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: Transparency — Alem always knows Drop status, blockers, and decisions at a glance Alignment — Requirements and priorities confirmed before implementation begins Accountability — Blockers surfaced immediately; decisions recorded in comms/decisions/ Regulatory readiness — All compliance-relevant decisions documented for Finanstilsynet 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: # 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 Identify — John identifies crisis; logs in project/docs/incident-report.md Contain — John assesses scope and implements immediate mitigations (within 1 hour) Escalate — John notifies Alem via direct session within 1 hour of identification Communicate — John drafts external communication; Alem approves before sending Update — Alem and affected parties receive updates every 4 hours until resolved Resolve — Crisis closed when all impacts mitigated and systems restored 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