Podcast Systems You Need

by | Business, Outsourcing, Virtual Assistant

If you have a podcast do you have a clear and easy way to manage your ideas? What content needs to be edited and what has already been published? It is even more essential to have a good system in place if you have guests on your podcast too so you do end up with a million back-and-forth emails getting a guest booked into your podcast and having all their details ready. Here are 2 easy pieces to add to your podcast management system to help you nail your planning like a professional. ⁣

1) Use a templated invitation with a booking link! ⁣

Be sure to express gratitude in the email (or Instagram messenger!) template thanking them for their time and reminding them of a few key pieces about your podcast. What do you talk about and what is the audience like? Be sure to include your booking link and guest form (more on that shortly)⁣

Nothing is more likely to make a guest forget to book in than going around in a circle trying to find a suitable date! Use a booking system like Calendly, Acuity, or TidyCal to make it super easy to find availability and book at a suitable time. ⁣

 

2) Create a guest form! ⁣

Be sure to collect any and all details that you need from them for the entire recording, editing, publishing, AND marketing process. ⁣

  • Name ⁣
  • Bio and professional title⁣
  • Headshot⁣
  • Social Links⁣
  • Topic and any notes⁣
  • Any resources, freebies, or products they can share that will support their topic⁣

Even better – grab their address so you can send them a gift!⁣

Collect all those details now so you know how to introduce them in the podcast, what image to use in the podcast images, and what links to add to the show notes! Save time, avoid forgetting meetings, and be more effective with such easy steps.⁣

Want more?⁣
If you know you want to take it a step further I can build you your very own podcast planning process with handy checklists to manage every step from⁣

  • brainstorming ⁣
  • editing⁣
  • publishing ⁣
  • promotion⁣

A juicy system like this is the perfect way to sink into the phases of inspiration and brainstorming, utilise the energy during the recording phase and then have a clear process of what happens next between editing, publishing, and letting your audience know you just dropped more GOLD! Your podcast management system can also make bringing on a team a breeze too! ⁣

With a documented planning system you then can tag the podcast editor when recordings are ready to edit. Your VA can be automatically tagged when the status changes to alert them to create the graphics and prepare the marketing. You give yourself a single place where you can track the comments and status as your team manages your new piece of content. ⁣

My favourite place to build a podcast planning system is Clickup (business level*) as it includes forms, email integration, task templates, automation, and more all in one place. Everything has a home, everything is all together and it is super easy to track what needs to be done. ⁣

I’m now offering Podcast System VIP half days – perfect for setting up your podcast planning system. Book a call to discuss if a VIP day is right for you here.

Liked this blog? I’d love it if you left me a review and then popped over to Instagram to say hi!

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