Perfect Productivity With a Simplified Podcast Workflow

Have a Podcast Setup That Saves Time and Alleviates Stress

Productive Podcasting

It's essential to have a podcast workflow that will increase productivity, save time, and make podcasting easier and less stressful. Knowing the next steps to take in your podcast workflow process will create a system that is almost automatic. This frees up brain power and helps you avoid wasting time wondering what the next step is.

This article isn’t about setting up a podcast or how to podcast. This article is about having a podcast workflow that will increase productivity, save time, and make your podcasting easier and less stressful.

Having a plan and workflow for creating your content, publishing your content, and promoting your content only makes the job of podcasting easier and faster.

Automate Podcast Content Creation

This is where you get to stretch your creative muscles. Having a strategy for organizing your schedule, topics, and guests will take the stress out of the process and allow you to focus on what matters. Planning your editorial calendar in advance will allow you to keep your publishing dates consistent. Sometimes things happen that can interfere with your podcast and, especially when dealing with guests, it’s essential to be structured but flexible.

Advance planning gives you time to learn about your guests, create scripts or show outlines, and allows you some wiggle room in case you need to move a show up or down the schedule. Consistent publishing on a regular basis builds momentum and gives you the motivation to keep moving forward and producing amazing content.

Templates and Checklists

Get organized and write down everything you need to do. Create checklists for repeatable tasks, which allow you to go down the list and check off tasks as you go. Create a file system so that you have everything handy. Have separate folders for episodes, finished products, production elements and anything else you may need to use.

Create reusable templates for everything you can. You can have templates for your episode scripts, your interview questions, your show notes, your WordPress website, and email messages. For instance, you may want to send your upcoming guests an advance reminder of their upcoming episode along with some or all of the interview questions you will be asking them.

This task should be on your pre-production checklist. The episode topic along with guest and time should be on your editorial calendar. You should have an email template for this task. You should also have a template for creating the interview questions. This important task which sounds like it would be a lot of steps is simplified just by glancing at your checklist and editorial calendar and firing off an email based on your existing templates.

Creating show notes can be an issue for some podcasters.  Daniel J. Lewis from The Audacity to Podcast creates his show notes ahead of time. That way they serve as an outline for the show and then can be reused as show notes when it is time to post his show to his website. Some podcasters like to create the show notes after the fact because it gives them a chance relisten to the show and make sure everything is perfect.

Recording Your Podcast

Audio editing is the most time-consuming part of creating a podcast. Recording the best audio possible will make the editing process faster and easier. If you make a mistake, you can always mark it to speed up the editing process. You can use the clap technique where you make a couple of claps after the mistake. If you are using a handheld recorder from Zoom or Tascam, it’s possible to make marks for editing during the recording. You can also just write down the time of the error. It’s also a good idea to check your sound levels before you start recording.

Once you have the best possible recording to work with, the next best thing you can do is to automate your editing process. In Audacity, you can create chains that will perform a series of audio editing tasks. To set one up just go to File > Edit Chains > Add Chain > Insert then choose the effects that you want to use.

You can set the options of the effects under Edit Parameters. Once you have your effects setup, they can be applied using File > Apply Chain then choose the chain you want and click on Apply to Current Project. You can also create audio production templates that include your intros, outros, and whatever else you want to add in Adobe Audition.

Shortcuts to Publishing Your Podcast

Once you have everything set up, publishing your podcast is easy. You can have a prefilled template in your ID3 Editor and use FTP to upload your MP3 file to your podcast host. Then upload your prewritten show notes to your show note template in WordPress. You could also use shortcodes for adding information to your show note page. This is especially handy for things like calls-to-action and special offers. The nice thing about shortcodes is that changing the information that is associated with the shortcode changes it on all of the previous posts where that shortcode was used. With this method, you save time and never have to worry about your show notes information being out of date.

Time-Saving Tips

  • Write show notes in advance

  • Mark audio errors while recording for faster editing later

  • Use templates for repeatable tasks (email, WordPress, audio editing, design)

  • Use shortcodes

  • Change your file associations to open the actual software you use the most. This will save a step or two.

  • Use FTP to upload your MP3 to your podcast host

Create a System for Automating Podcast Promotion

Having published a new show or episode is great, but you need to promote your show to find and build an audience. When you publish a new show, tell the world. Use whatever social channels you enjoy using to get the word out. To make promotion and social scheduling easier use a tool like HootSuite or Buffer. If you have a guest, be sure and drop them an email letting them know the show is up and asking them to share it with their audience.

Have a solid website with show notes that promote your show and help you connect with your audience.

YouTube is also a great tool for reaching a new and different audience. Turn on your camera and record your show, or add the audio to some images or slides and repurpose all or a portion of your podcast to use as a promotion tool on YouTube. Link back to your podcast web page so that new viewers can become new listeners. Remember to automate your process. Once you take the time to set everything up, the workflow will be much easier.