Today we are breaking down our entire podcast workflow from beginning to end. We’ve had a couple of people since also request an episode like that asking about how we make this podcast come to life, so we wanted to dive into it today. And before you click away thinking, “OH I’m not a podcaster I don’t need this info.” 

We would encourage you to listen. Regardless of whether or not you want to start a podcast, this episode breaks down our workflow and process in a way that you will 100% be able to take nuggets of inspiration away to use in your own business, no matter what you do. From managing multiple parts of a project to the interchange between you and your team members, to sending client gifts, to dealing with a general workflow, and how you organize everything. We got LOTS for you to take away today.

 

Podcast Flow 

We batch-record solo shows on the first Tuesday of every month.

We batch-record guest shows on the first Thursday of every month

To avoid having to record randomly all day every day throughout the month. We prefer to do it all in one go on ONE day vs. sporadically podcasting. We outline the show notes, write intros, and record on Zencastr. We also record any ads needed on our solo show recording days.

That’s quite literally ALL we do. From there our podcast manager, Ally, takes it.

• Ally downloads our audio tracks from Zencastr and sends them to Hayden our audio engineer.
• Hayden makes us sound better than we are, edits out any mess-ups we make, edits together the theme song intro and any ads the episode needs, and sends it back to Ally.

• Ally listens through every episode and transcribes it, while transcribing Ally makes notes of time stamps of different quotes or sound bytes to use for social assets. 
• She then creates all social media assets, stories, and feed posts. If it’s a solo show she chooses which photo to use for the episode, if it’s a guest- she pulls their headshot. With the audio bytes, we use Wavve for audio sound bytes. 
• Did you know there’s a written blog for EVERY podcast episode we’ve ever done? If you’re not an audio person or you are hard of hearing, those are for ya! Anyway. That happens next in her workflow. She edits the transcription for the blog and then uploads it to WordPress.
• She then uploads the audio file to Libsyn, our hosting platform, adds show notes to both WordPress and Libsyn, and schedules the day for them both to air. 
• Before a guest episode goes live, Ally sends save the dates to guests a week out from the episode air date, including all social assets, asking for their address to send them a thank-you gift. Then a day before the episode airs, Ally DMs the social assets to them so it’s easier for them to share. 
• Once Ally receives the address back, she orders thank-you gifts to be sent to our guests.

 

Guest Flow

• We receive a lot of guest submissions, so Ally combs through those to see if any would be a good fit. If she has any questions about a guest, she’ll forward them to Evie to review, decline, or approve.
• We also will give Ally a list of guests they would like on the show and she’ll then email asking them to be a guest (usually lots of follow-ups), and once they say yes or we say yes we send a Calendly schedule link.
• After the guest’s book, they send her bio and headshot. 
• A couple of weeks before guest interviews, Ally will write all guest interview questions and send them to Lindsey to review. 
• A week out from the interview date Ally creates individual episodes in Zencastr where all episodes are recorded, adds that to guest calendar invite, and sends a guest email with all details for their interview. 
• After the guest interview, Evie and Lindsey will go back and write the intro and record it. 

 

Sponsor Flow 

• We receive sponsorship requests through different avenues and we reach out to different companies as well. Very similar to how we get guests. 
• We will send over our media kit with different sponsorship packages available, once the sponsor decides what they like, Ally sends over a contract with package specifics and the air dates of sponsorship. 
• Add business sponsorship to Monday.com podcast production board so that Hayden knows what ads go in what episodes. 
• Receive all ad copy details from the company and write a script for E & L. 
• After E &L record, send it to Hayden to edit, and send the final version to the company for review. 

 

 

Show notes

Burnout Freebie: www.theheartuniversity.com/burnout

 

Wedding Photography Summit: www.weddingphotographysummit.com

 

The Heart Shop: www.theheartuniversity.com/shop

 

If you want to connect with us and other listeners in the Heart and Hustle community join our Facebook group here.

 

PODCAST10 for 10% off anything from The Shop!

www.theheartuniversity.com/shop

 

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