How to Efficiently and Effectively Run Your Podcast and Business

One of the most common challenges faced by podcasters who also run their own businesses is how to efficiently and effectively manage all the tasks that come with producing a podcast while also running a business. And that’s why we’re featuring this question as one of our first listener question episodes.

The solution might not be what you think it is. In fact, what I’m sharing today is often what gets left out of this conversation in favor of a favorite project management software or the latest and greatest productivity hack built to make you millions. 

Get ready to gain some valuable insights around the real solution (yep, just ONE solution) to make the podcasting journey for service based business owners more streamlined and profitable in this episode of The More Profitable Podcast.

01:20 – The importance of this conversation for all business owners, but especially service based businesses who have to manage not only internal business tasks but a tangible deliverable to clients

03:30 – The podcast hosts most frequently impacted by this problem and how hiring an editor isn’t always the solution to a more efficient podcast process.

6:45 – The route cause that needs to be solved if you’re feeling overwhelmed by managing your podcast and your business

11:30 – The first solution to this overwhelm isn’t to outsource, it’s to separate your planning and your production

15:45 – The consequences of this aren’t just for you, but your show is less effective when you’re solving this problem with productivity hacks and project management solutions

18:00 – A hard truth around your podcast organization that I need you to understand

Get your questions answered on a future episode by submitting it here.

Mentioned In How to Efficiently and Effectively Run Your Podcast and Business

Podcasting for Profitability Roundtable

Chat with Stacey about working with Uncommonly More

Learn more about Podcast Production Services

Learn more about Podcast Strategy Intensives

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One of the main jobs of this podcast is to get the answers to the questions you're actually asking. And so to do that, I need your questions. Today, I've got one of them, and I'm going to talk more about how you can submit questions for a future episode. Welcome to the More Profitable Podcast with Stacey Harris. I'm Stacey, and this is the spot to learn more about the strategies, tactics, and tools you need to build your more profitable podcast. My team and I work every day with podcasters like you to shift shows from frustrating time sucks to productive members of your sales team because your show should be built to generate and convert leads. So let's get into it. I could not be more stoked to kick off these Q&A inspired episodes than to be talking about what we're talking about today.

So the question prompted to us today was sort of how to efficiently and effectively and consistently show up for all of the things when you're talking about producing your own podcast and running a business. For the podcasters we work with, this is a component of your marketing. This is a component of your sales process. And so this is but one of many tasks. And for a lot of our clients, you're in the same bucket I'm in, which is you're a service provider. So granted, for the clients that we work with who are selling courses or coaching programs or something like that, yes, they have some deliverable time that has to be in their calendar because they're delivering those coaching services. They're building those courses. They're supporting the people in those courses, certainly.

But for service providers like us, there are tangible client deliverables that have to be done. If you're a website designer, you've got to deliver a website. If you are a contractor, you've got to deliver your finished project. If you are an accountant, you've got to deliver the books being done, the taxes being filed, et cetera. So there is a meaningful deliverable that has to happen for clients on a regular basis, and that's exponentially true if you're somebody who offers high touch service. We work with a not huge amount of production clients at any one time because we're in it with them a lot. We're providing something where there is sort of a checklist of things that have to be done. Every episode we produce goes through the hands of two, three, four people on our team every week.

And so we've got to make sure that we are able to show up for the work that we sell with our podcast. Right. The clients we attract with the marketing machine that is our podcast, we've got to be able to deliver. Or it's not going to be very helpful that we're selling these things because we're not going to stay around for long if we can't do it all. So how do you manage all of these pieces? How do you stay organized when it comes to having all of these roles to fill, all of these boxes to check. And this is a question I wanted to kick us off with because it's something that comes up really frequently in our podcast strategy intensives. Because those are the people who are oftentimes still DIYing their production or they're working with a couple of freelancers. Maybe they've got a freelance editor, but they're still saying, okay, I need cuts at they're directing, they're still producing that edit and saying here's where I need my cuts.

They're still having to review those elements in a way they wouldn't have to if they were working with a more full house production staff like ours. And so even if you've got that, even if you've got a VA on your team who is scheduling those pieces, you're having to manage those freelancers, you're having to manage that process still. It's still pretty high touch. And that tends to be where our clients are when they sit down with us for a podcast strategy intensive. And so if that's you, if you're in that window where you're still really hands on with your production, it can feel impossible to consistently keep up with all of your demands. And so that's what I want to talk about today because this is not actually a productivity conversation, this is not actually a project management conversation. This is not about building the hack or finding the easy button or manifesting the additional time. That's not actually the solution to this problem.

And that's what I want to dig into today. Before we dig into that, I do want to remind you that this kind of conversation, this Q, a place, this atmosphere where you can get your questions answered, it's exactly what's been happening at the Podcasting For Profitability roundtable the last few months and is going to be happening again in November. I want to have you join us. So head on over to Roundtable, you'll see the November dates there, or date rather, you can get signed up. This will be our last one for this year, but I highly recommend dropping in, get on the list. It's a completely free call. I send you a link to submit your questions. You can submit your questions in the form, you can ask it on the call.

And we have a great opportunity to get feedback to connect with other podcasters who are using their shows to generate, educate and convert right fit clients and have a conversation with that as the focus and not be distracted by what I call sort of B to C podcasters where we're really looking to sell sponsorship. The podcast, the content itself is the thing that's for sale. That is sort of the business model, which is what's in a lot of podcast groups. And it's not bad, it's just different than what you and I are doing. And so this is a space just for people who are podcasting the way you and I are. So I really want you to join us again, roundtable. Now I want to dig into what the actual problem is, the actual solution is because when we see a question around staying organized, efficiently, getting something done, how can I manage all the tasks? How can I make sure I stay out of overwhelm? And that's often what this question actually looks like when we're asked it or when I'm asked it. We go right to productivity hacks.

We go right to project management solutions. We go right to if only I had the right PM software, if only I had the right workflow, if I pomodoro my tasks or whatever the hack du jour is to make the most of your time, if only I did that, I would be able to stay organized. I would be able to manage this process. I would be able to deliver my show more efficiently. I would be able to whatever it is that you're looking to do. But the reality is, where we see the most time lost where we see the most time wasted is not because somebody is not batching. It's because they're having to plan as they execute. They're having to decide as they deliver.

And what I mean by that is, you see, come up in your to do list for us. We use as our project management software. You've heard me talk about it, I'm sure, on the show before because it's where all our dashboards are for our production clients. And there's a section called My Work. And I click on My Work and it tells me what I need to do today, what I need to do this week, and what I need to do later. And that's all my tasks from all my different boards. So all of our client boards, all of our internal task boards, I have some personal boards built into a private workspace on my Monday, all of that sits in one place for me in My work. And so I can open it up and I can see what I need to do.

And if I open it up and I see, okay, it's time to record episode 617. And that's all that's there. I'm now having to go into decision mode. What am I going to talk about? How am I going to talk about it? What do I need to sell here? What does my call to action need to be? Do I have all of the pieces I need? Do I need to gather and remain? So now I'm going in and I'm planning, deciding, and maybe I start to outline it. And so when I finally sit down to record it, I've spent the equivalent of the time it's going to take me to record it, just to do all of that. And so instead of sitting down and being able to batch two, three, four episodes, I'm spending that same amount of time getting one, two, if I'm lucky, out the door. And I feel more exhausted, more depleted, because I had to decide structure and do all at the same time, all in one felled swoop. Which also means that I'm doing some major context switching.

When we talk about multitasking, when we talk about our brain most efficiently functioning, when we're solo tasking, right, we work on one thing. I have to switch from big picture business strategy, more micro, focus on the specific strategy of this episode to make a bunch of decisions in there, then I have to go into designing that episode, what does it look like? What do I need to get across? What are the calls to action need to be? And then I need to actually deliver it, I need to actually record it. And if you're DIYing your show completely, then we're talking about maybe editing something, then we're talking about doing all of your show notes, then we're talking about doing all of your marketing materials. And it's no wonder that it is a massive lift for you to get each and every episode done. Now, does this mean the only solution is to outsource? No. In fact, I'd argue it's not even the first solution. You should look at the best way to be efficiently running your show, whether you're DIYing or you're working with a small group of freelancers or quite frankly, even if you're working with a production team, is to be batching the planning portion, build your strategy, plan your episode specifics and then separately go in and record. And here's the reality of what I'm saying that we need to highlight, that we need to address the problem for most podcasters and you're the only one that can tell me if this is true for you.

The problem with most podcasters who are in this question of how do I get this all organized aren't planning and strategizing when they go to record the episode. They're not doing it at all. Because when you need to just get something done, your strategy, your planning, you're figuring out your call to action, you're optimizing your show for sales, comes down to you thinking what do I want to talk about today? Maybe you phrase this question as what do they need to hear? But you ultimately end up talking about whatever comes to mind, which is often what you want to talk about, not necessarily what's going to help someone else move forward with a buying decision. And so when I say you've got to be batching your planning, batching your strategy time, I mean you've got to be doing it. That's the time you can't afford to sacrifice. Because for every minute you spend planning an episode, you are going to save yourself five in actually recording and producing the episode. Because A, it's no longer this massive lift because I sit down here and I got a working title in my Monday dashboard. When that time to record episode six, one seven shows up in my work.

I have a working title. It says Episode 617 and then the working title for that episode. In the case of I'm going to be totally transparent with you. What I'm looking at right now as I record is the question. I don't know if that will end up being the title, honestly. We'll do some keyword research to frame what this question best looks like in Search, so that the answer is more discoverable for you. But that's what I've got there. And then in the update section, I have notes right here.

It says, listener question. Submit yours. When we're done. I'll tell you how you can submit your question for a future episode. Don't wait, it's coming. Then I've got a couple of bullet points. Batching, et cetera is great, but this is where you lose time in, quote, figuring it out. That's what it says right there.

This is not a project management or productivity hack problem. Those are solutions that most people who ask me this question are looking for. But the bulk of wasted podcast time is a result of a lack of strategy. Understanding what you're saying, when and why, that's what I have for this episode. So when I sat down to record, I was able to go, okay, I know exactly what I want to say and then I could just run. Some of that is my own work style for you. It might be having more heavily scripted cool. Then you need to build that into your production time.

But when you sit down to write your script, you'll run into the same instance I'm running into here, which is, I can have a couple of thoughts here ready to go, so that when I sit down to write the script, it's easy for me to put together. I'm not deciding what I'm going to talk about. I'm not deciding where I need to get them through. I'm not deciding what points need to be made. I have all of that already. And guess what? It only took a couple of minutes for me to put that together when I was doing my planning. The other thing this saves is confusion. When you're confused, they're confused.

So if you're just sort of getting through the episode, if you're just trying to find the next step, the next foothold, if you will, it's going to be hard to follow. And so this saves a ton of confusion, which when we talk about efficiency, is wasted time in your sales process, but also the confusion you're moving through in the episode that got them in that confused place. That time you spend trying to find the next foothold, it's making your recording time longer. And again, this isn't because you're planning when it's time to record it's most often because you're not actually planning. And this is one of the reasons I like having this conversation with my podcast strategy intensive clients is they've solved a big part of this problem. So when they ask me this, I say, honestly, you've already taken the first step to this, running more efficiently to this, operating in a way that serves you more frequently because we've sat down and done this work. Here's a rough title of an episode or a general topic. Here's the day it's going to release.

Here's the episode number, here's the call to action. Here's some notes about why this made sense here, or what you were thinking of that prompted this, or where you got this insight, or what thing you read recently inspired it so that when you sit down to record, you have all of that context in front of you. And that's the first step to this, running more efficiently. From there, we can get into a project management conversation, we can get into a productivity conversation, and we will. We're going to talk about that in an upcoming episode. We're going to sort of take you inside. How we run shows ours and our clients in a production process so that you can learn, how can I structure this from a project management place to run more efficiently? But none of that will work if you're not taking this step first. There is no productivity hack, there is no software to buy, there is no focus tool that will change a lack of strategy, a lack of taking the time to not skip the planning phase that has to be your first stop, or everything that comes after it's harder.

And that's where you lose time. And when you're like we are, when you're running a show that is built to generate clients who are going to need deliverables of some kind, or where this is one of the marketing tools sort of in your quiver, as it were, you're going to need time for those other things. And that's going to mean making up that time, doing everything you can as efficiently as possible to get the results you need to get. All right, again, we're going to talk about the brass tax of this. More coming up. But the brass tax will not do anything for you until you've got this solid step. As we shared last week, we do have some price increases coming up. One of the things where we've got a price increase is our podcast Strategy Intensive.

Right now you can book your podcast strategy intensive for any time in Q One. Dates are open for January, February and March, and you can book it in our current rate, which is 3000. That rate will be going up in the new year. It will be going up in January. Any intensives that need to be booked for Q One at this rate will need to be booked by December 15 because that's when we shut down for the year. That's when we wrap up our year. We take those last two weeks of the year off when we come back that first week of January. The new rates will be opened on the calendar for whatever months are next available.

If we have filled q one, I will open more. What this is limited by is people signing up and time and just availability on the calendar. So if you want to book in if you want to book in at the current rate, I would love to have you. Intensive. We do have this behind a call. If you know you want to do it, maybe you've done one before and you just want to get booked in. Just drop me an email and we can do that. If you go to Intensive though, you can book a call with me.

We can make sure that this is the right fit for you. We can make sure that this is going to be the right timing for you, and we can work out whatever we need to. If you have payment plan needs, I know if you're booking in in January or February of March, we can absolutely split this up over a few payments while allowing you to secure the 2023 pricing. Cool. I'm excited. I can't wait to see who fills up this calendar. I hope you are on that list and I will see you right back here next week to again talk about this in a more like project management way so that we can be building you can see inside of how we efficiently do this. All right, I'll see you there.

Thanks so much for listening to the show. Remember that content consumption does not make changes, so commit to doing something from today's episode. Maybe it's taking action on what we talked about. Maybe it's reaching out to me and learning more about podcast strategy intensives or what podcast production looks like with our team. All of that is And if you haven't yet signed up for the podcast newsroom, I want to remind you that is a great next step. If you're not really sure what comes next, hang out over there. Get those exclusive private episodes.

That's And the last favor I will ask, because social proof is endlessly important for sure, is to leave a rating or review for this show. If you go to more, that's the easiest way to do it. But I would love to hear what you thought of the show, what you think of the show, and if the show has been helpful for you, I can't wait to chat with you. So this is just the start of the conversation. Reach out so we can keep it going. Talk soon.

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