Podcast Workflow: 5 Steps to a System That Grows Your Show
Here's what you can expect from this episode:
- “There are so many moving parts — I don’t even know where to start.”
- “I’m spending hours editing but still not feeling confident hitting publish.”
- “My episodes are done… but I have no process to actually get them out.”
Here’s what’s covered
“Execution isn’t about doing all the things. It’s about building a podcast process that fits your life and leads to real results.” — Leah
Here’s how you can take action now:
Catch the Strategy episode here — it’s the foundation your podcast has been waiting for.
Resources Mentioned:
Execution Without Overwhelm: How to Run a Sustainable Podcast
Welcome to Part Two of the SEAMless Podcast Framework Series
Leah Bryant [00:00:00]:
Hey hey, welcome back to Podcasting Problem Solver. I’m Leah Bryant—certified podcast growth coach, producer, and your go-to for turning podcast chaos into strategic success.
In today’s episode, we’re diving into the second phase of my SEAMless Podcast Framework: Execution. Aka… where the planning meets action.
If your podcast to-do list feels longer than your holiday shopping list, this episode is for you.
Why Execution Isn’t About Doing Everything
Focus on Doing the Right Things (In the Right Order)
Leah Bryant [00:01:10]:
Podcast execution is not about doing all the things—it’s about doing the right things in a way that supports your:
- Energy
- Workflow
- Long-term goals
And let’s be honest: the tech can feel like a beast at first. But it’s not impossible—it’s just unfamiliar. So let’s break it down.
The Essential Podcast Tech Stack (Without the Overwhelm)
What You Actually Need to Start (No $400 Mic Required)
Leah Bryant [00:01:52]:
- Mic: Start with a USB mic like the ATR2100x or Samsung Q2U. Upgrade to a Shure MV7 if you want to invest.
- Headphones: Always go wired for clean audio.
- Recording platform: I recommend Riverside—high-quality audio, easy editing, no extra tools needed.
- Hosting platform: Use Buzzsprout. It’s user-friendly, provides solid analytics, and takes care of your RSS feed distribution.
💡 Tip: Your host creates your RSS feed. You copy/paste it once. Done.
Choose Tools That Support Your Workflow
Project Management Tools for Podcasters
Leah Bryant [00:03:35]:
Too many platforms = overwhelm. Pick one that works for you.
At LBC, we use ClickUp to manage everything:
- Launch timelines
- Guest tracking
- Editing flows
You can also use Trello or Notion—whatever helps you stay organized and consistent.
How to Set Up a Podcast Production Board
- Create a content calendar view
Track what's recorded, in editing, or scheduled to publish. - Use task templates
So you’re not starting from scratch each week (e.g., record → edit → upload → promote). - Drag-and-drop status labels
Labels like: Idea, Recording, Scheduled, Editing, Ready to Publish, Done. - Assign due dates
Whether solo or with a VA, due dates = accountability.
Pro Tip: Don’t overbuild. Start simple and evolve your system as needed.
How to Plan Podcast Content That Aligns With Your Brand
Map Your Content With Purpose (and Sanity)
Leah Bryant [00:06:12]:
When you don’t know what to say, your consistency disappears.
Start with:
- 3–5 content pillars (from episode 2)
Think: podcasting tips, mindset, growth stories, BTS, etc. - Tie content to offers
Use your show to support launches, freebies, or lead magnets.
Use a Simple Content Spreadsheet
Suggested Columns:
- Episode Topic
- Content Pillar
- Guest (if applicable)
- CTA (newsletter, offer, etc.)
- Publish Date
- Status (idea, scheduled, published)
- Type (solo, guest, coaching, series)
This lets you see what’s coming—and how it all connects back to your biz goals.
File Management Systems That Save Your Sanity
Set Up a Repeatable System for All Your Assets
Leah Bryant [00:08:15]:
If your podcast files live in a folder labeled “stuff,” we need to talk.
Use a cloud platform like Google Drive and create consistent folder structures:
→ Episode 7 – Name
├─ Audio
├─ Show Notes
├─ Graphics
├─ Social Content
└─ Final Files
Name files clearly:
Ep07_July15_Interview_JaneDoe_RAW.wav
Ep07_FinalMix.mp3
💡 Do not name it: “Podcast Final v2 v3 final FINAL.” You’ll regret it later.
Streamline Guest Coordination
Use an intake form (like a ClickUp form) to collect:
- Headshots
- Bios
- Social links
Automate tasks using ClickUp or similar tools. Keep everything centralized.
Pro Move: Add naming conventions to your SOPs so your whole team stays consistent.
Build a Repeatable Production Workflow
The Execution Secret: Rinse, Repeat, Run
Leah Bryant [00:11:33]:
Consistency isn’t luck—it’s structure. And that structure can look like this:
Sample Episode Workflow
Pre-Production
- Outline or script the episode
- Prep links, stats, and CTAs
- Add a 2-line summary for editing/repurposing
Production
- Block quiet time + hit record
- Batch 2–3 episodes at once for flow and consistency
- Send to editor or edit yourself (stay consistent with music, intros, etc.)
Post-Production
- Write show notes (hook, what they’ll learn, links, CTA)
- Pull quotes or tips for social content
- Upload and schedule on Buzzsprout
- Promote across email, IG, Threads, LinkedIn
Pro Tips:
- Track how long each phase takes
- Batch when possible
- Use ClickUp to create templates and automations
Busting the Weekly Publishing Myth
“If I Can’t Go Weekly, Should I Even Launch?”
Leah Bryant [00:16:52]:
Let’s set the record straight.
Yes—weekly is ideal for momentum and growth. But it’s not all-or-nothing.
Realistic Publishing Models That Work
- Seasonal: Launch with 6–8 episodes, then take a planned break
- Biweekly: Promote harder, plan smarter
- Hybrid: Weekly during launches, biweekly during slow seasons
Bottom Line: Start where you are. Build from there. Progress > perfection.
Build a Buffer to Save Your Sanity
Why a 3–4 Episode Cushion Changes Everything
Leah Bryant [00:18:56]:
Real life will happen. A podcast buffer gives you:
- Wiggle room for sick days, travel, or burnout
- Space to focus on marketing, not just production
- Energy to show up confidently behind the mic
Batch 2–3 episodes, block out recording time, and protect your podcast like a client appointment.
Recap: How to Execute Your Podcast Without Burnout
6 Podcast Execution Essentials
- Use tech that supports you, not overwhelms you
- Choose workflow tools that fit your brain
- Build a repeatable system for consistency
- Start with simple gear—your voice is what matters
- Batch record episodes to stay ahead
- Create a buffer to avoid panic publishing
Need a Strategic Podcast Plan That Works for You?
Leah Bryant [00:21:26]:
Feeling pumped but still stuck? You’re not alone.
That’s why I offer Podcast Growth Coaching—so you don’t have to guess your way forward. Whether you're launching or simplifying, we’ll create a custom plan that fits your life and your goals.
Book a free discovery call at the link below.
Stay Supported Every Step of the Way
Free Newsletter + What’s Next in the Framework
Leah Bryant [00:22:09]:
Subscribe to my free Podcasting Problem Solver Newsletter for weekly strategies, tools, and a few memes.
And don’t forget to:
- Follow the show so you don’t miss what’s next
- Tag me on Instagram with your biggest takeaway
Coming up: the Attraction phase—how to make your podcast discoverable without dancing on social.
Final Words: Progress Over Perfection
Leah Bryant [00:22:51]:
Keep showing up with purpose. Keep sharing your story.
Your podcast isn’t just a mic moment—it’s a movement for your message.
And as always, go make progress, not perfection. I’ll see you next week.
Let me know if you'd like:
- A blog-formatted version
- A carousel outline
- Key quotes or takeaways for social
- Meta description or SEO snippet
I'm happy to help prep this for repurposing!
Hi, I’m Leah
Your go-to guide for making podcasting way less complicated and host of Podcasting Problem Solver™
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