is also a question. So if you are on-premise you are on a long wait. 

So coming back to the questions we had when we started:

Hub sites are really a great leap for small teams to bring together their multiple sites segregated in their workplace. Consider a sales unit spread across locations having one team site per location. Hub sites would be great for them consolidating the sales sites, seeing news across locations, search for content and able to navigate to different sites with ease. 

Are hub sites a replacement for the traditional Intranets? It’s going to be a big no at-least for now. As Microsoft claims hub sites as, "a new building block of the intranet”, they are going to be a component of your intranet & not replace them for now. But hub sites are really going to fill a void that was there in SharePoint for a long time. We need to wait and watch for future releases to see how hub sites shapes up and help improve our digital workplaces.

Have some views? Leave your comments below and spread the word.

Chanakya Jayabalan

Written by Chanakya Jayabalan

Chanakya holds an MS from BITS, Pilani has over a decade of experience in Microsoft digital platforms both on-premises & on cloud, helping customers in the journey to make their digital transformation possible. His work involves architecting enterprise scale digital platforms & integrations by making right technology choices & solutions.