🎙️ Session: 08 11:05 CDT - Notes by Gemini

Executive Summary

The meeting on June 8, 2026, addressed the company’s financial outlook, operational workflows, and strategic focus, culminating in a commitment to HubSpot project management integration. Despite current cash flow challenges, stability is being managed by prioritizing the Conscious Leadership Group (CLG) HubSpot project, which has a 3-month deliverable timeline. Key operational improvements include centralizing project tracking within HubSpot via custom objects and automation, replacing manual and external spreadsheet dependencies. The team is focused on system maintenance, learning new automation frameworks, and stabilizing future revenue through bundled maintenance services.

Key Architectural Frameworks and Core Principles

• Derisk, Unclog, and Scale Framework: A structured approach to categorize project tasks based on urgency and strategic goals, utilizing a Google Sheet integrated with Gemini for automated generation of objectives, ideal outcomes, and risk assessments.
• Client-Centric Referral Strategy: A core business objective to ensure high client satisfaction, particularly with the Conscious Leadership Group, to generate future referrals and secure long-term retainer agreements over immediate new sales.
• Scrum-like Project Task Management: Implementation of a custom HubSpot object for “Project Tasks” that incorporates a scrum-like workflow with stages such as “Inbox,” “Not Started,” “Blocked,” “In Progress,” and “Review” for efficient task tracking.
• Revenue Stabilization through Bundling: A strategic initiative to secure future revenue by bundling maintenance services (e.g., WordPress, HubSpot) into recurring monthly streams.
• Centralized Operational Workflow: A fundamental shift from disparate external tools (spreadsheets, Calendly) to a unified HubSpot environment for project management, task tracking, and scheduling, leveraging custom objects and automation.

Flight Plan (Action Items)

• [Kevin Dockman] Send Payment: Execute a bank wire transfer once funds arrive in the checking account.
• [Kevin Dockman] Create Share Drive: Set up a new folder in Wake Up to organize project files.
• [Kevin Dockman] Provide CLI Keys: Grant access to command line interface credentials for HubSpot management.
• [Brenn Almario] Review Tasks: Examine project items listed in the spreadsheet or HubSpot custom objects to understand pending requirements.
• [Kevin Dockman] Share Mirror Board: Provide the link for the project visualization board to allow for team access.
• [Kevin Dockman] Grant Mirror Access: Issue credentials for the project documentation software to facilitate collaboration.
• [The group] Create Meeting Links: Build booking schedules within the platform for all coaches to replace external scheduling tools.
• [The group] Migrate Surveys: Recreate existing feedback collection tools as native forms in the customer portal.
• [Brenn Almario] Review Project Documents: Examine documentation within Miro, Google Sheets, and Google Docs.
• [Brenn Almario] Review Product List: Gain familiarity with product offerings, quote templates, QuickBooks synchronization, and workflows.
• [Brenn Almario] Analyze Workflows: Highlight unknown automation tasks to ensure full understanding.
• [Kevin Dockman] Send Client Invoice: Dispatch the quote and invoices to Wicker Park Dental Studio.
• [Brenn Almario] Compile Meeting Questions: Create a list of questions regarding the project and bring them to the next meeting.

Key Structural Sections

Company Financial Status and Client Pipeline

Kevin reported current cash flow challenges, with the Dog Wizard project’s invoice payments being late. He expressed optimism about an anticipated significant cash influx from a new client, expected to resolve concerns regarding Brenn’s compensation. While currently focused on a single project, the team is actively pursuing new prospects, including a dental office and a real estate client. Kevin plans to split payments to Brenn, potentially in $800 increments, with clearer cash flow expectations within one week.

Strategic Focus and Organizational Role

Kevin identified the HubSpot project for their new client, Conscious Leadership Group (CLG), as the core business focus. His spouse will assume the role of creative director, managing branding and design. The primary objective is to ensure high client satisfaction with the CLG project to generate future referrals and secure a long-term retainer, rather than immediately seeking new sales.

Dog Wizard Project Status and Strategy

The Dog Wizard project encountered significant errors, requiring an investment of the company’s own capital to resolve, though commitment to its success remains. Despite the client’s current revenue struggles, Kevin intends to eventually bundle WordPress and HubSpot maintenance services to stabilize that revenue stream at approximately $900 per month.

Functional Technology Framework (FTF) Overview

Kevin outlined the “Derisk, Unclog, and Scale” framework, which categorizes project tasks based on urgency and strategic goals. He demonstrated a Google Sheet tool that integrates with Gemini to automatically generate project objectives, ideal outcomes, and risk assessments, promoting a structured project management approach.

Conscious Leadership Group - Project Task Management

Kevin has developed a custom “Project Tasks” object within HubSpot, leveraging a Command Line Interface (CLI), to manage project tasks and eliminate reliance on external spreadsheets. This new object incorporates a scrum-like model, allowing tasks to progress through stages such as “Inbox,” “Not Started,” “Blocked,” “In Progress,” and “Review” for clear tracking of timelines and subtasks.

Future Technology Roadmap

Kevin discussed long-term plans to develop a custom HubSpot application that connects with external boards or spreadsheets, aiming to provide a centralized view of all client tasks and project statuses. For the immediate future, the team will continue to rely on the newly created custom HubSpot objects for managing the Conscious Leadership Group’s operations.

Conscious Leadership Group - Business Workflow

Kevin described the business model of the Conscious Leadership Group, which provides coaching to executives at large technology companies. The operational workflow involves automated form submissions, lead routing, and sequences based on client intent. He highlighted the complexity of the client’s multi-stakeholder commission structure and outlined a plan to build an “Earnings” custom object in HubSpot to automate these distribution calculations.

Immediate Tasks and Workflow Automation

The team plans to replace the client’s current Calendly integration by creating specific HubSpot meeting scheduler links for each coach and meeting type, emphasizing the use of professional templates not tied to individual user accounts. Kevin has also implemented workflows to automate deal naming based on payment links and suggested that Brenn prioritize tasks related to automation and system maintenance.

Project Timeline and Commitment

Brenn confirmed comfort with the current financial arrangement and expressed commitment to the project. Kevin established a three-month timeline to complete the 21 identified tasks for the Conscious Leadership Group. Brenn will focus on learning these new systems and executing tasks, with the potential to expand work back into Dog Wizard or new client projects once the Conscious Leadership Group engagement stabilizes.