Episode 11: Podcast Production Made Easy: A Step-by-Step Guide to Streamlining Your Workflow & Staying Ahead
How to Create a Podcast Production System That Saves Time & Eliminates Overwhelm
I used to live in a van… sometimes down by a river.
And when you share a van with your husband and two large dogs, organization isn’t optional—it’s survival.
Everything had its place. If you took something out, it went right back when you were done. Clutter? Not an option. We only had room for the essentials.
Over time, we found our rhythm. Filling water, dumping water, grocery runs, cleaning, exercising the dogs, work, play—it all ran like a well-oiled machine.
I have plenty of van-life stories (if you're interested), but today, I bring this up because the same principles apply to running a podcast.
If you’re like most podcasters, you’ve probably felt like you're on a never-ending content treadmill—constantly creating, publishing, and promoting without a clear system in place.
I hear it all the time: Podcasters love the creative outlet their show provides but feel overwhelmed by the production process.
That’s exactly why, in this week’s episode of Podcast Growth Tools, I’m diving into how to create a streamlined, repeatable system for your podcast—so it runs smoothly and sustainably.
And you’re in for a treat because I LOVE geeking out over this stuff.
Not only will I walk you through the exact project management process I use for every episode (from idea to publication), but I’ll also cover:
🔹 How to batch & streamline production so you're not scrambling every week
🔹 The tools I use to stay organized and track progress
🔹 The simple workflow shifts that make a massive difference in consistency
🔹 BONUS: I created a video showing you my project management system in the flesh!
If your podcast production feels chaotic, this episode will help you bring order to the madness—so you can spend less time stressing and more time actually growing your show.
Whether you're looking to streamline your podcast production process or you're feeling the podcast burnout, this episode is packed with insights to help you stay ahead and thrive.
In today’s episode, I’m breaking down my exact system for creating a podcast production workflow that makes content creation smoother, faster, and more sustainable. Whether you’re just starting out or have been podcasting for years, these project planning strategies will help you stay organized, efficient, and consistent.
Here’s a glance at this episode:
00:00 Podcast Project Planning Guide
06:04 Podcast Production Workflow
06:58 Efficient Podcast Task Management
12:53 Streamline with SOPs and Automation
14:25 Effortless SOP Creation Hack
What You’ll Learn in This Episode:
Why systems are essential for sustainable podcasting
How to set up a repeatable project plan
How to assign tasks and set deadlines (even if you’re a solo podcaster)
Why batching content is the #1 time-saving hack
How to create systems for guest management & content promotion
How to automate tasks & build SOPs for scalability
Why Systems Are Essential for Sustainable Podcasting
If you don’t have structured workflows for your podcast, you’re wasting time, missing deadlines, and constantly feeling behind.
The goal is to create a repeatable process so that every single episode follows the same structure. When you have clear workflows, your show will feel:
✔ Organized – You’ll always know what’s next.
✔ Efficient – You won’t waste time re-figuring out tasks.
✔ Scalable – You can eventually bring on a VA or editor with ease.
Every successful podcaster—from Amy Porterfield to Jenna Kutcher—has a system. Let’s build yours.
How to Set Up a Repeatable Project Plan
Your first step is setting up a podcast project management system. This is your home base for tracking everything related to your show.
Step 1: Choose Your Tool
Pick a project management tool that fits your workflow. My top recommendations:
✔ Asana (my personal favorite—fully customizable)
✔ Trello (simple and visual)
✔ ClickUp (great for teams)
✔ Google Sheets (low-tech but effective)
No matter which tool you choose, stick with it and create a repeatable system.
Step 2: Organize Your Podcast Workflow
Every episode should follow the same structure. My workflow is divided into:
📌 Planning & Pre-Recording
Guest scheduling & research
Solo episode planning & outlining
🎙 Recording & Editing
Recording (solo + guest episodes)
Editing & first pass quality check
📢 Post-Production & Promotion
Creating video clips, social assets, and graphics
Writing SEO-rich show notes & newsletters
Scheduling & promoting on social media
✅ Quality Control & Go Live
Final review
Ensuring all assets are published on time
Creating a master template for every episode ensures a consistent, efficient workflow.
How to Assign Tasks and Set Deadlines
Even if you’re a solo podcaster, you need clear deadlines to stay on track.
Step 1: Work Backwards from Your Publish Date
Decide when your episodes go live (e.g., every Tuesday). Then, reverse-engineer your deadlines:
4 weeks out → Research, guest outreach, outline episode
3 weeks out → Record episode
2 weeks out → Edit, create show notes & assets
1 week out → Final review, promo content scheduling
Step 2: Assign Tasks Clearly
If you have a team (or plan to hire one in the future), make sure everyone knows:
✔ Who is responsible for each task
✔ When it’s due
✔ How to track progress
Treat your podcast like a business—having clear deadlines & accountability will make a huge difference.
Why Batching Content Is the #1 Time-Saving Hack
If you’re creating content week-to-week, you’re working harder than you need to. Batching allows you to stay ahead without the stress.
How I Batch Podcast Content:
Plan 10+ episodes at once → Keeps content cohesive & strategic
Record multiple episodes in one session → Saves set-up time
Batch-edit and schedule in advance → Eliminates last-minute scrambling
I personally record every Tuesday—whether it’s solo episodes or guest interviews. Having a dedicated recording day keeps me consistent & focused.
If you’re feeling burnt out, start batching—you’ll instantly feel more in control.
How to Create Systems for Guest Management & Content Promotion
Guest outreach and content promotion can be time-consuming, but with the right templates & automations, you’ll save hours each week.
Guest Management System:
Use pre-written email templates for outreach & follow-ups
Schedule interviews in one tool (Calendly, Acuity, etc.)
Send guests promo assets a week before their episode airs
Content Promotion System:
Create show notes templates for consistency
Use AI (ChatGPT) to generate first drafts
Schedule social content in advance
A structured promotion plan ensures your episodes get the visibility they deserve.
How to Automate Tasks & Build SOPs for Scalability
If you want your podcast to run smoothly, automation is key.
Step 1: Automate What You Can
Use ConvertKit or ActiveCampaign for automated email sequences
Set up ManyChat to deliver links via Instagram DMs
Use Zapier to connect different tools & streamline workflows
Step 2: Document Everything with SOPs
Creating Standard Operating Procedures (SOPs) ensures you can:
✔ Train a VA or team without micromanaging
✔ Stay consistent & efficient
✔ Easily hand off tasks as your podcast grows
💡 Quick SOP Hack:
Record your process using Loom
Copy the transcript into ChatGPT
Ask AI to format it into an SOP
This makes creating SOPs quick, easy, and super effective.
Your Next Steps
🚀 Want to see my exact project management setup? Download my behind-the-scenes walkthrough here:
📩 Get Weekly Podcast Growth Strategies → PodcastMarketingHub.com/subscribe
Let’s Connect!
Follow me on Instagram → @KyleeChandler
Final Thoughts
Your podcast shouldn’t feel like a never-ending grind. With the right systems, you can create, promote, and grow your show without burnout.
Start implementing one small change today—your future self will thank you!
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