RIBA stage workflow for a property development company
Sector: Property development / construction · Platform: Microsoft 365 - Teams, SharePoint, Power Automate · Services: Process mapping, dashboards, workflow automation
Brief
A property development company needed to run projects consistently through the full lifecycle - bidding for land, design and planning, securing permission, building, and maintaining the property. Delivery followed RIBA Plan of Work stages. At each stage teams had to complete documents, gather information, make decisions, and finish required work before moving on.
That process needed to be modeled in Microsoft 365: documents stored in SharePoint behind Microsoft Teams, a stage dashboard with the information and templates to capture, and automation that advanced the project when a stage was signed off.
Challenge
Multi-stage RIBA delivery with different documents, decisions, and work at each stage
Inconsistent information capture when process lived in people's heads
Harder to onboard people onto a repeatable way of working
Stage progression needed project-owner sign-off before opening the next stage
Approach
Process mapping
Mapped the RIBA-stage business process end to end - what must be captured, which templates apply, and what sign-off means before a project can advance.
SharePoint stage dashboards
A SharePoint dashboard showed current stage, information to capture, and templates to complete. Documents were stored behind Teams and marked for the relevant RIBA stage.
Teams channels and Power Automate
When the project owner signed off a stage as complete in the dashboard, Power Automate set up the next stage - including a new Teams channel under the next RIBA heading - and opened the next part of the dashboard.
Impact
Teams follow the RIBA sequence with the right templates at each stage
More consistent information capture across projects
Easier onboarding into a guided, repeatable process
Projects move to the next stage as soon as the owner signs off
FAQ
Was this a custom product or Microsoft 365?
Microsoft 365 - Teams for collaboration channels, SharePoint for document storage and stage dashboards, and Power Automate for stage progression. No third-party license.
What is RIBA in this context?
The RIBA Plan of Work stages that structure property and construction projects - from early land and design work through planning, construction, and handover into maintenance.
Could a smaller development team use something similar?
Yes at smaller scale. We scope stage models, templates, and automation to how your projects run - see AI and Knowledge Management.
Related: AI and Knowledge Management · Our work
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