 Hi, I'm Rui Rizzo and in this video we will talk about communication planning. Why do we need communication? We need communication because as the number of persons and in a project increases, the number of communication channels also increases. So we need to manage the communication in order to avoid confusion, in order to avoid misunderstandings, in order to provide the right information to the right people all over the project. So communication management includes the processes necessary for the generation, collection, dissemination, storage, and final disposal appropriate and timely of project information. So we will start for each chapter who needs the information, when the information is needed, how will the information be delivered and who will produce that information. So just to recap, we need to identify the actors, the people that are in the project, all the stakeholders and define for each stakeholder for each actor who needs the information, what information is needed, how it will be delivered and who will produce this information. Then we need to define the technologies that will support that communication. And the factor that influence project communication technology can be the need for immediate information, the availability of technology, the forecasts of the project staff and the duration of the project. However, I must stress in this point that you need to define a single source of truth. Don't use several repositories, just use one. Of course, this one can have different levels of using the information. So you can have a single source of truth, but using different levels of authorization to access the information, but use just one single access of truth. And then you have to define which technology to use to communicate that single source of truth to each actor and that depends on the analysis that we make of the actors. So again, we need to determine the information need for each project actors, the sources and how it will be provided that information. In doing so, we build the communication managed plan, which is a document that must exist in the beginning of the project with an information collection and started structure, again, single source of truth, an information distribution structure, who will get the information how and when and which regularity, which will be used in updating that information, the description of the information that will be distributed, the work programs for the production of the communications, methods of accessing information between schedule communication and a method to update and refine the communication managed plan. However, communication is not only the one that is in the plan. You will have informal and formal communication, vertical and horizontal across the organization, against the peers to the top management and to the team of the project can be written and oral can be internal and external. All over the project, you will have to offer the progress and performance reports, project started reports, project process reports and forecasts. This is deeply important for all the team involved in the project and for top management. Okay, you must communicate the status and the progress and what will happen next. And the production of the project performance reports is the task of the project manager. Okay, this is your task if you are doing project management. Nobody else tasks the pace and the previous city and how it will be delivered this project status progress reports and forecasts is up to you, but mainly we will have status meetings. Okay, and you will have also some steering committees meetings where you update the project status and process progress and forecast, and you will require from the top management decisions. Another issue relating relating to the communication is the conflict management conflict will always occur. You cannot avoid it, and you have to choose the technique that you will use for the conflict management confrontation. Here we have a problem. Let's try to solve it agreement loss and gains approach. We have a problem, but let's take a win-win situation to solve it as smooth. Okay, we have a problem, but let's emphasize the points of common interest, the force, win or lose approach. Okay, we have a problem. We tried several approaches, but we didn't solve the problem, so it must be like this and we draw. Okay, we draw from real or potential problems. Sometimes it's not the time to solve that problem. You have to give some time, and then you have to withdraw. This is not always the correct approach, but sometimes it's the best approach possible during the evaluation that the project manager does from the situation. Okay, another issue is rules for conducting meetings. They are very important, but first of all, determine if the meeting can be avoided or not. Having too many meetings, reduce the focus of the team and reduce the performance of the project. However, not having meetings have exactly the same effect. So the number of meetings is needed, not too many, not too low. Another issue regarding communication is the communication technology that you will use. If we evaluate appointments, of course, do a meeting is excellent and suitable for the telephone. To reach a consensus, excellent is the meeting and suitable is the phone. To mediate conflicts, meeting, meeting, meeting, if not possible, the phone or other telematic approach. To resolve misunderstanding, you don't need a meeting. Okay, you can use the phone or other telematic issues. Just to stress out that, okay, perhaps there was a misunderstanding. Let's be clear what we were saying and what is our goal. To treat negative behaviors, always meeting, if not possible, phone or any other telematic issues. But here, meeting, presidential and private. Okay, to expressing support and appreciation, please use the formal communication and if not possible, the phone, voicemail or meeting. But use the formal, make it clear, write it down. To encourage creative thinking, excellent email, suitable the paper. Meeting is also another issue to encourage creative thinking. Avoid ironic statements and publish a reference document. If you use the website of the project, it can be an internal website or an external website. Disseminate simple information. Excellent in a meeting, suitable phone or website. Provide a permanent record, a voicemail and an email. Place a simple order, voicemail or email. Okay, make an information request. Always, always, always. It can be verbal, but it should be supported by an email. Give complex instructions, excellent meeting, suitable email and website. Communication with many people. Well, usually you can do a meeting, you can do it by email, but it's suitable also to support by paper or a website or voice email. These are the key elements to build a strong and useful communication plan. Communication is a key role of the project manager. He is the hub of all communication. He cannot avoid it and is responsible to get the things done properly in this issue. Bad communication is a bad project outcome. Good communication is a key issue for project success. I hope this video was interesting and suitable. I hope to see you in the next videos about project management.