Communication Plan Communication Plan: {{PROJECT_NAME}} Project: {{PROJECT_NAME}} Version: {{VERSION}} Date: {{DATE}} Author: {{AUTHOR}} Status: Draft | In Review | Approved Reviewers: {{REVIEWERS}} Document History Version Date Author Changes 0.1 {{DATE}} {{AUTHOR}} Initial draft 1. Communication Objectives This communication plan ensures that all stakeholders on {{PROJECT_NAME}} receive accurate, timely, and relevant information throughout the project lifecycle. Specific objectives: Transparency — All stakeholders have visibility into project status, risks, and decisions at the appropriate level of detail Alignment — Requirements, priorities, and decisions are communicated before work begins, not after Accountability — Issues, blockers, and escalations are surfaced quickly and resolved through defined channels Trust — Consistent, professional communication builds client confidence and internal cohesion Documentation — Key decisions, changes, and approvals are recorded and retrievable 2. Stakeholder Communication Needs Matrix Stakeholder Role Information Needs Preferred Channel Frequency Detail Level Owner {{NAME}} Client Sponsor Budget, milestone status, risks Email + Video Weekly Executive summary PM {{NAME}} Client PO Feature status, backlog, demos Video + Chat Per-sprint Detailed PO {{NAME}} End Users Launch date, training schedule Email Monthly + pre-launch Simple PM Alem (CEO) ALAI CEO Budget, strategic issues Direct As needed / monthly Executive John John (AI Director) AI Director Full project status, risks, decisions Daily digest Daily Detailed PM {{NAME}} PM Blockers, task progress Chat Daily Detailed Team {{NAME}} Tech Lead Technical decisions, architecture Chat Daily Technical Team {{NAME}} QA Test status, bug counts Chat Daily Detailed QA 3. Communication Channels & Tools Channel Tool Purpose Who Has Access Response SLA Daily standup Mattermost / written Daily progress, blockers Dev team Same day Sprint communication Project chat channel Sprint-specific updates Full team 4 hours Video calls {{TOOL, e.g., Teams/Zoom/Meet}} Meetings requiring discussion Invited parties N/A (scheduled) Status reports Email Formal stakeholder updates Stakeholders N/A (push) Decision records Project wiki / CLAUDE Architectural & project decisions Team + future ref N/A (log) Urgent/P1 issues Phone + Mattermost Critical blockers, incidents All stakeholders 15 minutes Document sharing {{TOOL, e.g., Google Drive/Confluence}} Documents, specs, deliverables Authorized team N/A Issue tracking Mission Control / GitHub Issues Bugs, tasks, change requests Team 24 hours External email Email Formal client communication PM, John, Alem 24 hours Signing Documenso (sign.alai.no) Contracts, NDAs, approvals Parties to sign Per agreement 4. Meeting Schedule 4.1 Regular Meetings Meeting Purpose Frequency Day / Time Duration Required Attendees Facilitator Output Daily Standup Progress, blockers, coordination Daily (weekdays) {{DAY}} {{TIME}} 15 min Dev team + PM Scrum Master Written standup log Sprint Planning Backlog grooming, sprint goal, task assignment Every 2 weeks (Monday) {{TIME}} 2 hours Team + PO Scrum Master Sprint backlog Sprint Review / Demo Demo completed features to client Every 2 weeks (Friday) {{TIME}} 1 hour Team + Client PO Sprint demo recording Sprint Retrospective Team process improvement Every 2 weeks (Friday) {{TIME}} 1 hour Dev team (no client) Scrum Master Retro action items Client Sync Relationship, quick updates, concerns Weekly {{DAY}} {{TIME}} 30 min PM + Client PO PM Meeting notes Steering Committee Strategic decisions, budget, major risks Monthly {{DAY}} {{TIME}} 1 hour PM + John + Client Sponsor PM Decision record Risk Review Risk register update Weekly (sprint planning) Embedded 15 min PM + Tech Lead PM Updated risk register 4.2 Event-Triggered Meetings Trigger Meeting Type Called By Who Target Timing P1 incident Incident response call PM or Tech Lead All hands Within 1 hour New risk Score ≥ 15 Risk escalation PM PM + John + Sponsor Within 24 hours Scope change request received Change review PM PM + TL + PO Within 3 business days Milestone missed Recovery planning PM PM + TL + John Within 24 hours Go-live decision point Go/No-Go review PM PM + TL + QA + John 5 days before planned launch 5. Reporting Cadence Report Frequency Prepared By Distributed To Delivery Method Deadline Daily Standup Log Daily PM / SM John + internal team Mattermost EOD each day Sprint Report Per sprint PM Client + John Email Sprint end + 1 day Weekly Status Report Weekly PM Client Sponsor + John Email Every {{WEEKDAY}} by {{TIME}} Monthly Risk Report Monthly PM John + Alem Email 1st of each month Monthly Budget Report Monthly PM John + Alem Email 1st of each month Milestone Report Per milestone PM All stakeholders Email Day of milestone completion Post-Launch Report Once PM John + Client + Alem Email 30 days post-launch 5.1 Weekly Status Report Template SUBJECT: [{{PROJECT_NAME}}] Weekly Status — Week of {{DATE}} STATUS: 🟢 On Track | 🟡 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 | Target | Status | |-----------|--------|--------| | {{MILESTONE}} | {{DATE}} | ✅ Done / ⏳ In Progress / ⚠️ At Risk | ## Decisions Needed - [ ] {{DECISION_NEEDED_BY_DATE}} ## Budget - Spend to date: {{NOK}} / {{TOTAL_NOK}} ({{PERCENT}}%) 6. Escalation Paths & Response SLAs Level Trigger Escalate To Channel Response SLA Resolution SLA L1 Blocker within team (any) Tech Lead Chat 2 hours 4 hours L2 Blocker affecting sprint goal PM Chat + call if needed 1 hour Same day L3 Client-impacting issue PM + John Chat + email 1 hour 4 hours L4 Milestone risk (>3 days slip) John + Client PM Email + video 4 hours 2 business days L5 Budget overrun risk John → Alem Direct 2 hours 24 hours L6 Contract/scope dispute John + Alem Direct + email 4 hours 3 business days P1 Production incident PM + Tech Lead + John + Client Phone 15 minutes Per incident severity 7. Documentation Standards 7.1 File Naming Convention [PROJECT]-[DOCUMENT_TYPE]-[DATE]-[VERSION].[ext] Example: ACME-sprint-report-2026-02-14-v1.0.pdf Example: ACME-meeting-notes-2026-02-14.md 7.2 Document Storage Locations Document Type Location Project charter, brief, RACI ~/projects/{{PROJECT}}/docs/governance/ Requirements, user stories, BRD ~/projects/{{PROJECT}}/docs/requirements/ Design files, mockups ~/projects/{{PROJECT}}/docs/design/ Meeting notes ~/projects/{{PROJECT}}/comms/meetings/ Standups ~/projects/{{PROJECT}}/comms/standups/ Decision records ~/projects/{{PROJECT}}/comms/decisions/ Sprint reports ~/projects/{{PROJECT}}/comms/reports/ Client-facing documents ~/projects/{{PROJECT}}/comms/client/ 7.3 Version Control All documents use semantic versioning: MAJOR.MINOR (e.g., 1.0, 1.1, 2.0) MAJOR version = significant structural change or approval milestone MINOR version = content updates, corrections, additions Every version tracked in the Document History table at the top of each file 8. External Communication Protocols Communication Type Authorized Speakers Approval Required Notes Client progress updates PM, John None (within scope) Must be factual, professional Client escalations / issues PM → John John approval Never promise resolution timelines without TL input Press / public statements Alem Alem only No project details without explicit approval Partner communication John John Document all commitments Legal / contract matters Alem + John Alem No binding commitments without Alem sign-off Social media Alem Alem Check brand guidelines first Third-party vendor comms Tech Lead / DevOps PM awareness Cc PM on all vendor emails 9. Crisis Communication Plan 9.1 Crisis Triggers Production data breach or security incident 2-week unplanned project delay Client relationship breakdown Team member critical unavailability (e.g., extended illness) Budget overrun > 25% Legal dispute 9.2 Crisis Communication Protocol Identify — Team member identifies crisis; notifies PM immediately Contain — PM + Tech Lead assess scope and containment options (max 1 hour) Escalate — PM notifies John within 1 hour; John notifies Alem if L4+ Communicate — PM prepares crisis communication draft; John approves before sending Update — Stakeholders receive updates every 4 hours until resolved Resolve — Crisis declared over by John; post-mortem conducted within 48 hours Learn — /learning-opportunity — crisis becomes system fix 9.3 Crisis Communication Template SUBJECT: [URGENT] {{PROJECT_NAME}} — {{CRISIS_SUMMARY}} Dear {{STAKEHOLDER}}, We are writing to inform you of an issue affecting {{PROJECT_NAME}}. SITUATION: {{WHAT_HAPPENED}} IMPACT: {{WHAT_IS_AFFECTED}} IMMEDIATE ACTIONS TAKEN: {{WHAT_WE_HAVE_DONE}} NEXT STEPS: {{WHAT_WE_WILL_DO}} EXPECTED RESOLUTION: {{TIMELINE}} We will provide updates every {{FREQUENCY}} until this is resolved. Contact: {{PM_NAME}} — {{PM_EMAIL}} — {{PM_PHONE}} {{NAME}} {{TITLE}} Approval Role Name Date Signature Author Reviewer Project Manager AI Director (John) Client Sponsor