# 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 (hei@getdrop.no) | 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:

```markdown
# 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 — alem@alai.no — +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 | |