The Challenge Series - The Chaos of Capital Projects: Why Email Chains and Spreadsheets Just Don't Cut It

In the process-driven environment of capital projects, decentralized communication—where critical data lives in spreadsheets, email threads, and siloed file systems—creates a perfect storm of confusion, inefficiency, and risk. For Owners trying to monitor and control projects across large teams and multiple stakeholders, this approach can derail even the best-laid plans. 

When data is scattered across systems and inboxes, Owners face: 

• Inconsistent and outdated communication. Data from different sources must be coordinated to ensure that all parties are aligned. Without this, decisions are made based on incomplete or conflicting information. 

• Lack of version control. Spreadsheets and documents passed between teams can result in multiple versions floating around with no clear source of truth. 

• Uncontrolled data access. Not every stakeholder should have full access to all project data. Yet without a secure, centralized system, Owners risk unauthorized edits, deletions, or even manipulation of critical information. 

These challenges only grow when the project involves large teams of stakeholders—many of whom may have never worked together before. 

Centralization is the Cure 

Centralized communication—where all project data from all stakeholders is collected, stored, and managed in one secure system—solves these problems. Tenzing One was designed specifically to give Owners the control and confidence they need to lead complex capital projects. 

Benefits of Centralized Communication with Tenzing One 

• Increased Productivity
  Centralized data improves efficiency and consistency in communication, saving time across the board. Retrieving information is faster and easier, and Tenzing users have reported time savings of 20–30%—with streamlined data collection being a major factor. Tenzing’s issue-focused filing further enhances this efficiency. 

• Better Access and Smarter Decisions
  With all data in one place, Owners can access every relevant document, comment, and update with ease. Tenzing’s issue-based retrieval feature allows users to review all perspectives quickly and make timely, informed decisions. This capability is essential to keeping a project on track. (See related post: https://tenzingone.com/challenge-series-decision-making/Stronger Data Security
  A centralized system enables project-wide data governance, with standardized protections against unauthorized internal access and external threats. Tenzing One integrates layered security protocols to safeguard all project information. 

What Could Go Wrong? Risks of Centralization 

While the benefits are clear, a centralized approach comes with two key risks: 

• Self-Interest and Data Withholding
  Some stakeholders may intentionally withhold data to protect their own interests. While contracts can address this behavior, the Tenzing One process goes further—promoting early issue identification, open collaboration, and a team-focused mindset. By reducing siloed behavior, we help shift the culture from protectionism to partnership. 

• Total Data Loss
  A legitimate concern is that if all data is centralized, a cyberattack or technical failure could compromise the entire system. That’s why Tenzing One implements rigorous data protection strategies, including robust backup protocols and cybersecurity measures, to ensure continuity and resilience. 

Conclusion 

In today’s fast-moving, high-stakes capital project environment, relying on scattered emails and spreadsheets is no longer sustainable. Centralized communication and data management—built into the Tenzing One process—gives Owners the tools to proactively manage issues, coordinate teams, and drive projects to successful outcomes. 

When the success of your capital project depends on making the right decision at the right time, Tenzing One ensures you have the right data at your fingertips. 

Reach out to info@tenzingone.com to learn more