Streamline Your Podcast Management with an Efficient Workflow
The world of podcasting is exciting and a chance to communicate intimately with your audience, but managing guests and episodes efficiently takes a ton of time. For entrepreneurs, time is a precious commodity which means a streamlined process is not a luxury but a necessity!
In this post, we'll dive into how to manage podcast guests and episodes.
The Podcast Management Challenge
As a woman entrepreneur juggling numerous responsibilities, the thought of managing podcast guests and episodes without a structured process can be daunting. With the pressure of delivering fresh content weekly, it's easy to lose track of each episode's progress. Enter the podcast workflow—a meticulously designed system that not only keeps things organized but more importantly frees up valuable brain space. It gets it out of your head and into a system so you can set it and forget it (mostly ;).
The Power of Dubsado CRM
While various project management tools exist, a dedicated customer relationship management (CRM) system like Dubsado* emerges as a front-runner in the podcast management arena. Yes, there's a subscription fee, but the advantages are well worth the investment. Opting for the higher subscription level unlocks the full workflow capabilities, allowing you to manage the entire process seamlessly in one system.
Efficiency Beyond Podcasting
The perks of a CRM extend beyond podcast management. Once you've mastered the intricacies of podcast workflows, leverage the CRM for other facets of your business. From onboarding and offboarding clients to managing support team members and lead generation, the possibilities are endless because this truly is a one-stop show for your business management.
Check out this blog post about why we love Dubsado!*
Online Signatures, Scheduling, and Questionnaires
Let's break down the practical benefits of using a CRM for podcast management:
Online Signatures for Contracts: Enable quick and hassle-free contract signing, providing a professional touch to your guest interactions. A contract lets guests know they will be taking responsibility for what they say, makes sure everyone knows what the commitments are, and helps ensure guests can’t claim defamatory statements later.
Scheduling Automation: Allows guests to schedule their recording easily with a scheduling link and automates reminders ensuring everyone involved is on the same page. This also reduces the likelihood that they will no-show you, and gives them ample time to reschedule if needed.
Questionnaire Automation: Send out a pre-interview questionnaire to gather essential information such as bios, headshots, and topics your guests want to discuss. You can also include a link to top tips for recording for your guest. This ensures everyone is well-prepared for each episode. This also allows you to easily compile website and social handles for show notes. Plus you’ll know how to tag your guests when you promote the show on your social channels. And, you can include your handles to encourage them to follow you.
Consistent Follow up: Have an automated follow up process that allows you to send guest details about their episode so they can promote it, and ask them to rate and review your show. You can also set up an automated email for after the recording to ask for links to anything they referenced during the recording while it is fresh on their mind.
CRM vs. Project Management Software
While project management software like Teamwork or ClickUp (or even an Excel doc) can help you keep tabs on tasks, they lack the automation capabilities of a dedicated CRM. A CRM not only streamlines the process but also sends automatic reminders and emails, saving you time and reducing the risk of oversights.
Does that make you nervous? Don’t worry, you can set approvals for any steps you need to add a personal touch to or review before it sends. You can also set to-do tasks as part of the workflow so it reminds you to take an action before the workflow continues.
More You: Your Podcast Workflow Partners
At More You, we specialize in podcast workflow strategy, creation, and implementation. Our goal is not just to build an efficient system but also to empower you with the knowledge to manage it independently afterward.
As Karen, a podcast guest from a podcast workflow we created, shared, "Your process is very professional and the most organized podcast interview I've ever been on!"
Let us guide you in building and optimizing your podcast management workflow. Take advantage of our experience and expertise as a Certified Dubsado Specialist. Click on the link below to get more details about the partnership.
Grab Your Podcast Management Checklist
If you want to take a shot at building it out on your own, ensure you have everything you need for an effective podcast management workflow, by snagging our comprehensive checklist below.
In Summary
It is truly worth the investment to create an organized, professional, and efficient podcasting workflow. Your guests—and your future self—will thank you.
*We are an affiliate with Dubsado so we may receive a commission if you sign up using the links in this article. Plus, we’ll share some of the savings…you’ll receive 30% off your first month or year. 🎊 When you sign up for Dubsado, you get to enjoy the free version until you get 3 clients. This gives you as long as you need to get things set up before you start paying for the subscription. 🎊 🎊