Podcasting: Scale Your Production through Systems and Processes #solo2leader | Edwin Frondozo | Skillshare

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Podcasting: Scale Your Production through Systems and Processes #solo2leader

teacher avatar Edwin Frondozo, Award-winning Podcaster & Entrepreneur

Watch this class and thousands more

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

9 Lessons (30m)
    • 1. Introduction

    • 2. Who This Class is For

    • 3. Understanding Your Workflow

    • 4. Breakdown Workflow to Single Tasks

    • 5. Create Job Roles and Descriptions

    • 6. Project Management Software

    • 7. Hiring and Onboarding

    • 8. The Project Manager

    • 9. Time to Grow and Scale

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About This Class

Podcasting is fun and a great way to communicate ideas, build your brand, and grow your network.  However, podcasting can become very time-consuming.  Do you currently host a podcast but are getting tired of doing the entire production process yourself? Are you looking for ways to improve workflow and efficiency? Are you new to podcasting and want to create a sustainable production system? Then this class is for you!

Edwin has been an entrepreneur for over fifteen years, helping companies and entrepreneurs streamline their operations using technology systems and solutions. He is also the host of the award-winning series called “The Business Leadership Podcast” where he speaks with influential business leaders and global change-makers about their experience leading successful companies.

In this class, you will learn his entire process for a smooth and efficient podcast production workflow. He will cover the following essential skills:

  • How to breakdown your workflow into separate phases
  • How to simplify your processes into single tasks
  • Define job roles and descriptions based on the functions
  • Deploy a project management solution to assist in the production
  • How to post and hire the right production team

This class is excellent for anyone who is starting a podcast or has had one for a while. Even if you don’t currently have a podcast, you can take the principles and apply them into any business workflow to ultimately free up your time!

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Edwin Frondozo

Award-winning Podcaster & Entrepreneur


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1. Introduction: Hey there. Welcome. How are you doing today? Thank you for taking the time to check out my skill share. Course, I am really excited, and I'm grateful that you are here. First off, I'd like to take this time to introduce myself to you, as you might be wondering who I am and what the heck, you should be listening to me. My name is Edwin Rondo's Oh, and I've been an entrepreneur for 15 years, helping companies with their technology, systems and solutions. I am also the host and founder of the award winning series called The Business Leadership Podcast, where I speak with influential business leaders, entrepreneurs and global change makers about their experience, their best practices and the lessons they've learned leading successful organizations. I am happy and honored to mention that some of the notable guests include Seth Godin, how well, Rod press and smiles and hundreds more. In this course, I will go through the thought process and the tools creating a system that will allow you to be efficient and it effectively bring on some help for me. When I was when I launched my podcast, I had no idea what to do where to go and how to go about it. However, I am grateful for my engineering background. I completed a systems engineering degree in university I have knowledge of in integrating different technologies, launching a tech company. I have experience managing teams all wrapped around a systematic mindset. So believe it or not, by my third episode, I had already written down a list of 53 steps of How I Edwin Friend Dozo produces one single episode of the business leadership podcasts. The list included everything from guest outreach, pre interview preparation, conducting the interview, postproduction task, marketing processes, fall up and etcetera. I created this to share what I learned so that you can enjoy the process of podcasting so that you can stay aligned to your why the why of being a podcast, sir, which is sharing your voice and your ideas and really not editing, producing and launching a single episode. On the next lesson, we will jump right into understanding your podcasts workflow. I'll see you there 2. Who This Class is For: before getting into the purpose of this course, the wise and the What's. I'd like to explain the Who who is this course for? I designed this course with two specific people in mind. The first is someone who has already launched a podcast and is now looking to free up their time by hard a team to take care of their podcasts. Production. Podcasting is fun. You love it but are getting tarred of the production process like editing, uploading files, email management, creating promo materials, social media, so forth and so on. Because, let's let's be honest, all you want to do is focus on creating audio content and quick note. For those who are new to podcasting, it may not seem like it, but there is plenty of work behind the scenes to create and produce one single episode. The goal of this course is to show you how to free up your time by creating a system that can easily adopt, outsource and manage the work. So if this is you welcome, you've come to the right place. Now, the second person that I created this for was someone who is looking to add a podcast to their marketing mix, whether it's to build a personal brand, create content for their business or perhaps to discuss something that they're passionate about. You are here because you want to know what it really takes to produce a podcast and how you can systematically scale from the start. If this is you, you are amazing because you are doing your homework. That is something that I wish I did before I got started to podcasting. And lastly, if you are not one of the two people that I had created this for, I really encourage you to stay as I share some valuable information about creating a system that can help any business leader, entrepreneur or thought leader grow and scale to outsource any type of work. 3. Understanding Your Workflow: Welcome back. Thank you for joining me in this lesson. We will jump right into your podcast workflow. We will learn what it is, how to create one and how to optimize it. So what is a workflow anyways? According to Wikipedia, And I'm going to read this out. A workflow consists of an orchestrated and repeatable pattern off business activity enabled by the systematic organization of resources into processes. It can be depicted as a sequence of operations, the work of a person or group, the work of an organization of staff or one or more simple or complex mechanisms. All right. Okay. So you may be saying yourself. What the heck does that all mean anyway? Edwin For podcasters, it is the view of work that needs to be done to produce one single episode. If you have an existing podcast or program, you can agree that besides creating the audio content, every single thing is a task. It is orchestrated, repeatable. And perhaps it's boring. Now I'm willing to bet when you first started editing, your podcast episode was fun. It's a time, yes, but you were learning something new. But now editing is something that you need to do in order to release your next episode. It's not fun, and unfortunately, it's becoming a chore. When I think of my podcast work for I think of all the task that is needed to be done to produce and release a single episode from the initial idea to broadcasting on apple podcasts, for example. Now let's take the 10,000 foot view of producing a single episode. Here's what I've broken it down for my podcast. It goes, booking guests pre interview, interview, post production, marketing relationships and follow up. What does your workflow look like? Maybe you need to research a topic. Perhaps you need to coordinate a video editor. Or maybe you need to schedule in a co host or a panel. Every podcast is unique and special, but every podcast has a certain workflow. What's yours? Share your content workflow in the community board. Ask questions and give feedback to those who are currently going through the course as well . On this lesson, we learned about a podcast workflow, the 10,000 foot view that needs to be done to complete a single episode, and on the next lesson, we will take the 10,000 foot view and break it down to the smallest common denominator. A single task. I'll see you there 4. Breakdown Workflow to Single Tasks: Hey there. Welcome back. Thank you for taking the time. In the last video, we started looking at the concept of a podcast workflow from the 10,000 foot view. Now, when I was studying systems engineering, we typically worked with big blocks or sections, and we called them black boxes. The black boxes represented a number of processes or tasks that were hidden. It was great to work with black boxes because it's really easy to understand. For me, as mentioned in the last lesson, the breakdown of my podcast workflow is as follows Booking guests, preinterview tasks, interview process, post production, marketing relationship and follow up. But let's be real here. Working with black boxes does not work very well because you are likely to miss one or two things that are part of your process because you are the one doing the work. Okay, let's take postproduction as an example. Where do you start? Do you open the audio file? Do you create images, or do you maybe record your intro or outro? If you're currently producing your own podcasts, you probably know what to do, but I'm willing to bet you don't have it written down How do you ensure that you don't miss a step in your current workflow process? The answer is simple. Create a checklists. Yes, a checklist. I love checklist. I use them everywhere groceries, daily tasks and, obviously, podcast production. I remember creating my initial checklist after my third episode. Believe it or not, I had 53 steps written down. I know it sounds crazy. 53 really, But what's even crazier? The number of steps almost doubled after I broke it down to the lowest denominator of a single task. For example, let's look at my preinterview phase, which consists of one creating questions to saving a copy. Three. Copying the link to the description card in cello. A quick note on cello. I'll get into that in a later lesson regarding your project management software, and lastly, you send questions if it's not in parent. My pre interview process has a couple of steps, but one step is to create the questions, using a template, a quick note on templates to simplify. In my process, I created a question template to use everything I needed to create a new one. Templates are great, by the way. If you are not currently using templates in emails, Web posts, social media images and etcetera. You are creating more work for yourself, so the first thing I do is to save a copy of the template. Then I saved the link to the card and cello, and lastly, I send in questions. That's great, right? But do you see a problem? We are not at the lowest common denominator when it comes to sending out the questions. It certainly does sound like there could be multiple tests within that step and that it should be broken down further. It should say, Create a new email one use email template to which is titled. Here are your questions. You want to update the email template by adding the guest name or their assistance or communications team. And lastly, you want to press send. That's right. You wanna write down press sent because that is the Lewis common denominator task. You cannot break down pressing send, so that would add an additional four steps to what I had originally had. The reason why is that you want to break down the process into a single task so that anyone can follow a simple tests to know whether I have broken it down to the lowest common denominator is, I asked myself, Can my 13 year old nephew follow this checklist with little or no direction? Does that make sense? Remember, we are looking to grow and scale by bringing on team members. So the more work you do up front, the less you do when you are managing. What does your checklists look like? Fun Exercise? Write down your task and place it in the community board. I challenge all of you to question those tasks that are written down to see if it can be broken down even further. By the way, I will share my trailer board in the Project Resources section so that you can simply copy and use it as a starting point. This lesson is extremely important if you have to go over it again, asked questions, and I will be sure to answer all of them. Ah, word of caution, though, and this is from personal experience as well. It is easy to take shortcuts here by saying yourself, I'll remember that or that's obvious. I shouldn't have to write that down any time you catch yourself saying that. Be sure to write it down. On the next lesson. We will start discussing job roles and descriptions. I can't wait to see you there. 5. Create Job Roles and Descriptions: Hey there. Welcome back. Thank you for taking your time. In the last lesson, we took a look at our podcast workflow, and we broke them down into the smallest denominator or task. And we also created checklist. Now that we have these number of detailed checklist for each part of our production process , for example, the pre interview stage interviewing or post production, we will now look to a sign the each task to a specific person. The way I did this was to go through each task in every single checklist and write down the type of skill that is needed to successfully deliver the job. Some examples are sending an email. The skill could be communications and maybe project management. Another one is creating promotional material for social media. The skill is someone that is creative, like a graphic designer editing the audio episode. I would want someone who is an audio engineer and for creating questions for interview podcast. The specific skill I would want is communications again and ideally, someone who could research the topic or person. So when you finally get through, all of your checklist highlight the tasks that have similar skill sets like communications , graphic design, video editing, audio editing. When all is said and done, you will find that you may need anywhere between four and six people on your team. But that is, of course, depending on the type of podcasts you are producing. For my podcast production, I found that I would need a sound engineer, graphic designer, a notes or communications person. A Web master. I use WordPress and, lastly, a social media person. If you're thinking of adding video for YouTube, you me list a video editor or a videographer, What type of job roles do you have? Please list the ones you have in the community board to see and compare with others. With the job roles defined along with the task needed to be done, the next lesson is toe. Look at putting it all together using a project management software. I can't wait to show you trail. Oh, I'll see you in the next lesson 6. Project Management Software: Hey there. Welcome back. Thank you for joining me over the last couple of lessons. We took a look at our podcast workflow. We define a detailed workflow that is broken down to the smallest denominator and then define the type of skills for job roles we needed. Now is the time to streamline this by using a project management solution that will allow you to effectively manage your team a project Mandarin suffer is key to my podcast production, and there are many out there. But the one I will talk about is trail. Oh, it is free and it works great for me. I will share my screen right now. So what you see is a copy of my existing trail aboard my project management solution that I use to manage my entire process. If you are new to trail Oh, I'm going to do a quick overview and a quick example of how I run through Trela and manage each episode. So a quick overview is trailer is broken down into lists and cards. A list is basically is gray boxes. These vertical gray boxes and the way list Work for podcast production is I break it down to each process each step of the process, so you could see I have invited referrals. I have speaker registration and photos, prepare questions and schedule conduct the interview. Listen, edit give you a thank you letter. Proven material do do. First Friday. Um, I could get more into the first Fridays and first Mondays because I do it basically a rolling two week of the podcast production, so I air every Tuesday. So the first Monday is the Monday the week like 10 days before. And then there's a second Monday so you could see that second do second Friday is the intro Audio second Friday, second Monday. Upload and go live is Tuesday. So typically you have one card per podcasts, guests and the great thing about cards. You could write notes, um, and shared with your team, and they could see what's happening within each specific, Um, episode. Sometimes there's things that are special images that are missing so everything all communications is done via this board, and you could see jillions episode here. I'm not sure if it copied over the notes, but people upload the files. We get them basically the finished promo material and everything is added here. So I just want to do a quick example of a new podcast episode that's gonna air. So what I did was remember the steps that we created the 53 steps, or how many steps that you end up having you could see have a booking list, a pre interview list, a post interview list. Postproduction list. I have every list possible here and then at the top of each process. Within this process card. I have, you know, links to what we need done, and, you know, it's a good idea. Toe. Have one of these cards at the top of each, and we'll get into more of it later. Um, and you have the questions as well. I mean, the processes that we put there. So what I do is I would right click this and I would copy this, and I would replace this with the name of the guests and, you know, let's say Elon Musk still trying to get you, Ellen. So if you do listen to this or anyone from your team, give me a Shoate. I think you have an amazing story, so we start with this now he's been invited. Let's say we got the ingredients. So now we're gonna push this over here. We're going to send to Ellen Mosque. Um, copy the list. Booking. So we did all these. You'll see these, like, set, due date one week before the interview. So if the due date was July first where you go said to date said label to interview. The date confirmed. So this setting a label is just because I like to be visual. And when I look at my card, I could see things Speaker of registration form complete. So this is, ah, process where I get all my speakers to fill out Ah, form. So I have all their contact information. Their email addresses their bio. Typically in my process, it's usually the executive assistant communications manager, someone in marketing, Um, and we get the speakers photos received, so that would be done. I would move him here, and we're in the prepared questions so you could see preinterview lists and whatever we need to be done. So, as you can see, it's very simple to move aboard here, and Robert Armstrong would have been moved, kept moving. He probably would have aired by then by July, and you just create another card. And sometimes I'll just do it right off the bat. And I don't want this to be a trail. Oh, full trail loam, tutorial or lesson. But if I did a a new card here as Bill Gates, Bill Gates, if you, um, love to tell your story. But, Bill, it was here. And if you started in a new card, this is just a quick checklist. You could copy the checklist. Entire checklist from copy this one. So it's like booking less. I just added Here, Ed, boom, It's on here. But yet that's it. That's a quick overview within trail. Oh, love to get your thoughts on this. Okay. Great. Now that you have your project management solution set up, you are ready to bring on a team. On the next lesson, we will go through the process of hiring and on boarding your team. I am getting excited for you. I'll see you all there. 7. Hiring and Onboarding: Hi there. Welcome back. Thank you for taking your time. Now that you have mapped out your entire podcast workflow into a project management solution like trail Oh, you are ready to hire on some help? First off, congratulations. But some of you may be thinking Hold up, Edwin. I already have a team, and I never done any of this. What gives? That's a great comment. And it's a question. I hear you. I have many friends who are entrepreneurs that have successfully hard employees or freelancers toe help with their business before having any type of workflow or project management system in place on Lee. Problem with harming someone without any workflow systems or processes that are in places that you would need, a person who not only has a skill you want but also thrives in a quote, chaotic end quote, environment like yourself, this person will have to see an opportunity to work with you, believe in you wants to help you grow, which will also probably allow them to grow along with you. And by the way, that person is very difficult to find. From my experience, I find that contractors, team members and employees really appreciate having detailed instructions, workflow and systems in place. It makes their job easy. It allows them to follow and focus on the things that they are good at. You're basically providing them a framework for them to be successful. When someone feels like they're providing value to the business and are comfortable in their role, they will easily see places where they can help and improved. Having a system in a place has provided a great experience for my guests, the team members and my audience. Many of them have mentioned how easy the process was to follow and that I was the best organized podcaster they have worked with. Look back at the job descriptions that you created in Less and four. You can easily turn them into a job description and post it on a job poured for specific tasks and jobs. I use a site called up work dot com, which is a global freelancing platform where businesses and independent professionals and freelancers connect to collaborate remotely. I have found my entire team on up work, which allows me to source from a talent all around the world, so no matter what budget you may have, whether it's $5 an hour or $50 an hour. You can find someone skilled and talented to help you because you're tapping into the global talent pool versus your local one. With detailed job descriptions, workflow and deliverables, you will be saving significantly both in cash in time resources. The differences between someone who charges a lot more than someone who doesn't is entirely up to you, which the tools and processes you can pride beforehand quick example. McDonald's global organization. They could hire an unskilled person because every job has a process and a workflow. Next time you walk into MC nodules, try to spot the processes that are written on a plastic paper close to each station. If you had access to the kitchen, there are instructions everywhere, including frying a hamburger. The more you set up, the easily you can onboard and also allows you to save money ultimately, so in this lesson, we discover how to take our job roles, create job description and post them on a global job board like up work dot com. If you have any questions on a hiring up work, please post it on the community board and I will personally answer your question. Also, check the resource section as I have shared my corresponding job descriptions that I used when I originally posted on up work. Feel free to make a copy and use for yourself. On the next lesson, we will talk about the project manager. Can't wait to see you there. 8. The Project Manager: Welcome back. Thank you for taking your time. On the last lesson, we learned how to create our job descriptions from the podcast workflow checklists that we created earlier on. We also learned how to post them on a global job board like up work dot com To find the talent that will meet your budget. On this lesson, we will learn about the project manager. The project manager, who can also be called ah, production manager, is the person who manages all aspects of the podcast now that you have successfully hired on and on boarded in audio engineer, graphic designer, website manager. You are basically the project manager right now and as the project manager, you are responsible for managing all the processes to ensure that everything is done to produce one single episode. All decisions and communications go through you the day that you decide to bring on a project manager. It's a great day. It's a day that may change everything for you and you know what? With the tools and resources in place, your project manager will not only relieve you from the day today, they will also improve and upgrade your processes. This person manages the Trela board, makes decisions, can vacates with the team. By the way, the team that you just hired and most importantly, frees up your time. It's a great day as you are left to do what you originally intended to do, which was to create beautiful audio content for the world, for your audience to hear. It's a free in moment. Personally, The day I brought on a project manager, everything changed for me. It allowed me to do work on my main business and create new opportunities. Take a look at my job description for my project manager in the resources section. In this lesson, you learned about the final team member, which was the project manager, the person who will free up your time to focus on growing and scaling your business and your podcast in the next lesson. That's what we'll discuss. I'll see you there 9. Time to Grow and Scale: Welcome back. Thank you for taking your time and congratulations. You have successfully created a workflow. You deployed a project management solution. You hired a team and a project manager. Can you take a moment to realize that you have a program that is on autopilot? You have a team that takes care of your production, which ultimately frees up your time to focus on other things. So what's the next big thing for you? What did you intend to do when you first launched the podcast? Maybe there are new opportunities that you didn't think of when you started doing the podcast. I'd love to hear what your next project is. Please posted on the community board or reach out to me directly. I'd love to get your thoughts, comments and feedback. Also, please post your show in the community board so I can also check them out. And lastly, please do check out my Siri's, the business leadership podcast, subscribe rate and comment. Thank you again for spending your precious time with me. Please don't hesitate to reach out to me if you have any feedback. Edwin signing off