Large-scale data centre projects with complex stakeholder networks are often held together by email chains, Excel spreadsheets, and siloed design tools. Yet, during the planning and construction of data centres, where precision is non-negotiable, teams often rely on disconnected legacy systems. Information gets lost between RIBA stages, crucial updates are missed, and approvals stall at precisely the moment they need to accelerate.
At RIBA stages 1–5 (design through to construction and commissioning), the impact of fragmented information management is magnified. Misalignment between contractors, architects, MEP engineers, and stakeholders can lead to rework, delays, compliance issues, and costly on-site mistakes.
In this blog, learn how leading data centre project teams can solve these challenges, without overhauling every system or forcing on-site changes.
5 strategies to transform data centre delivery using smarter information management.
1. Create a single source of truth across RIBA stages
The issue isn’t too few tools; it’s too much disconnect between tools. Architects use Autodesk, MEP teams prefer SharePoint and Teams, project managers track tasks in Excel, while commissioning teams manually log status in separate reports.
Solution: look to connect systems.
Result: Faster transitions between stages, reduced rework, stronger compliance.
2. Automate change control, permitting, and approvals
In data centre construction, even simple permit-to-work requests or RAMS submissions can stall progress. Too often, they sit waiting in inboxes or get lost in SharePoint folders.
Solution: Digitize and automate the process.
Result: No more delays caused by manual handovers. Faster, traceable approvals.
3. Replace spreadsheets with structured field data capture
It’s surprising how often commissioning checklists or progress reports are still tracked in Excel. That may be adequate early on, but during construction and acceptance testing, this approach becomes risky.
Solution: Move to digital, structured field data collection.
Result: Real-time insights, fewer errors, and faster escalation of potential issues.
4. Enable secure external collaboration without compromising information
Design data, CAD files, and commissioning records must be securely shared with contractors, suppliers, and partners. Teams often rely on Teams or SharePoint links for convenience, but these tools often lack granular security control, making them high-risk.
Solution: Use controlled external data rooms and secure file-sharing portals.
Result: Peace of mind. You can collaborate without compromising compliance.
5. Centralize your technology stack
One concern raised repeatedly by construction and commissioning teams is tool overload. Large-scale systems can feel bloated and slow, reducing adoption and pushing users back toward manual workarounds.
Solution: Introduce lightweight, configurable tools aligned to the project phase.
Result: Higher adoption, quicker return on investment, improved visibility.
Why Information Management Is the Missing Link in Data Centre Delivery
During planning and construction, decisions move quickly, and stakes are high. A single change not shared with mechanical contractors could lead to costly rework. A delayed permit approval could hold up site access. A spreadsheet error could compromise commissioning.
Better information management helps teams:
In a sector where the cost of building one data centre can exceed tens of millions, small inefficiencies can have big consequences. Conversely, even small improvements in information flow can deliver meaningful returns.
Final Thought
“You don't build a resilient data centre by stitching systems together under pressure. You build one by connecting people, processes, and information before shovels hit the ground.” - Data Centre Specialist -
Teams that embrace connected information management don’t just build safely, they build smarter, faster, and with confidence heading into commissioning.
Want to Explore What This Looks Like in Practice?
We help data centre teams standardise workflows across RIBA stages, integrate existing tools, and digitise approval and commissioning processes without forcing a full system overhaul.
If you're exploring better ways to manage information during planning and construction, check out our latest case studies.