Every session. Every recap. In order.
The full record of our thinking together. Status updates, discovery work and the Phase 2 strategy, all in one place. If it was decided in a room, it lives here.
Weekly Status
Newest firstDiscovery progress and next steps
Discovery kickoff and interview plan
Phase 1 | Discovery
CompleteThe questions behind every conversation
SynthesisStakeholder InterviewsFive voices across the team.
Field notesRide-AlongsTwo days inside the real workflow.
FindingsEight Discovery ThemesWhat we heard, named and grouped.
Report-outDiscovery Report-Out & Route OptionsThe paths forward, side by side.
Phase 2 | Spine First Strategy
In planningShared knowledge and clear decision rights before new tools or hires
Who decides, who’s consulted, who just needs to know. A living draft.
The right tools in the right order. Starting with the Claude workspace.
Milestones and dates once Route C is approved
Meetings & Recordings
Via FirefliesEvery Terra Rossa session, pulled straight from Fireflies. Open a meeting for the full transcript, recording and notes.
5 participants
Read the summary
- PM Onboarding and Hiring: Five PM candidates interviewed, aiming for mid-November start with two-prong onboarding: system setup and workflow integration.
- Operational Documentation: Decision matrix and project maps to be finalized by November 23 to standardize handoffs and communication.
- AI Integration: Building AI-powered knowledge base and custom AI skills for admin help, emphasizing ethical use and human oversight.
- Team Structure and Roles: Ronalyn’s role expanding to chief of staff; considering fractional COO/CFO roles; improving calendar transparency with color coding.
- File and Technology Systems: Move to centralized Google Drive; AI-assisted file cleanup planned; client portal with AI integration in development.
- Strategic Culture and Vision: Focus on sustainable growth, ethical AI, and team wellbeing with a long-term plan for shared equity via Dia Collective.
4 participants
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- Project Manager Role: Job description finalized, interview guide ready; pay $2,500–$3,000/month, flexible hours, retainer discussed.
- Team Structure: Defined internal vs. contractor roles; focus on better on-set communication and pre-production client coordination.
- AI Tools: Plan for shared AI account to standardize messaging, use Claude Cowork for task tracking, plus AI training workshops.
- Documentation: Shared Google Drive for handbooks and onboarding; decision rights matrix and voice style from chat data in progress.
- Scheduling: Calendar hygiene framework to improve Zalyia’s time management; meeting slots to be coordinated with Ronalyn.
- Next Steps: Job description to candidates ASAP, prepare onboarding frameworks; next check-in October 13; COO retainer proposal forthcoming.
4 participants
3 participants
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AI Tools Integration: Fireflies stays for call notes; Granola tested for silent note capture in calls, texts, emails to catch decisions.
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Organizational AI Setup: Terra Rosa’s admin manages Claude workspace with custom voice, tone, branding skills to ensure consistent outputs.
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Email and Calendar Cleanup: Cherrelle’s 20,000 unread emails targeted for Gemini AI sorting; calendar hygiene rules to reduce confusion.
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Decision Rights Matrix: Planned to clarify authority and approval flows, boosting accountability and streamlining operations.
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Implementation Plan: Phase 2 and 3 combined for quicker results; key co-work session on Sept 21 for email cleanup and decision matrix.
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Team Change Management: Jai’s Outlook use conflicts with Google Suite; knowledge base and system spine needed to align workflows.
3 participants
3 participants
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Workflow Optimization: Cherrelle's ride-along session aims to reduce bottlenecks and improve task prioritization by identifying decision patterns.
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Tool Integration: A custom GPT proposal seeks to accelerate proposal creation, enhancing efficiency and productivity across the team.
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Data Organization: Google Drive's inefficiency prompts a need for a structured knowledge base and improved document management.
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Training Needs: Visual onboarding for Ronalyn is essential to adopt new tools efficiently, aiming to improve overall team dynamics.
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Project Timeline: The audit project is in week 5 of 7, targeting completion of interviews and deliverables by the end of the week.
2 participants
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- Role at Terra Rosa: Primarily supports graphic and web design, focusing on the 2025 website redesign project.
- Project Workflow: Engages flexibly with ongoing research, prioritizing communication tools like Google Suite and Trello.
- Challenges Identified: Delays in feedback create pressure; repetitive tasks could benefit from automation or delegation.
- Perspective on Identity: Terra Rosa is viewed as a creative collective focused on community and social justice themes.
- AI Considerations: Cautious about AI use; emphasizes responsible practices to protect creative ownership and environmental impacts.
2 participants
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Financial Collaboration: Alana and Sherrell work together on bookkeeping and financial statements aiming for efficient monthly preparations.
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Communication Frequency: They connect one to two times a month, addressing issues especially around taxes or unusual financial matters.
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Documentation Challenges: Incomplete documentation often requires multiple follow-ups, highlighting the need for better note-taking and clarity on transaction purposes.
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Automation Potential: Current automation in Xero could be enhanced by integrating Sherrell’s calendar, reducing manual input and improving expense tracking.
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User-Centered Design Goals: Future tools will focus on simplicity and automation, allowing Sherrell to concentrate on her business and family life.
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Next Steps: Zalyia will explore software integrations while maintaining regular check-ins with Alana to refine tool usability.
2 participants
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Role Clarity: Ronalyn manages Cheryl's schedule, emails, and project tasks, facing varying workloads based on priorities.
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Workflow Bottlenecks: Delays in Cheryl's responses often stall tasks, requiring frequent confirmations, which disrupts Ronalyn's workflow.
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Tool Usage: Primarily uses Google Suite for management; tracking tasks in a Google Sheet, but faces issues with document organization.
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AI Utilization: Actively employs ChatGPT for proposal drafting, seeking automation to enhance efficiency and reduce approval waiting times.
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Document System: Maintains a digital filing system but struggles with inconsistent naming, impacting file accessibility and project workflow.
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Future Improvements: Emphasizes refining systems to enhance autonomy and streamline processes, aimed at reducing unnecessary confirmations.
2 participants
3 participants
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- Discovery Phase Status: In week three, one interview completed; others with key stakeholders are scheduled for improved insights.
- Tool and Workflow Audit: Current tools like Gusto and Google Drive are under review for efficiency; shadowing sessions will enhance understanding.
- Project Management Focus Shift: Prioritizing project management systems to improve workload visibility and reduce team stress is essential.
- Interview and Scheduling Flexibility: Interviews scheduled primarily on Tuesdays; homework is due this week to keep the project moving forward.
- Communication Protocols: Consistent communication channels are established for coordination, including specific email usage for clarity.
- Revising Statement of Work: The project scope will adapt to prioritize project management as insights from stakeholder interviews are gathered.
2 participants
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- Role Overview: Jai balances business development and project execution, aiming to raise a $25 million fund for Terra Rosa.
- Community Project: Focus on launching a news publication in Macon/Augusta to serve a 62% African American population identified as a news desert.
- Tools for Workflow: Uses Google Drive and email for communication, suggesting Asana for managing workflows and deadlines.
- AI Delegation: Utilizes AI tools for writing and research, preferring human oversight for strategy development and operational tasks.
- Work Culture: Values Terra Rosa's relaxed culture, supporting creativity and productivity with flexibility in scheduling.
- Future Needs: Seeks consistent meeting schedules and formalized processes to support team expansion and efficiency without jeopardizing strategy.
Session Archive
Agendas go up before each session. Recaps and recordings follow within 2 business days.
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Can’t find something? Every file here also lives in the Shared Drive, under 03 Meeting Agendas & Recaps or 05 Approved & Final.
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