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Communication Plan: Drop — Fintech Payment App

Communication Plan: Drop — Fintech Payment App

Project: Drop — Remittance + QR Payments Version: 1.0 Date: 2026-02-23 Author: John (AI Director) Status: Approved Reviewers: Alem Bašić (CEO)

Document History

Version Date Author Changes
0.1 2026-02-23 John Initial draft — Drop-specific communication structure

1. Communication Objectives

Drop is an AI-native internal product of ALAI Holding AS. Communication is primarily between John (AI Director) and Alem Bašić (CEO), with AI agents reporting asynchronously. Objectives:

  1. Transparency — Alem always knows Drop status, blockers, and decisions at a glance
  2. Alignment — Requirements and priorities confirmed before implementation begins
  3. Accountability — Blockers surfaced immediately; decisions recorded in comms/decisions/
  4. Regulatory readiness — All compliance-relevant decisions documented for Finanstilsynet
  5. Documentation — Drop is AI-native; decisions persist in comms/decisions/ and HiveMind

2. Stakeholder Communication Needs

Stakeholder Role Information Needs Channel Frequency Detail Level
Alem Bašić CEO / Sponsor Milestone status, budget, strategic risks, partner decisions Direct session Weekly + ad-hoc Executive summary
John AI Director Full project status, risks, agent output, technical decisions Mission Control Daily Detailed
AI Builder agents Implementers Task specs, acceptance criteria, schema refs Task prompt Per-task Technical
AI Validator agents QA Feature to validate, test criteria, DoD Task prompt Per-task Technical
SpareBank1 / BaaS partners External partners Drop capabilities, partnership terms Email via Alem Quarterly + as needed Executive
Finanstilsynet Regulator PISP/AISP registration documentation Formal submission Annual + milestones Formal
Waitlist users Early adopters Launch updates, beta invitations Email ([email protected]) Monthly Simple
Local merchants Merchant users Onboarding, QR setup, fee structure In-person + email On onboarding Simple

3. Communication Channels & Tools

Channel Tool Purpose Access
AI Director ↔ CEO sessions Direct Claude session Strategic decisions, major blockers, reviews Alem + John
Task management Mission Control (mc.js) Task status, agent coordination John + agents
Decision records comms/decisions/ (ADRs) Architectural and strategic decisions All team
Knowledge base BookStack (localhost:6875) Documentation, guides, specs All team
Persistent memory HiveMind (hivemind.js) Cross-session learnings, agent intel John + agents
Email (external) MCP email — john / info accounts Partner communications, waitlist, regulatory John + Alem
Partner documents Documenso (sign.basicconsulting.no) Contracts, NDAs, formal agreements Alem
Slack alai-talk.slack.com Optional team-wide announcements Alem + John
Incident reports project/docs/incident-report.md Production incidents John

4. Meeting Schedule

4.1 Regular Ceremonies (AI-Native Cadence)

Meeting Purpose Frequency Format Facilitator Output
Sprint Planning Backlog review, task assignment to agents Every 2 weeks Async (John prepares) + Alem review John Sprint tasks in Mission Control
Sprint Review Demo completed features Every 2 weeks Alem session — John demos John Sprint log entry in PIPELINE.md
Sprint Retrospective Process improvement, learning opportunity Every 2 weeks Async by John + /learning-opportunity John Updated MEMORY.md / rules
Weekly Status Check Drop status for Alem Weekly Written status in HiveMind + direct session if needed John Status report
Risk Review Update risk register Weekly Embedded in sprint planning John Updated risk-register.md
Strategic Review Partner decisions, regulatory updates Monthly Alem session Alem Decision record

4.2 Event-Triggered Communications

Trigger Action Channel Response Time
New critical risk (Score ≥ 15) Escalate to Alem Direct session Within 4 hours
Security incident Incident report + Alem notification Direct + email Immediately
BaaS partner response received Alem briefing + decision session Direct session Within 24 hours
Milestone completed Update PIPELINE.md + notify Alem HiveMind post Same day
Finanstilsynet correspondence Legal review + Alem briefing Direct + email Within 48 hours
Agent task failure / blocked John investigation + Alem if strategic Mission Control Within 4 hours

5. Reporting Cadence

Report Frequency Prepared By Audience Location
Sprint Report Per sprint John Alem PIPELINE.md sprint log
Weekly Status Weekly John Alem HiveMind + direct session
Risk Report Monthly John Alem risk-register.md
Budget Report Monthly Finance agent Alem comms/reports/
Milestone Report Per milestone John Alem + partners PIPELINE.md + email
Security Report Per sprint Security agent John + Alem security/ directory
Post-launch Report 30 days post-launch John Alem + investors comms/reports/

5.1 Weekly Status Template

SUBJECT: Drop — Weekly Status — Week of [DATE]

STATUS: ON TRACK / AT RISK / DELAYED

PHASE: [Current phase from ROADMAP.md]
STAGING: https://drop-staging.fly.dev/ — [UP/DOWN]

THIS WEEK:
- [completed item 1]
- [completed item 2]

NEXT WEEK:
- [planned item 1]
- [planned item 2]

BLOCKERS:
- [blocker] → [action needed from Alem]

TOP RISKS:
| Risk | Score | Status |
|------|-------|--------|
| [R-001] BaaS partner | 20 | [current status] |

DECISIONS NEEDED FROM ALEM:
- [ ] [decision by date]

6. Escalation Paths

Level Trigger Escalate To Channel Response SLA
L1 Agent blocker (technical) John (self-resolve) Mission Control 4 hours
L2 Architecture decision required John (makes decision) ADR in comms/decisions/ Same day
L3 Strategic / partnership decision Alem Direct session 24 hours
L4 Budget change > 10% Alem Direct session 24 hours
L5 Legal / regulatory blocker Alem + external legal Email + direct 48 hours
P1 Security incident / data breach Alem immediately Direct + email 15 minutes

7. Documentation Standards

7.1 File Naming Convention

[DOCUMENT_TYPE]-[DATE]-[VERSION].[ext]
Example: drop-sprint-report-2026-02-20-v1.0.md
Example: drop-meeting-notes-2026-02-20.md

7.2 Document Storage Locations

Document Type Location
Project governance (charter, brief, RACI, risks) docs/PROJECT-GOVERNANCE/
Business requirements docs/BUSINESS-REQUIREMENTS/
Decision records / ADRs comms/decisions/
Meeting notes comms/meetings/
Status reports comms/reports/
Partner communications comms/client/
Technical documentation docs/ (see INDEX.md)
Security reports security/

7.3 Decision Record Format (ADR)

All significant decisions must be logged in comms/decisions/ as ADR files:

# ADR-XXX: [Decision Title]

**Date:** YYYY-MM-DD
**Status:** Proposed | Accepted | Deprecated | Superseded
**Decider:** [Name/Agent]
**Context:** [Why this decision was needed]
**Decision:** [What was decided]
**Consequences:** [What changes as a result]
**Alternatives considered:** [What else was evaluated]

8. External Communication Protocols

Communication Type Authorized Approval Required Notes
BaaS partner updates Alem None Document outcomes
Finanstilsynet submissions Alem + Legal advisor Alem sign-off Formal; keep copies
Press / public statements about Drop Alem only Alem No product details without approval
Merchant onboarding comms Alem None Track in merchant dashboard
Waitlist email updates John Alem approval for major announcements Via MCP email — info account
Investor communications Alem Alem John prepares materials

9. Crisis Communication Plan

9.1 Crisis Triggers

  • Production security breach or data exposure
  • Payment processing failure affecting users
  • Regulatory action or investigation by Finanstilsynet
  • BaaS partner contract failure

  • 4-week unplanned delay to any Phase 2+ milestone

9.2 Crisis Protocol

  1. Identify — John identifies crisis; logs in project/docs/incident-report.md
  2. Contain — John assesses scope and implements immediate mitigations (within 1 hour)
  3. Escalate — John notifies Alem via direct session within 1 hour of identification
  4. Communicate — John drafts external communication; Alem approves before sending
  5. Update — Alem and affected parties receive updates every 4 hours until resolved
  6. Resolve — Crisis closed when all impacts mitigated and systems restored
  7. Learn — /learning-opportunity skill run; memory updated; process improved

9.3 Crisis Communication Template

SUBJECT: [DROP — URGENT] [Crisis Summary]

Vi vil informere deg om en situasjon som påvirker Drop.

SITUASJON: [What happened]
PÅVIRKNING: [What is affected]
UMIDDELBARE TILTAK: [What we have done]
NESTE STEG: [What we will do]
FORVENTET LØSNING: [Timeline]

Neste oppdatering: [Next update time]

Kontakt: Alem Bašić — [email protected] — +47 40 47 42 51

Approval

Role Name Date Signature
Author John (AI Director) 2026-02-23 Approved (AI)
AI Director (John) John 2026-02-23 Approved
CEO / Project Sponsor Alem Bašić TBD

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