How to communicate with client?

I am not a professional, but I enjoy web development and can put together static websites that look reasonably polished... especially if you step back from the monitor and squint a bit.

Right now I am doing a pro bono project for a small Pentecostal congregation in my city. They do not have a website, and I am building a very simple one for them... a static site with basic church information and a news section powered by Google Sheets as a lightweight CMS.

I am friends with the pastor, so I have no issues meeting him in person to discuss the design and content of the site, but our schedules rarely align.

To work around this, I was considering taking screenshots of each section of the site, annotating those screenshots, and then writing a questionnaire based on the annotations to clarify what content they want in each area. I am wondering if there is a more efficient way to approach this.