What to Do When There Are Too Many Items in a Content Tree Menu?
- Omer Ben Yehuda
- Jun 1, 2005
- 3 min read
Updated: Apr 10
Most of us know this all too well...
Whether we have an information website based on a content/item tree, a document management system, or even an operations system based on menus, sometimes we enter a menu, and our eyes darken—the number of items under it is so large that it could fill a tree by itself! Saying "you can't see the forest for the trees" is a bit cliché, so instead, let's say that because of too many menus, we can't see the content...
So what do we do?
First, it's important to recognize the principle: The optimal number of items in a single branch/menu ranges between 4-9. You can reach up to 12 items if necessary, but trying to fit everything on a single screen without vertical scrolling is important. Once this barrier is broken, the path to saying, "Whatever, there are so many already; what difference does one more make..." is short. Fewer than 4 items don't necessarily justify opening a folder alone. This is unless you know that the folder will grow or the separation was done to prevent the parent branch from becoming too large.
How do we do this?
Plan the tree so that no particular branch becomes overloaded - even if it already exists, it's not too late to fix it. Reorganizing will improve the current situation and make finding items easier.
Look for similarities between items - it's possible that in a certain branch, there are items with a common denominator that can be combined into a shared sub-menu.
Equally important, the differences between items should be exposed - the common denominator in the menu may be too broad and, therefore, too many items are included. Look for ways to narrow the menu's common denominator and isolate only the relevant items. The rest of the items should be moved to other, more appropriate menus.
Unify similar items - it's possible (and this happens a lot) that you can combine several similar or complementary items into one item. You benefit twice - you reduce the number of items and create a more complete knowledge world in each item.
In extreme cases, break the mold - although a more extreme solution, sometimes it's the most efficient. The tree may be cluttered with items because the folder division logic is incorrect or unsuitable. Sometimes, you need to take all the items in the content tree and rearrange them with updated logic: reorganize the levels, give branches correct names, unify topics, separate others, create archives, etc... This is an opportunity for a refresh.
Look for innovative ways to display information - certain trees are cluttered with items because of how the information is displayed. Think about display templates that might turn abundant and scattered information into something organized. For example, instead of creating a folder with different aspects of the same topic (e.g., presenting a campaign), create a single item that serves as a gateway to the topic and include the information as links (anchors) within a single document or hide the rest of the items so that they can only be accessed through the single item. This way, multiple items can become one in the user's eyes. This is just the classic example; in every organization, you can find items that can be turned into a template and a permanent button on the main frame. For example, maps, procedures, contacts, inventory and logistics lists, etc...
In conclusion, A content tree full of items is not set in stone. And an excuse like "we have a lot of knowledge in our organization" is unacceptable. No matter how much knowledge there is in the organization, you can always find a way to organize it in a (relatively) intuitive way that will make it easier for users. And remember, an organized content tree is worth money! Money that translates into work time, error prevention, working according to procedures, reducing relearning of knowledge, etc. It's worth the effort.
Good luck!
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