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Communication Plan

Communication Plan: {{PROJECT_NAME}}Drop — Fintech Payment App

Project: {{PROJECT_NAME}}Drop — Remittance + QR Payments Version: {{VERSION}}1.0 Date: {{DATE}}2026-02-23 Author: {{AUTHOR}}John (AI Director) Status: Draft | In Review | Approved Reviewers: {{REVIEWERS}}Alem Bašić (CEO)

Document History

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

1. Communication Objectives

Drop

Thisis communicationan planAI-native ensuresinternal thatproduct allof stakeholdersALAI onHolding {{PROJECT_NAME}}AS. receiveCommunication accurate,is timely,primarily between John (AI Director) and relevantAlem informationBašić throughout(CEO), thewith projectAI lifecycle.agents Specificreporting objectives:asynchronously. Objectives:

  1. Transparency — AllAlem stakeholdersalways haveknows visibility into projectDrop status, risks,blockers, and decisions at thea appropriate level of detailglance
  2. Alignment — Requirements, priorities,Requirements and decisionspriorities are communicatedconfirmed before workimplementation begins, not afterbegins
  3. Accountability — Issues, blockers, and escalations areBlockers surfaced quicklyimmediately; anddecisions resolvedrecorded throughin defined channelscomms/decisions/
  4. TrustRegulatory readiness — Consistent,All professionalcompliance-relevant communicationdecisions buildsdocumented clientfor confidence and internal cohesionFinanstilsynet
  5. Documentation — KeyDrop decisions,is changes,AI-native; decisions persist in comms/decisions/ and approvals are recorded and retrievableHiveMind

2. Stakeholder Communication Needs Matrix

Stakeholder Role Information Needs Preferred Channel Frequency Detail Level Owner
{{NAME}}Alem Bašić ClientCEO / Sponsor Budget, milestoneMilestone status, risksbudget, strategic risks, partner decisions EmailDirect + Videosession Weekly + ad-hoc Executive summary PM
{{NAME}}Client POFeature status, backlog, demosVideo + ChatPer-sprintDetailedPO
{{NAME}}End UsersLaunch date, training scheduleEmailMonthly + pre-launchSimplePM
Alem (CEO)ALAI CEOBudget, strategic issuesDirectAs needed / monthlyExecutiveJohn
John (AI Director) AI Director Full project status, risks, agent output, technical decisions DailyMission digestControl Daily Detailed
PMAI Builder agentsImplementersTask specs, acceptance criteria, schema refsTask promptPer-taskTechnical
{{NAME}}AI Validator agents PMQA Blockers,Feature taskto progressvalidate, test criteria, DoD ChatTask prompt DailyPer-task DetailedTeamTechnical
{{NAME}}SpareBank1 / BaaS partners TechExternal Leadpartners TechnicalDrop decisions,capabilities, architecturepartnership terms ChatEmail via Alem DailyQuarterly + as needed TechnicalTeamExecutive
{{NAME}}Finanstilsynet QARegulator TestPISP/AISP status,registration bug countsdocumentation ChatFormal submission DailyAnnual + milestones DetailedFormal
Waitlist users QAEarly adoptersLaunch updates, beta invitationsEmail ([email protected])MonthlySimple
Local merchantsMerchant usersOnboarding, QR setup, fee structureIn-person + emailOn onboardingSimple

3. Communication Channels & Tools

++ +John tosign agreement
Channel Tool Purpose Who Has AccessResponse SLA
DailyAI standupDirector ↔ CEO sessions MattermostDirect /Claude writtensession DailyStrategic progress,decisions, blockersmajor blockers, reviews DevAlem team Same dayJohn
SprintTask communicationmanagement ProjectMission chatControl channel(mc.js) Sprint-specificTask updatesstatus, agent coordination FullJohn team 4 hours
Video calls{{TOOL, e.g., Teams/Zoom/Meet}}Meetings requiring discussionInvited partiesN/A (scheduled)
Status reportsEmailFormal stakeholder updatesStakeholdersN/A (push)agents
Decision records Projectcomms/decisions/ wiki / CLAUDE(ADRs) Architectural &and projectstrategic decisions TeamAll + future refN/A (log)team
Urgent/P1Knowledge issuesbase PhoneBookStack + Mattermost(localhost:6875) CriticalDocumentation, blockers,guides, incidentsspecs All stakeholders15 minutesteam
DocumentPersistent sharingmemory {{TOOL,HiveMind e.g., Google Drive/Confluence}}(hivemind.js) Documents,Cross-session specs,learnings, deliverablesagent intel AuthorizedJohn team N/Aagents
IssueEmail tracking(external) MissionMCP Controlemail — john / GitHubinfo Issuesaccounts Bugs,Partner tasks,communications, changewaitlist, requestsregulatory Team 24+ hoursAlem
ExternalPartner emailEmailFormal client communicationPM, John, Alem24 hours
Signingdocuments Documenso (sign.basicconsulting.no) Contracts, NDAs, approvalsformal agreements PartiesAlem
Slack Peralai-talk.slack.com Optional team-wide announcementsAlem + John
Incident reportsproject/docs/incident-report.mdProduction incidentsJohn

4. Meeting Schedule

4.1 Regular MeetingsCeremonies (AI-Native Cadence)

register
Meeting Purpose Frequency Day / TimeDurationRequired AttendeesFormat Facilitator Output
Daily StandupProgress, blockers, coordinationDaily (weekdays){{DAY}} {{TIME}}15 minDev team + PMScrum MasterWritten standup log
Sprint Planning Backlog grooming, sprint goal,review, task assignment to agents Every 2 weeks (Monday) {{TIME}}Async (John prepares) + Alem review 2 hoursTeam + POScrum MasterJohn Sprint backlogtasks in Mission Control
Sprint Review / Demo Demo completed features to client Every 2 weeks (Friday) {{TIME}}Alem session — John demos 1 hourTeam + ClientPOJohn Sprint demolog recordingentry in PIPELINE.md
Sprint Retrospective TeamProcess processimprovement, improvementlearning opportunity Every 2 weeks (Friday) {{TIME}}Async by John + /learning-opportunity 1 hourJohn DevUpdated teamMEMORY.md (no/ client)Scrum MasterRetro action itemsrules
ClientWeekly SyncStatus Check Relationship,Drop quickstatus updates,for concernsAlem Weekly {{DAY}}Written {{TIME}}status in HiveMind + direct session if needed 30 minJohn PMStatus + Client POPMMeeting notes
Steering CommitteeStrategic decisions, budget, major risksMonthly{{DAY}} {{TIME}}1 hourPM + John + Client SponsorPMDecision recordreport
Risk Review RiskUpdate risk register update Weekly (sprint planning) Embedded in sprint planning 15 minPM + Tech LeadPMJohn Updated riskrisk-register.md
Strategic ReviewPartner decisions, regulatory updatesMonthlyAlem sessionAlemDecision record

4.2 Event-Triggered MeetingsCommunications

Response Direct
Trigger Meeting TypeAction Called ByChannel Who Target TimingTime
P1New critical risk (Score ≥ 15)Escalate to AlemDirect sessionWithin 4 hours
Security incident Incident responsereport call+ Alem notification PMDirect or+ Tech Leademail All handsWithin 1 hourImmediately
NewBaaS riskpartner Scoreresponse ≥ 15received RiskAlem escalationbriefing + decision session PM PM + John + Sponsorsession Within 24 hours
ScopeMilestone change request receivedcompleted ChangeUpdate reviewPIPELINE.md + notify Alem PMHiveMind post PMSame + TL + POWithin 3 business daysday
MilestoneFinanstilsynet missedcorrespondence RecoveryLegal planningreview + Alem briefing PMPMDirect + TL + Johnemail Within 2448 hours
Go-liveAgent decisiontask pointfailure / blocked Go/No-GoJohn reviewinvestigation + Alem if strategic PMMission Control PMWithin +4 TL + QA + John5 days before planned launchhours

5. Reporting Cadence

milestone
Report Frequency Prepared By Distributed ToAudience Delivery MethodDeadlineLocation
Daily Standup LogDailyPM / SMJohn + internal teamMattermostEOD each day
Sprint Report Per sprint PMClient + John EmailAlem SprintPIPELINE.md endsprint + 1 daylog
Weekly Status Report Weekly PMClient Sponsor + John EmailAlem EveryHiveMind {{WEEKDAY}}+ bydirect {{TIME}}session
Monthly Risk Report Monthly PMJohn John + Alem Email1st of each monthrisk-register.md
Monthly Budget Report Monthly PMFinance agent John + Alem Email1st of each monthcomms/reports/
Milestone Report Per milestone PMJohn AllAlem stakeholders+ partners EmailPIPELINE.md + email
Security Report DayPer ofsprint Security completionagentJohn + Alemsecurity/ directory
Post-Launchlaunch ReportOncePMJohn + Client + AlemEmail 30 days post-launchJohnAlem + investorscomms/reports/

5.1 Weekly Status Report Template

SUBJECT: [{{PROJECT_NAME}}]Drop — Weekly Status — Week of {{DATE}}[DATE]

STATUS: 🟢ON OnTRACK 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:
| 🟡 At Risk | 🔴 Delayed

## This Week
- {{COMPLETED_ITEM_1}}
- {{COMPLETED_ITEM_2}}

## Next Week
- {{PLANNED_ITEM_1}}
- {{PLANNED_ITEM_2}}

## Risks & Issues
| # | Issue/Risk | Status | Action Required From Client |
|---|------------|--------|----------------------------|
| 1 | {{ISSUE}} | {{STATUS}} | {{CLIENT_ACTION}} |

## Milestones
| Milestone | TargetScore | Status |
|-----------|--------|--------|
| {{MILESTONE}}[R-001] BaaS partner | {{DATE}}20 | ✅[current Done / ⏳ In Progress / ⚠️ At Riskstatus] |

##DECISIONS DecisionsNEEDED NeededFROM ALEM:
- [ ] {{DECISION_NEEDED_BY_DATE}}[decision ##by Budget
- Spend to date: {{NOK}} / {{TOTAL_NOK}} ({{PERCENT}}%)date]

6. Escalation Paths & Response SLAs

Mission
Level Trigger Escalate To Channel Response SLA Resolution SLA
L1 BlockerAgent within teamblocker (any)technical) TechJohn Lead(self-resolve) Chat 2 hoursControl 4 hours
L2 BlockerArchitecture affectingdecision sprint goalrequired PMJohn (makes decision) ChatADR +in call if needed1 hourcomms/decisions/ Same day
L3 Client-impactingStrategic issue/ partnership decision PM + JohnAlem ChatDirect + emailsession 1 hour424 hours
L4 MilestoneBudget riskchange (>3 days slip)10% John + Client PMEmail + video4 hours2 business days
L5Budget overrun riskJohn → Alem Direct 2 hourssession 24 hours
L6L5 Contract/scopeLegal dispute/ regulatory blocker JohnAlem + external legalEmail + direct48 hours
P1Security incident / data breachAlem immediately Direct + email 4 hours3 business days
P1Production incidentPM + Tech Lead + John + ClientPhone15 minutesPer incident severity

7. Documentation Standards

7.1 File Naming Convention

[PROJECT]-[DOCUMENT_TYPE]-[DATE]-[VERSION].[ext]
Example: ACME-drop-sprint-report-2026-02-14-20-v1.0.pdfmd
Example: ACME-drop-meeting-notes-2026-02-14.20.md

7.2 Document Storage Locations

Document Type Location
Project governance (charter, brief, RACIRACI, risks) ~/projects/{{PROJECT}}/docs/governance/PROJECT-GOVERNANCE/
Requirements,Business user stories, BRDrequirements ~/projects/{{PROJECT}}/docs/requirements/BUSINESS-REQUIREMENTS/
DesignDecision files,records mockups/ ADRs ~/projects/{{PROJECT}}/docs/design/comms/decisions/
Meeting notes ~/projects/{{PROJECT}}/comms/meetings/
Standups~/projects/{{PROJECT}}/comms/standups/
Decision records~/projects/{{PROJECT}}/comms/decisions/
SprintStatus reports ~/projects/{{PROJECT}}/comms/reports/
Client-facingPartner documentscommunications ~/projects/{{PROJECT}}/comms/client/
Technical documentationdocs/ (see INDEX.md)
Security reportssecurity/

7.3 VersionDecision ControlRecord Format (ADR)

  • All documents use semantic versioning: MAJOR.MINOR (e.g., 1.0, 1.1, 2.0)

  • MAJOR version = significant structuraldecisions changemust orbe approval milestone
  • MINOR version = content updates, corrections, additions
  • Every version trackedlogged in thecomms/decisions/ Documentas HistoryADR tablefiles:

    at
    # theADR-XXX: top[Decision ofTitle]

each**Date:** file
    • 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 Speakers Approval Required Notes
ClientBaaS progresspartner updates PM, JohnAlem None (within scope) MustDocument be factual, professionaloutcomes
ClientFinanstilsynet escalations / issuessubmissions PMAlem →+ JohnLegal advisor JohnAlem approvalsign-off NeverFormal; promisekeep resolution timelines without TL inputcopies
Press / public statements Alemabout Drop Alem only AlemNo projectproduct details without explicit approval
PartnerMerchant communicationonboarding commsAlemNoneTrack in merchant dashboard
Waitlist email updates John JohnAlem approval for major announcements DocumentVia allMCP commitmentsemail — info account
LegalInvestor / contract mattersAlem + JohnAlemNo binding commitments without Alem sign-off
Social mediacommunications Alem Alem CheckJohn brandprepares guidelines first
Third-party vendor commsTech Lead / DevOpsPM awarenessCc PM on all vendor emailsmaterials

9. Crisis Communication Plan

9.1 Crisis Triggers

  • Production datasecurity breach or securitydata incidentexposure
  • Payment processing failure affecting users
  • Regulatory action or investigation by Finanstilsynet
  • BaaS partner contract failure

  • 2-4-week unplanned projectdelay delayto any Phase 2+ milestone

  • Client relationship breakdown
  • Team member critical unavailability (e.g., extended illness)
  • Budget overrun > 25%
  • Legal dispute

9.2 Crisis Communication Protocol

  1. Identify — Team memberJohn identifies crisis; notifieslogs PMin immediatelyproject/docs/incident-report.md
  2. Contain — PMJohn + Tech Lead assessassesses scope and containmentimplements optionsimmediate mitigations (maxwithin 1 hour)
  3. Escalate — PM notifies John within 1 hour; John notifies Alem ifvia L4+direct session within 1 hour of identification
  4. Communicate — PMJohn preparesdrafts crisisexternal communicationcommunication; draft; JohnAlem approves before sending
  5. Update — StakeholdersAlem and affected parties receive updates every 4 hours until resolved
  6. Resolve — Crisis declaredclosed overwhen byall John;impacts post-mortemmitigated conductedand withinsystems 48 hoursrestored
  7. Learn — /learning-opportunity —skill crisisrun; becomesmemory systemupdated; fixprocess improved

9.3 Crisis Communication Template

SUBJECT: [URGENT] {{PROJECT_NAME}}DROP — {{CRISIS_SUMMARY}}URGENT] Dear[Crisis {{STAKEHOLDER}},Summary]

WeVi arevil writinginformere todeg informom youen ofsituasjon ansom issuepåvirker affectingDrop.

{{PROJECT_NAME}}.SITUASJON: SITUATION:[What {{WHAT_HAPPENED}}happened]
IMPACT:PÅVIRKNING: {{WHAT_IS_AFFECTED}}[What IMMEDIATEis ACTIONSaffected]
TAKEN:UMIDDELBARE {{WHAT_WE_HAVE_DONE}}TILTAK: NEXT[What STEPS:we {{WHAT_WE_WILL_DO}}have EXPECTEDdone]
RESOLUTION:NESTE {{TIMELINE}}STEG: We[What we will providedo]
updatesFORVENTET everyLØSNING: {{FREQUENCY}}[Timeline]

untilNeste thisoppdatering: is[Next resolved.update Contact:time]

{{PM_NAME}}Kontakt: Alem Bašić — {{PM_EMAIL}}[email protected] — {{PM_PHONE}}+47 {{NAME}}40 {{TITLE}}47 42 51

Approval

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