1 Priority 1 of 8
Candidate Engagement
On Track•Flor Vazquez•Last discussed May 5•Time spent 205 min
Asana source: Status update Apr 28, 2026 · 6 of 14 tasks complete
✓ What's Been Done (per Asana)
Per the Apr 28 Asana status update — major pivot complete:
- Spott.io selected as the CRM (resolves CRM blocker)
- Juicebox + Pin selected as sourcing/identification tools
- Project re-baselined; Apollo-era implementation tasks deleted as obsolete
- Phase 1 Tool Integration (Apr 28–29): Connect Spott.io to Juicebox + Pin
- In progress: Phase 2 Sourcing Setup (May 1–3)
📰 May 5 Context (from transcripts)
Outreach sequences written for ~15 junior + ~25 senior + ~15 leadership designers/day. Phase 4 launch blocked on three-email DNS routing — URL was bought outside the email tool. Carl's SF trip (May 6) covers Comfy / Fulcrum / Caplight client conversations.
→ Next Step
Phase 3 Outreach Sequences (May 4–6): Outreach sequences for Design Leader, Sr Designer, Junior Designer using Carl's req. Phase 4 Send Outreach (May 7–8): Launch all 3 pipelines — currently blocked on three-email DNS.
⟶ What's Next
★ Phase 5 milestone (May 7–15): 15 candidate calls completed by May 15.
Open actions in Asana
No active Asana actions queued for this project.
⏳ Awaiting triage (May 5)
Resolve three-email DNS routing — point DNS for the externally-purchased URL so Phase 4 can launch (Jeremy)
2 Priority 2 of 8
Marketing Content Engine (6-Week Cycle)
On Track•Flor Vazquez•Last discussed May 5•Time spent 205 min
Asana source: Status update Apr 28, 2026 · 0 of 10 tasks complete
✓ What's Been Done (per Asana)
Per the Apr 28 Asana status — Cycle 1 window: Apr 28 – Jun 8:
- Stack confirmed: Claude (text) → ChatGPT (hooks) → Figma (visuals) → Buffer (scheduling)
- Week 1 Setup (Apr 28 – May 4) complete; Content Sprint 12–15 posts (May 1–3)
- Daily Buffer Triage habit begins Apr 28 (ongoing)
→ Next Step
Week 2 Production (May 5–11): Hook Extraction with ChatGPT (May 5–6) → Figma Design Batch for all 12–15 visuals (May 7–11).
⟶ What's Next
Week 3 Scheduling (May 12–15): Buffer Queue Assembly. Weeks 3–6 Publishing (May 18 – Jun 5): ★ First post May 18. Performance Skim May 25–26 — feeds the Newsletter project's May 29 first send. End of Cycle Jun 8: Cycle 1 retrospective.
Open actions in Asana
✓ Plan marketing strategy through end of June (due May 8) — Pushed
3 Priority 3 of 8
Monthly Newsletter — Launch
On Track•Flor Vazquez•Last discussed May 5•Time spent 205 min
Asana source: Status update Apr 28, 2026 · 0 of 14 tasks complete
✓ What's Been Done (per Asana)
Per the Apr 28 Asana status — recovered from At Risk; target first send May 29:
- Path forward unblocked after At Risk recovery; 32 days to launch
- Spott role clarified: recruiting CRM only, NOT the newsletter platform
- Week of Apr 28: Decide platform; Platform configuration (sender profile + DKIM/SPF)
- All 13 tasks (11 + 2 new) now dated and assigned
📰 May 5 Context (from transcripts)
Newsletter monetization play surfaced on the May 5 Carl X-Talent call: capture the audience that won't qualify for placements via a thin AI-written eBook + partner referrals. Sized but not scoped — eBook length, audience, distribution channel still TBD.
→ Next Step
Week of May 4: Visual identity & master template; Lead magnet & opt-in strategy.
⟶ What's Next
Week of May 11: Website & social integration; Technical plumbing check. Week of May 18: Database sync; content sourcing; drafting; Visual branding header. Week of May 25: Approval & test send; Final send + promotion. ★ Milestone: First newsletter send — May 29.
Open actions in Asana
✓ Audit upcoming social posts referencing newsletter (due May 8) — Pushed
4 Priority 4 of 8
Mexican Residency — Jeremy & John
On Track•Jeremy Loughnot•Last discussed May 5•Time spent 209 min
Asana source: Status update Apr 29, 2026 · 13 of 46 tasks complete
✓ What's Been Done (per Asana)
Per the Apr 29 Asana status — strong execution, document phase wrapping. 9 tasks completed:
- US passport renewal — submitted (Apr 27)
- Canadian passport renewal — submitted (Apr 27)
- Marriage Certificate scanned to Drive (Apr 28)
- Financial qualifying route decided — savings/investments (Apr 28)
- FedEx envelope to US Sec. of State prepared (Apr 29)
- 12 months brokerage statements pulled (May 5)
- Calendar reminders set for renewal cycle (Apr 20)
📰 May 5 Context (from transcripts)
Calgary consulate appointments confirmed for June 16–17 (vs. originally-requested Jun 22–26). Apostille shipped Tuesday. Pet relocation route for Jasper now planned via John's Canadian citizenship; Sean (dog trainer) researching the process.
⚠ Asana date drift: 5 existing Mexican Residency tasks reference the old June 22–26 window — they need date updates to align with the confirmed Jun 16–17 slot.
→ Next Step
Active window May 4–8: May 5 — pull supporting bank statements ✅. Update existing tasks with new Jun 16–17 dates.
⟶ What's Next
Calgary trip block: now Jun 14–18. Mexico arrival window Aug 10–14: INM Canje activates. ★ Card pickup target: ~Oct 4, 2026.
Open actions in Asana
✓ Mail apostille for Mexican residency (executed May 4) — Pushed
⏳ Awaiting triage (May 5)
Track June 16–17 Calgary consulate appointments (Flor) — DO NOT push as new task; overlaps 5+ existing tasks needing date corrections.
5 Priority 5 of 8
I-601 Waiver Application
On Track•Flor Vazquez•Last discussed May 4•Time spent 16 min
Asana source: Status update Apr 29, 2026 · 1 of 22 tasks complete
✓ What's Been Done (per Asana)
Per the Apr 29 Asana status — full schedule baselined post-kickoff:
- All 17 previously-undated tasks now scheduled
- Backplan anchored to July 13 filing milestone
- USCIS receipt notice expected by July 31
- In progress: Phase 1 Lawyer Selection — Interview Firms May 1–7
→ Next Step
Phase 1 (in progress): Interview Firms May 1–7. ★ Kickoff meeting: May 8–15.
⟶ What's Next
Phase 2 Hiring & Onboarding (May 18–22) · Phase 3 Evidence Gathering (May 25 – Jun 26) with critical-path long-lead items: RCMP Record (~3 wks), Medical Evidence. Phase 4 Forms & Filing Prep (Jun 29 – Jul 10). ★ Phase 5 (Jul 13): Package filed with USCIS.
Open actions in Asana
✓ Confirm Thursday I-601 attorney consultation with Bernstein firm (due May 7) — Pushed
6 Priority 6 of 8
Multi-Entity Setup: US DBA · Canada · Mexico
No Update•Flor Vazquez•Last discussed May 4•Time spent 16 min
⚠ NO STATUS UPDATE POSTED · 0 of 34 tasks complete
⚠ Status
No status update has been posted in Asana for this project. 34 tasks scaffolded; 0 marked complete.
Open actions in Asana
✓ Locate US notary in Puerto Vallarta (no urgency) — Pushed
7 Priority 7 of 8
Onboarding
On Track•Flor Vazquez•Last discussed Apr 30•Time spent 0 min
⚠ Status update Apr 27, 2026 (stale) · 6 of 12 complete (status says 2 of 11)
✓ What's Been Done (per Apr 27 status)
⚠ Status update is 9 days old. Asana actuals: 6 of 12 tasks complete. Status update says 2 of 11. Recommend posting a fresh status update.
Internal onboarding playbook in flight; targeting full draft by mid-May for next client intake.
⟶ What's Next
Target completion: May 22, 2026. Use the playbook for the next client intake.
8 Priority 8 of 8
Subscriptions Audit & Cancellation
On Track•Flor (loads) + Jeremy (decides)•Last discussed May 4•Time spent 16 min
Asana source: Status update Apr 29, 2026 · 0 of 8 tasks complete
✓ What's Been Done (per Asana)
Per the Apr 29 Asana status — recovered from Off Track; scope locked, Jeremy owns the audit:
- Trigger acknowledged: budget-exceeded notification on AI subscriptions (~$1,200/mo)
- Decision: Monarch designated for subscription oversight
- Incentive structure locked: Jeremy receives the monthly fee as cash bonus per cancelled subscription
→ Next Step
Week 1 Setup + Audit (Apr 29 – May 8): ★ May 1–5: AI subscription audit (highest priority, ~$1,200/mo). May 5–8: Full audit, non-AI tools.
⟶ What's Next
Week 2 Decision + Execution (May 8–22): Tag KEEP / CANCEL / NEGOTIATE. Execute. Week 3 ROI + Recurring Cadence (May 25 onwards): ★ First cash bonus payout to Jeremy May 25.
Open actions in Asana
✓ Load all subscriptions into Asana for review (Flor, due May 8) — Pushed
✓ Review subscription list and cancel 2 this week (Jeremy, due May 8) — Pushed
888 minutes of meeting time linked across the portfolio (14.8 hours). The May 4 weekly sync (16 min Plaud) touched 7 of 8 projects. May 5 added 3 standalone Plaud transcripts (162 + 27 + 31 min) — most weight goes to the morning planning session.
⚠ Mixed-transcript inflation caveat. The May 5 morning session was 162 min total but only ~30 min was project work — the remainder drifted into personal time. The Notion rollup attributes the full 162 min to all 4 linked projects, which over-weights this metric. Treat the table as "meeting time touching this project", not "deep work time."
| Project | Owner | Time spent | Last discussed |
|---|
| Mexican Residency — Jeremy & John | Jeremy Loughnot | 209 min | May 5 |
| Candidate Engagement | Flor Vazquez | 205 min | May 5 |
| Marketing Content Engine | Flor Vazquez | 205 min | May 5 |
| Monthly Newsletter — Launch | Flor Vazquez | 205 min | May 5 |
| I-601 Waiver Application | Flor Vazquez | 16 min | May 4 |
| Multi-Entity Setup | Flor Vazquez | 16 min | May 4 |
| Subscriptions Audit & Cancellation | Flor + Jeremy | 16 min | May 4 |
| Onboarding | Flor Vazquez | 0 min | Apr 30 |
Caveat on data completeness. Time Spent counts only transcripts with a Duration value. Granola transcripts don't expose Duration cleanly via the connector, so the 13 Apr 20–30 Granola ingestions contribute 0 minutes despite their content density. To filter to "last 30 days" specifically, set a date filter on the rollup column inside Notion's UI.