Team Alignment Session
Profit for Contractors Content Intelligence System Handoff
Facilitated by Kitala | 90 minutes | March 2026
Pre-Session Prep (Send 48 Hours Before)
What to Review Before This Session
- Austin: Review the Voice Constitution document (5 minutes). This defines your tone, vocabulary, and boundaries as they exist in the system.
- Dayani: Open your content calendar folder and the current webinar promo timeline. Note any gaps or bottlenecks in the planning stage.
- A. O'Neil: Review the last 3 "Jam Sessions" notes to see where AI could have accelerated planning or collaboration.
- All: Think about one moment in the last month when content creation felt slow or unclear. Bring that example to the session.
Pre-Session Questions
Austin
When you sit down to record content, what's the biggest time blocker? (Recording, scripting, deciding what to say, something else?)
Dayani
From the moment you get a finished video, how long until it appears on Instagram or YouTube? What steps happen in between?
A. O'Neil
When Austin and you jam on content ideas, what's the one thing you wish you had a template or framework for?
Access & Tools Needed
- All participants: Access to Profit for Contractors Google Drive (folders 1–7 in content pipeline)
- Laptop/projector for facilitator demo of prompts and templates
- Google Docs open for real-time note-taking
- One shared doc: "March 2026 - Sticky Webinar Funnel Tracking" (to reference conversion leaks)
90-Minute Session Agenda
Visual Timeline
0:00–0:15
Block 1: Current State Review
How content flows from idea to published
0:15–0:35
Block 2: System Walkthrough
Voice Constitution, Master Prompts, Content Engine
0:35–1:00
Block 3: Workflow Integration
Map new system to 7-stage pipeline
1:00–1:15
Block 4: The Funnel Fix
Content architecture around Sticky webinar conversion
1:15–1:30
Block 5: Roles, Rhythm & Next Steps
Weekly cadence, 30-day tuning, feedback loops
Block 1: Current State Review (15 minutes)
Facilitator Goal: Map the real workflow. Draw the 7-stage pipeline on the board/screen and ask where friction points exist.
Questions to Ask the Team
- "Walk me through your last piece of content from idea to posted." Who touched it? What folders did it move through? How long did each step take?
- "Where do things get stuck?" Is it planning? Recording? Editing? Approval? Distribution?
- "Which of these 7 folders are you actually using today?" (Content Ideation, Content Calendar, Planning: Scripting/Title/Thumbnail, Recording, Editing, Distribution, Performance)
The 7-Stage Pipeline (Current)
1. Ideation
Ideas live here
2. Calendar
Currently empty (gap)
3. Planning
Script, title, thumbnail (gap)
4. Recording
Raw recordings
5. Editing
Edited content
6. Distribution
Posted to platforms
7. Performance
Results tracking
Key Insight to Flag: The two gaps (Calendar and Planning stages) are where the new system will accelerate the team. Austin won't have to start from scratch on fridays. Dayani won't wait on planning decisions.
Block 2: System Walkthrough (20 minutes)
Facilitator Goal: Show the three components live. Don't lecture. Demo one prompt. Let Austin feel his voice in the system.
1. Voice Constitution (5 minutes)
This is Austin's personality encoded. It defines:
- Tone: calm, direct, outcome-focused. Plain English.
- Vocabulary: words Austin actually uses, words to avoid, phrases that are off-limits
- Sentence structure: how long Austin's sentences run, where he pauses, how he builds ideas
Why this matters: When Dayani or A. O'Neil write copy or prompts, they can reference the Voice Constitution to stay on-brand. When AI generates text, it uses the Constitution to match Austin's voice.
2. Master Prompts (10 minutes)
These are 10 ready-to-use AI prompts that live in the Content Engine. Examples:
- Weekly Brief Generator: Paste in your week's ideas, get a prioritized brief with speaking points
- Script from Outline: Give it a title and 3 talking points, get a full script in Austin's voice
- Social Repurposing: Feed in a long-form transcript, get 5 Instagram captions and 3 short video concepts
- Title & Thumbnail Brainstorm: Give it the topic, get 10 title options and visual concepts
Live Demo Suggestion: Show the "Script from Outline" prompt. Have Austin give you a topic and 3 quick talking points. Run the prompt live. Read the output. Ask: "Does that sound like you?" This moment is where the system gets real for the team.
3. Content Engine (5 minutes)
This is how all the pieces fit together into a repeatable rhythm:
- Weekly Brief Template: One place for all your week's content. Priority ranking, speaking points, platform distribution plan.
- Flagship Framework: How to plan YouTube videos specifically. Intro hook, three core ideas, conversion moment, call-to-action.
- 1-to-5 Repurposing Map: One long-form piece (flagship video) becomes 5 social posts, 2 reels, 1 blog teaser, plus 1 follow-up. No ideas wasted.
Handoff Moment: At the end of this block, Austin should be able to answer: "What's the one prompt I use first every week?" (Answer: the Weekly Brief Generator.) Dayani should know: "Where do I find my assignments?" (Answer: in the brief, mapped to platforms and due dates.)
Block 3: Workflow Integration (25 minutes)
Facilitator Goal: Show where AI accelerates each stage. Assign clear roles. Identify who owns the "checkpoint" at each transition.
Mapping the New System into the 7 Stages
Stage 1: Ideation
Owner: Austin + A. O'Neil (existing Jam Sessions)
AI Assist: Content Idea Machine prompt (brainstorms from past flagship scripts and webinar themes)
Checkpoint: Ideas move to Content Calendar folder when Austin + A. O'Neil agree to pursue them.
Stage 2: Calendar
Owner: Dayani (with input from Austin on priority)
AI Assist: Weekly Brief Generator (pulls ideas, suggests dates, flags conflicts)
Checkpoint: Austin approves the brief every Friday. Dayani finalizes for the week.
Stage 3: Planning (Script, Title, Thumbnail)
Owner: A. O'Neil (scripting) + Dayani (visual planning)
AI Assist: Script Generator + Title & Thumbnail Brainstorm prompts
Checkpoint: Austin reviews script for voice accuracy. Approves before recording.
Stage 4: Recording
Owner: Austin (with Dayani coordinating sessions if video shoots)
AI Assist: None (this is pure Austin)
Checkpoint: Raw recordings move to Editing folder. Dayani confirms receipt.
Stage 5: Editing
Owner: Video editor (external contractor)
AI Assist: Social Repurposing prompt (generates captions + reel concepts while editor works)
Checkpoint: Edited video + repurposing ideas move to Distribution. Dayani schedules posting.
Stage 6: Distribution
Owner: Dayani (YouTube upload, Instagram captions, webinar promos)
AI Assist: Repurposed captions + scheduling templates
Checkpoint: Content goes live. Dayani logs it in Performance folder with scheduled date.
Stage 7: Performance
Owner: Dayani (tracking) + Austin (learning)
AI Assist: None yet (future: performance feedback loop)
Checkpoint: Weekly snapshot sent to Austin. Informs next week's ideation.
Who Does What, When
Austin
Ideates with A. O'Neil (ongoing). Reviews scripts for voice (before recording). Records content. Reviews performance summary weekly. Flags when something doesn't sound right.
Dayani
Owns the calendar and distribution. Runs Weekly Brief review with Austin every Friday. Coordinates with video editors. Posts to all platforms. Tracks performance. Flags scheduling conflicts.
A. O'Neil
Collaborates with Austin on ideation (Jam Sessions). Drafts scripts using the Script Generator. Creates speaking point outlines. Reviews social captions for tone.
Video Editor(s)
Receives raw recording. Edits for YouTube/social. Delivers final video by agreed deadline. No changes needed to current process.
How the Weekly Brief Connects to Friday Planning
Friday Planning session becomes the Brief Approval Meeting (30 minutes).
- Dayani pre-generates the brief using the Weekly Brief Generator (runs the prompt Thursday night)
- Brief includes: top 5 content ideas for the week, assigned dates, speaking points, distribution plan, resource needs
- Austin reviews and approves changes (voice, priority, timing)
- A. O'Neil notes any scripting or research needs
- Dayani finalizes. Team has a clear roadmap for Monday–Friday
Outcome: By Friday end-of-day, everyone knows what's being recorded, when, and where it's going. No surprises on Tuesday morning.
Block 4: The Funnel Fix (15 minutes)
Facilitator Goal: Connect content architecture to revenue. Show how the system addresses the Sticky webinar leak (35 registered, 8 showed, 1 bought = 23% show rate, 12% conversion).
The Leak (What We Know)
- StickyOS webinar is a conversion event, not a brand play
- 35 people registered. 8 showed. 1 bought. That's a funnel problem, not a content problem.
- The problem isn't reaching people. It's reminding, activating, and creating urgency to attend.
The Content Architecture (New System Fix)
Create a 3-phase follow-up sequence timed around the webinar:
Phase 1: Reminder (Registration → Event)
Content: 3–4 short-form videos (60–90 seconds) answering common Sticky questions. Posted to Instagram, YouTube Shorts.
Goal: Keep Sticky top-of-mind. Answer objections before the webinar.
Cadence: Monday, Wednesday before the webinar.
Phase 2: Activation (Pre-Event Urgency)
Content: 1 flagship video (8–12 minutes) diving into one Sticky success story or common objection.
Goal: Build credibility. Show that Sticky actually works for coaches in Austin's space.
Timing: 48 hours before the webinar.
Phase 3: Conversion (Post-Event Offer)
Content: Replay teaser (if webinar was recorded) + offer-specific breakdown. Short form on social, email follow-up.
Goal: Convert attendees who didn't buy, and re-engage people who registered but didn't show.
Timing: 24 hours after webinar ends.
How the Content Engine Enables This
- Weekly Brief: Flags Sticky webinar weeks. Austin prioritizes reminder videos.
- Script Generator: Speeds up short-form scripts. A. O'Neil can turn talking points into recorded copy in 15 minutes.
- Social Repurposing: Flagship video becomes 5 Instagram posts + 2 reels. Dayani distributes across platforms without creating new concepts.
Expected Outcome: Next Sticky webinar should have higher show rate (target: 18+ out of 35 register). More attendees means more conversions. One flagship video + 4 short-form pieces beats hoping registrants remember.
Block 5: Roles, Rhythm & Next Steps (15 minutes)
Facilitator Goal: Lock in cadence and feedback loops. Who does what. When. How feedback gets to the system.
Weekly Cadence (New Rhythm)
Thursday (Dayani)
Run Weekly Brief Generator. Input this week's ideas + priorities. Generate the brief. Send to Austin + A. O'Neil for review.
Friday (All Team)
30-minute Brief Approval Meeting. Austin approves content, voice, priority. A. O'Neil notes scripting needs. Dayani finalizes schedule. Clear assignments for Monday start.
Monday–Thursday (Execution)
A. O'Neil drafts scripts. Austin records. Video editor works. Dayani posts. No surprises. Everyone working from the same brief.
Friday EOD (Austin)
Austin reviews performance snapshot from Dayani. Notes what's working. Ideas for next week. Feeds into next week's ideation.
The 30-Day Tuning Window
For 30 days, you're watching how the system works. The goal: refine the Voice Constitution based on real output. Here's what to track:
- Does the AI-generated content sound like Austin? If 80% yes, great. If 50% yes, flag it. We'll adjust the Voice Constitution.
- Which prompts save the most time? Use them weekly. Archive the ones that don't fit.
- Where does the workflow still get stuck? Is it editing? Scheduling? Recording? Tell us. We'll automate it next.
- Are you hitting your Friday brief deadline? If Dayani needs more time, we adjust the timeline.
How to Flag When Something Doesn't Sound Like Austin
Austin will have final say. When AI-generated content feels off:
- Austin: Note the specific phrase or idea that feels wrong. Not "this isn't me" but "I'd never say 'leverage the synergy'."
- Dayani or A. O'Neil: Note it too. If you catch it before Austin records, flag it during the Brief Approval.
- Dave (Kitala): Reviews all flags. Updates the Voice Constitution. System learns.
Communication Channel for Feedback
One shared doc: "Voice & System Feedback" lives in your Drive. Every week, each team member can add observations:
- "The Social Repurposing prompt nailed the Instagram captions this week." ✓
- "The Script Generator output used 'incredible opportunity' twice. Austin never says that." 🚩
- "Approval process on Friday took 45 minutes. We need to move scripts earlier." ⏰
Dave reviews feedback every Friday. No changes to the system during the 30-day window—only observations. After day 30, we iterate based on what you've captured.
Post-Session Deliverables & Checklists
What Each Person Walks Away With
Austin
- Copy of Voice Constitution (PDF + Google Doc link)
- Link to all 10 Master Prompts (in a shared folder)
- Friday approval calendar invite (recurring, 30 min)
- Video walkthrough of how to use the Script Generator (5 min)
Dayani
- Weekly Brief Template (Google Doc + instructions)
- Distribution checklist (YouTube, Instagram, email, webinar sites)
- Performance tracking template
- Access to repurposing output (what A. O'Neil and the prompts generate)
A. O'Neil
- Script Generator prompt (copy + full instructions)
- Outline template for scripting (talking points format Austin works from)
- Social caption review guidelines (how to check tone matches Voice Constitution)
All Team
- Shared "Voice & System Feedback" doc (for 30-day tuning window)
- Slack or email channel for quick questions during the first week
- Day 30 checkpoint meeting invite (Friday, April 25)
First Week Action Items
Week of March 31
Dayani: Set up the 7-stage folder structure (if not already done). Create "Friday Planning" recurring folder for briefs.
A. O'Neil: Read the Voice Constitution. Draft 1 outline for next week's flagship video.
Austin: Record 1 short-form video as a "test run" with the brief. Does the script feel right?
Dayani: Post that first video. Log it in the Performance folder with date + platform.
All: Add first observations to the "Voice & System Feedback" doc by Friday EOD.
Post-Session Feedback Form
Send this form to: Dave at Kitala (or via the shared feedback doc). Responses help us tune the system for your team.
Day 30 Checkpoint
Friday, April 25, 2026. 30 minutes on Zoom. The whole team + Dave.
Agenda:
- What worked. What didn't.
- Voice Constitution edits (based on 4 weeks of feedback)
- Prompts we're keeping, prompts we need to redesign
- System refinements for April onwards
- Next focus: Automated pipeline (if approved) or manual optimization
Print Note: This document is production-ready and designed to print cleanly (single-sided, color recommended for clarity). Share digitally as a Google Doc link for team access, or distribute as a PDF.