Keep taxonomies relatively shallow

Where possible, keep taxonomies to fewer than four levels. Some use cases may require a deeper structure, but a wide, shallow taxonomy is generally easier to navigate than a narrow, deep one. By creating a far too comprehensive taxonomy, you risk creating a system that nobody wants to use because of its sheer complexity.

Have at least two entries in every subcategory

If a subcategory only contains a single entry, consider moving the entry up one level.

Make sure each category has a clear purpose

If categories overlap or users have difficulty deciding where something belongs, consider reorganizing them. Ask users where they would expect to find the content.

As a general usability check, consider whether users can reach the information they need within three clicks.

Build your own

Building your own taxonomy may be necessary when there is no suitable existing taxonomy to reuse, but it also means starting from scratch.

Start by considering which categories and terms will make sense to users. Avoid creating an overly detailed taxonomy simply to accommodate every type of content. A sophisticated structure provides little value if users don't understand the terms or know where to find what they need.

Consider involving an information management specialist or librarian when designing a large or complex taxonomy.

Start with an industry standard taxonomy

Starting with an industry-standard taxonomy can reduce the amount of work required to create the initial structure. You may still need to add, remove, or adjust terms to meet the needs of your organization.

License a commercially available taxonomy

This may be a costlier alternative initially, but it will likely save money in the long run, as fewer modifications will be needed to adapt it to your business. Not all companies can use this option since there may not be a commercially available taxonomy for their line of work.

User behavior

Use search logs, observations, and user interviews to understand what users expect to search for and how they actually search for content.

Review existing content

Ask users which content and documents are most important to them. Review existing file servers, SharePoint sites, and other content repositories to understand how content is currently organized.

The goal is not necessarily to reproduce the existing structure, but to identify patterns in how users think about and organize their assets.

Knowledge audit

A knowledge audit can help you understand the current state of your content. For example, identify whether content is:

• Current or outdated
• Organized or unorganized
• To be migrated or excluded
• Owned by a specific team or user
• At a particular stage in its lifecycle

Define audiences

Identify the audiences that will use the taxonomy and what they need to accomplish. Consider what they expect to find, the terminology they use, and where they expect content to be located.

Organize terms

Identify the high-level concepts and consider how terms relate to one another. For example:

• Are terms related by concept?
• Are they related by a process or workflow?
• Which terms should be used consistently throughout the taxonomy?

A taxonomy may use different organizational approaches in different areas. Agree on the preferred terminology before finalizing the structure.

Create and test a draft taxonomy

Create an initial version of the taxonomy and ask users to test it. Use their feedback to refine the structure and terminology.

Review the terms with users. Are they clear, useful, precise, and complete? Can users find what they expect, and is anything missing?

Several rounds of testing and refinement may be needed before you finalize the taxonomy.