Managing a weekly podcast workflow is enough to be a full-time job. I would know since I run a full-service podcast management company. There are a lot of things that get missed when podcasters don’t have a workflow that tackles each of the parts of launching a new podcast episode every week. Here I’m giving you the exact steps I use to manage a weekly podcast workflow for my own podcast and my clients. 

And remember, if you’re still in the planning process, here are a few resources to help:

• FREE Podcast Launch Training 
• Choosing the best Podcast Hosting for your Podcast (Our top pick: Buzzsprout)
• How to Get your Podcast on Apple Podcasts

A Guide to Managing your Weekly Podcast Workflow

I’ll walk you through the exact podcast workflow that will take your episode from idea to out into the world with amazing listeners. I hope this doesn’t feel too overwhelming and will be laid out in a way that should make the most sense. This is great to help address any areas where you podcast workflow might be lacking.

Phase 1: Plan and Create the Content

The planning and creation phase is one of the most important phases to the podcasting workflow. 

Step 1: Plan out your podcast content in a way that works best for you.

Step 2: Schedule time on your calendar or with your guest(s) to record the episode.

We use Calendly to easily book and manage guests

Step 3: Record the content and pre-roll (content before your intro that pulls the audience in to the content) all in one sitting.

Step 4: Upload your episode audio and pre-roll to the cloud ie. Google Drive or Dropbox. 

This part is important because it will keep you from losing anything if your computer were to crash. I’ve kicked myself because I lost something on my computer. It’s a lesson you learn once and I don’t want you to make the same mistake.

Phase 2: Edit your Show

The editing phase is the number one thing that podcasters will outsource. This is something that we help our clients with who are looking to offload one part of their podcasting process. If you want to know more about how you can hand off the editing of your show, be sure to check out our services page.

Step 1: Upload your audio to your editing program. 

Step 2: Edit the episode for anything you’d like to take out

Usually this includes an “ums”, “ers”, false starts, and weird mouth noises.

Step 3: Integrate your pre-roll, intro, outro, and ad (if applicable)

Step 4: Export your audio as an mp3. If you are using Auphonic to optimize your audio, you could export it as a .wav file.

Step 5: Upload audio mp3 to the cloud

Phase 3: Write all the Copy for the Show

The written copy for your show is just as important as the graphics so make sure you are giving it the same effort and love that you give the graphics. The copy will also help you show up on Google searches so make sure you are keeping SEO in mind when you do this.

Step 1: Write out the show notes with SEO in mind so you can show up better on Google searches.

Step 2: Pull social copy from the show notes and quotes for your social graphics. We recommend using a template to write the show notes since it will make things easier for you in the long run.

Step 3: Transcribe the episode to ensure your podcast content is accessible to those who might be hard of hearing or may want to read along while they listen. We use Otter.ai to transcribe for our clients.

Step 4: Take your transcription (or written episode if you read something already pre-written) and turn that into a readable blog post or extended show notes.

Step 5: Upload all written copy to your cloud.

Phase 4: Create the Graphics

Your graphics are going to help your audience visually see your show. Remember, if you are active on Instagram and Facebook, you would only create graphics for those platforms. One standard graphic and one quote graphic would mean a minimum two for each platform or six in total for this example.

Step 1: Create at least one standard graphic that shows your podcast cover art and one quote graphic from the episode per platform.

Step 2: Create an audiogram graphic. I usually like to create 1 square size and 1 Story Size

Step 3: Upload all graphics to the cloud.

*We use Canva Pro to create our graphics and have templates available for purchase.

Phase 5: Upload all Content to your Podcast Host 

Since you’ve already spent the time organizing the content for this phase, it shouldn’t take you too long to copy and upload to your podcast host. We recommend Buzzsprout since that is our preferred podcast host.

These are the steps for uploading to your podcast host:

1. Upload audio file
2. Add show notes
3. Add SEO tags 
4. Schedule episode for date and time

Phase 6: Upload your Show to your Website

A lot of podcasters forget to put the content on their website. I’ve totally been guilty of this, but it’s really important for SEO ranking so make sure it’s on your list.

These are the steps for uploading to your website:

1. Create a new post
2. Add show notes or blog post, quotes, and link to transcription
3. Insert embed code for hosting player
4. Check for seo driven title, url, and long-tail keywords
5. Schedule post for the same date and time as episode

Phase 7: Market and Promote your Show

The marketing and promotion part of your show is what gets your podcast out in front of your current and new audience.

Step 1: Schedule your graphics and copy onto the social media platforms

Step 2: Schedule your pins to Pinterest and all applicable boards

We recommend checking out Nicole Saunders for all things Pinterest.

Step 3: After the episode goes live, do an Instagram or Facebook story and/or IGTV talking about the new episode

You’re Done!!!

That’s all that is needed to get your weekly podcast out into the world. Now start the process all over again for the next episode.

Looking to grow your podcast now that you have your workflow in order? I recommend checking out the blog post about 10 Ways to Grow your Podcast.

Want help launching your podcast? Book a Call or Send me a Message