Strategy Meeting
Artifact info
Title:

Website Planning Meeting

Engagement:

Source of Synergy Website

Client:

Source of Synergy

Meeting Date:
November 19, 2025
Next Meeting Date:
January 14, 2026
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December 22, 2025
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December 30, 2025
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December 15, 2025
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December 3, 2025
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People
Barbara Layton
Diane Williams
James Redenbaugh
Artifact Image
Meeting Summary

🎯 Meeting Purpose:

Initial discovery call to discuss redesigning the Source of Synergy Foundation website, exploring design direction, platform options, timeline, and budget for a fresh digital presence that embodies synergy and invites participation.

🌅 Design Vision: Bringing Synergy to Life:

The Current Challenge:

The existing WordPress site feels stagnant, text-heavy, and outdated after nearly 20 years without significant updates. It doesn't capture the aliveness and dynamic energy that synergy represents.

What They Want:

Clean, alive, and inviting with movement and texture that breathes:

  • White background with warm sunrise colors (orange, gold, yellow) + complementary blues
  • Inspired by James's portfolio sites: Thomas Hubel, Seven Group, Generative U, Holomovement
  • Logo animation that captures the "2 Ss taking off" concept
  • Participatory elements that invite people to become sources of synergy
  • Clear, compelling communication of the "S Factor" concept from first glance
Key Design Elements:

The S Factor - Sourcing Synergy:

  • "Synergy starts with connection. Every connection sparks possibility."
  • Visual ways to present projects (circle with spokes concept)
  • Diversity in imagery and representation
  • Movement without being overwhelming
  • Space to breathe, clear and organized

Homepage Priorities:

  • Animated logo entrance
  • Compelling video or graphic immediately visible
  • S Factor hero section
  • Project navigation element (circular/spoke design)
  • Testimonials
  • Streaming collaboration logos
  • Strong calls-to-action

💻 Platform Decision: WordPress → Webflow

The WordPress Limitations

Current site uses Beaver Builder, which makes interactive animations difficult and time-consuming. Building dynamic features in WordPress requires:

  • Custom coding everything
  • Multiple plugins (security risks, maintenance burden)
  • Constant updates to themes, PHP, plugins
  • Hosting costs and technical overhead
  • At least 2x longer development time
Why Webflow Wins

James demonstrated Webflow's advantages live during the call:

  • Faster development: Build and iterate rapidly without custom coding
  • Native features: No plugins needed, everything integrated
  • Easy animations: Create smooth interactions in minutes vs hours
  • Automatic backups: Time travel through site versions instantly
  • No hosting hassles: All-in-one solution at ~$23/month
  • Visual editor: Changes are WYSIWYG, safer and clearer
  • Better performance: Faster load times, modern infrastructure

James's experience: Built WordPress sites for 10 years, switched to Webflow in 2019, hasn't built a WordPress site since before the pandemic.

The Jen Factor

Jennifer (their longtime web administrator) currently manages WordPress updates. Transition considerations:

  • She'll need to learn Webflow (has good tutorials available)
  • Eventually will find it easier than WordPress
  • James offered to assess her skills and provide training
  • Can create simple drag-and-drop content blocks for her
  • 30-minute training video included in package

💰 Budget & Timeline: Fast-Track to Launch

The Agreement

Budget: ~$5,000 (they've already spent money with another designer, need to be cost-effective)Timeline: Start immediately → Launch by January 1st (before Diane's January sabbatical)
Scope: Abbreviated MVP package focused on essentials, not "bells and whistles"

What Makes This Achievable
  • Webflow platform (would be impossible in WordPress on this timeline)
  • ~15 total pages but many share layouts = ~3-5 unique page designs
  • Reusable templates and graphic assets to optimize efficiency
  • Quick turnaround on feedback (24-48 hours during active work)
  • Team ready to move fast if they can start immediately
What's Included
  • 1 combined vision/strategy session (1.5 hours)
  • Brand refinement (colors, typography, logo animation)
  • 5 unique page designs in Figma (Homepage focus + About, Synergizing, Get Involved, Template)
  • Full Webflow build with basic animations and interactions
  • CMS setup for projects, team, news
  • Forms integration (Mailchimp, contact, donation button)
  • 1 design review + 1 development review
  • Training video for Jen
  • Mobile responsive across all pages
What's Streamlined for Speed
  • Team directory approach vs individual bio pages (for now)
  • Basic scroll animations (logo, reveals, fades) not complex custom animations
  • Linking to existing donation processor vs building custom system
  • Single design review round
  • Focus on getting them live, can enhance in Phase 2

📋 Content & Structure Strategy:

Simplified Site Architecture

Main sections:

  • Home (hero focus with S Factor, projects, testimonials, logos)
  • About (vision, team directory, founding story)
  • Synergizing/Projects (visual project overview)
  • Evolutionary Leaders (link to separate site, maintain distinction)
  • Get Involved (Synergy Circles info, newsletter signup, donate)
  • News from the Source (blog/updates)
Content They're Providing:

Already prepared extensive content document covering:

  • Mission and vision statements
  • S Factor messaging and synergy descriptions
  • Project descriptions and history
  • Newsletter archives (The Edge, Synergy Circles newsletters)
  • Collaboration partner information
  • Team bios and photos
CMS Strategy:

Use Webflow's native CMS collections for:

  • Projects: Easy to add/update initiatives and programs
  • Team members: Grid display, filterable if needed
  • News/blog posts: Simple publishing system for updates
  • Events: Basic system for upcoming/past gatherings

This allows content to be dynamic and automatically displayed (like profiles floating on Holomovement site) without manual page creation each time.

🤝 Team & Process:

Who's Involved:

James Redenbaugh: Main point of contact, creative director, handles custom work and detailsIris Cocreative Team: Support for build-out and design workDiane & Barbara: Primary stakeholders, decision-makersJennifer (Jen): Their web administrator who'll manage updates post-launch

The Process:
  1. Vision Session → Align on brand, design direction, content priorities (Dec 3-4)
  2. Design Phase → Create all page designs in Figma (Dec 9-20)
  3. Design Review → Present designs, gather feedback, approve (Dec 17-18)
  4. Development → Build everything in Webflow Overlap with Design (December 15-20) Finalizations: (Dec 27-31)
  5. Dev Review → Test together, final adjustments (Jan 2 or Dec 30?)
  6. Launch → Go live! (Jan 1-3)
Communication Plan:
  • Email for formal updates
  • Slack/text for quick questions
  • Loom videos for async design presentations
  • Brief Monday/Thursday progress updates
  • 3 total Zoom meetings (3.5 hours together over 5 weeks)

💫 Personal Connection & Shared Values:

James shared meaningful connections to their community:

  • Born into it: His mom is an evolutionary spiritual woman who introduced him to Andrew Cohen and Ken Wilber
  • Long history: Attended first retreat with them in 2009, was at Fox Hollow
  • Past work: Was a designer for EnlightenNext magazine
  • May have collaborated before: Likely did work for them through WIE connections

Diane & Barbara's response: "You get it. You absolutely get it. You live this world and I think it's really important."

The Name Connection:

Evolutionary Leaders origin story: Diane was working with Deepak Chopra, they needed a name (initially "Visionary Leaders"), she looked down and saw "What is Enlightenment" magazine and suggested "Evolutionary Leaders" - the name stuck!

✅ Next Steps & Decisions:

What Needs to Happen Before Starting
  1. ✅ Webflow approval from board → Diane & Barbara to present case
  2. ✅ Confirm Jennifer's comfort level → Discuss Webflow transition with her
  3. ☑️ Review James's proposal → New Package 0 option at $5k
  4. ☑️ Contract & deposit → 50% down to secure timeline and begin work
What James Will Provide:
  • Detailed Summary of Previous Meeting
  • Updated proposal with Package 0: MVP option ($5k, Jan 1 launch)
  • Contract with payment terms
  • Project kickoff support and immediate content organization
Timeline Pressure:

Holiday season creates urgency:

  • Need to start ASAP to hit January 1 launch
  • Diane goes on sabbatical entire month of January
  • Some light availability during Dec 21-26 holiday week
  • Development sprint happens before holidays

Barbara's ask: "We'd love to have this done by the end of December and go live if we can."James's response: "I think if we did an abbreviated version of this first package and we built on Webflow, then we could get it done by the end of the year if we can jump right in and move quickly."

🎯 Action Items:

Diane Williams
  • Share all website content, graphics, and branding materials with James ASAP ✅
  • Contact Jennifer to discuss her capabilities and Webflow readiness ✅
  • Present Webflow rationale to board for approval ✅
  • Coordinate with Barbara on budget and timeline approval ✅
  • Review and sign contract when ready
  • Arrange 50% deposit payment to begin work
Barbara Layton
  • Discuss budget and project priorities with Diane and team ✅
  • Collaborate on final decision to proceed ✅
  • Potentially introduce Jennifer to James for platform discussion ✅
  • Support board approval process for Webflow platform choice ✅
James Redenbaugh
  • Create Package 0: MVP proposal reflecting $5k budget and expedited timeline ✅
  • Provide contract  ✅
  • Be ready to receive content and organize into project management system ✅
  • Support Jennifer's potential Webflow transition with training/documentation ✅
  • Schedule vision session for ASAP Kick-Off ✅

💭 Key Insights

Why This Project Feels Right:

  • Strong alignment on vision and values
  • Shared community and spiritual background
  • Client understands this is MVP that can grow
  • Clear priorities: clean, alive, inviting (not complex)
  • Realistic about timeline and budget constraints
  • Trust in James's expertise and portfolio

Critical Success Factors:

  • Quick decision-making and feedback turnaround
  • Webflow platform approval from board
  • Content already prepared and ready
  • Scope discipline (resist feature creep)
  • Holiday coordination and availability
  • Everyone aligned that this is "Phase 1" foundation

The Opportunity:After 20 years with a stagnant site, Source of Synergy Foundation is ready to embody their mission digitally. They want something that reflects the aliveness, connection, and transformative potential of synergy itself. This project is about more than a redesign - it's about creating a digital beacon that draws consciousness pioneers together and invites public participation in evolutionary change.

"Synergy is a powerful dynamic when we come together and combine our unique talents, perspectives, and ideas to create more than we ever could alone." 🌟

Relevant Initiatives

Brand Refinement

Priority: 
Medium
Size: 
S
Completing

Strategy

Priority: 
High
Size: 
M
Planning Stage
Transcript