Prepare
Coordinate availability, collect guest details, confirm calendar information, and support pre-recording checks.
1End-to-end workflow
WeeklyStatus and communication cycle
Multi-teamHost, guest, and production
DocumentedRepeatable SOP
The challenge
Podcast operations are a chain of small deadlines.
An episode can be recorded successfully and still be delayed by a missing biography, incorrect title, unclear approval, late production handoff, or an unanswered guest email.
The client needed one person to maintain the thread across hosts, guests, calendars, production partners, episode assets, newsletters, and go-live communication.
The workflow
I manage the handoffs—not just the individual tasks.
Record
Keep the episode tracker current and make sure the production team has the correct source information.
Review
Check titles, organization names, guest details, episode assets, and any required approvals.
Launch
Coordinate guest files, go-live emails, newsletter mentions, social assets, and post-release tracking.
Operational details I watch
- Time zones and recording windows
- Names, titles, organizations, and approved descriptions
- Production status and outstanding corrections
- Guest review requests and communication history
- Episode links, MP3/MP4 assets, and go-live dates
- Newsletter and social promotion handoffs
Process sample
A workflow is useful only when someone else can follow it.
I naturally document recurring work so the process does not live only in my head. This abbreviated sample shows the structure used for weekly podcast publishing and client communication.
The outcome
Clear ownership across a process with many participants.
The client has a consistent operational rhythm for guest communication, episode preparation, production review, approvals, and promotion. Issues are flagged with context, and the next action stays visible.
The value: fewer missed handoffs, less backtracking, and a process that can continue even when schedules change.