Who, What, When, Where? Talk to Me! The Role of Communication in Your Data Center Move

When it comes to planning and executing a data center move, communication can make or break the entire project. A successful migration requires more than technical precision—it depends on keeping every stakeholder aligned, informed, and engaged from start to finish.

That’s why creating a Stakeholder Communications Matrix early in your planning is so critical. This structured approach ensures your messages are clear, consistent, and delivered to the right people at the right time.

Building Your Communications Matrix

A simple communications template keeps your messaging organized and accountable. At minimum, it should include:

1. Message ID – A short identifier for the message.
2. Trigger – The event or milestone that prompts the message.
3. Recipients – Stakeholders who need the information (by name or group).
4. Channel – The delivery method (email, phone, text, radio, etc.).
5. Message Owner – The person responsible for the message content.
6. Message Content – The actual text or information to be shared.

While this may sound basic, communication failures are often the root cause of costly mistakes. Overcommunicating is far safer than undercommunicating. Clear, proactive messaging builds trust, urgency, and alignment across your organization.

Communication at Every Stage of the Move

Before the Move (Planning & Preparation):

• Develop a detailed communication plan.
• Identify and engage stakeholders early.
• Share risks, timelines, and impacts.
• Use multiple channels to reach your audience.

During the Move (Execution):

• Provide frequent progress updates.
• Address issues quickly and transparently.
• Keep communication open between teams.

After the Move (Validation & Ongoing):

• Confirm system functionality with stakeholders.
• Offer post-migration support.
• Document communication outcomes for future reference.

And don’t forget—communication isn’t only internal. Be sure to notify customers and suppliers of your move dates. Keeping them informed avoids surprises and strengthens relationships.

Final Thoughts

Every data center move is complex, but with the right communication framework, you can reduce confusion, manage risks, and create organizational confidence.

At Electronic Transport Corp., we’ve spent more than 20 years helping organizations design and execute data center moves with proven communication strategies. Contact us today for a no-obligation consultation and let’s build the communication plan that will keep your move on track.