How can we structure Confluence in a way that scales as we grow?

[Amel]

I’m in engineering and the team is documenting processes in Confluence, but as the company grows, things are becoming a mess. Some pages are outdated, team members create new pages without a clear structure, and searching for information takes forever. How can we structure Confluence in a way that scales as we grow?

[Jim Knepley - ReleaseTEAM · Accepted solution]

Welcome to the community, @Amel 

You've got several, different, challenges there.

"Some pages are outdated" -- the best approach I've seen is creating or updating documentation as a part of your product lifecycle. One company I've seen makes that a stage in their Jira workflow.

"Team members create new pages without a clear structure" -- start using templates for Confluence, and/or review that documentation from the previous step before it's finalized.

Content discovery vs. organization is always a challenge. You can make data more discoverable by using consistent keywords, organizing pages in spaces and useful parent-child relationships, and appropriately labeling pages.

Also, there are search products that claim to be better than the Confluence built-in search.

[Sahir Maharaj · Accepted solution]

Hi @Amel

I totally get this… nobody wants to read a wall of text.

The best way I’ve found to make Confluence pages more engaging and easy to digest is by using visual elements.

Panels and layouts help break up text, and status macros make key updates stand out.

For FAQs or step-by-step guides, I embed GIFs or short videos (Loom is great for this) instead of writing long explanations.

Adding expandable sections keeps things clean while still allowing deeper dives where needed.

Consistency matters too. so I recommend to stick to a color scheme and formatting style that matches your brand (to make pages feel polished rather than thrown together 😊)

Since making these changes internally, I’ve noticed fewer repeat questions because people actually engage with the content instead of skipping over it.

Hope this helps!

[Levente Szabo _Midori_]

Hi @Amel 

Your description is exactly the one when Confluence users need to think about content lifecycle management.

I wrote a guide on what we at Midori think about Confluence CLM, what the best practices are and how you should build your strategy with Better Content Archiving and Analytics, using:

1. automatic page statuses
2. notifications
3. automatic archiving.

Recently, a well-know animation studio and nCino shared what they did when their large Confluence intance started to become unusable. I think there are a few lessons to be learned there.

I'm also consulting on CLM strategy with Confluence users, and I'd be happy to talk through your needs or requirements anytime, just drop me a line at levente.szabo@midori-global.com

(I'm part of the Midori team developing Better Content Archiving and Analytics since 2008.)

[Yulia Lenina _AppFox_]

Hi @Amel and welcome to the Community!

To answer your question, you may read this article "Building a Knowledge Hub Like a Michelin-Star Restaurant".