Working for Podcasters as a Virtual Assistant | An Introduction | Fei Wu | Skillshare

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Working for Podcasters as a Virtual Assistant | An Introduction

teacher avatar Fei Wu, Creative Entrepreneur

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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

18 Lessons (1h 28m)
    • 1. Course Intro

      3:05
    • 2. Why I Created This Course

      5:52
    • 3. How a Podcast is Made

      2:52
    • 4. Google Podcast Updates & Podcast News

      2:07
    • 5. The Current and Future Landscape of Podcasting

      3:05
    • 6. Types of Podcast Clients

      3:02
    • 7. Podcast Hosting Services

      5:45
    • 8. Client Kickoff - VA and Podcaster

      7:02
    • 9. Tactical Questions for Your Podcaster Clients

      3:27
    • 10. Time Management for VAs

      3:17
    • 11. Typical Tasks Managed as a Podcast VA

      9:36
    • 12. Everything Else a VA Does for Podcasters

      7:30
    • 13. Assigning and Tracking Tasks

      2:32
    • 14. Review Process Between VA and Podcast Client

      4:33
    • 15. Trello Basic Setup for Project Management

      4:28
    • 16. Trello Notifications

      7:42
    • 17. Podcast Scheduling Tips

      9:26
    • 18. Acuity Scheduling

      3:08
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About This Class

This is part 1 of a larger certification course we have repurposed for Skillshare. As a podcaster myself, I was about to quit podcasting so many times before I looked for help from my Virtual Assistant (VA). There's plenty of podcasters out there who need your help. 

In this first class, I will teach you more about the podcasting industry, how to onboard clients and how to work together - task assignment, review process and organization tips. The focus will be on administration and starting off as a podcast VA.

We will start off by helping you understand the different types of podcasts and podcasters, current and future landscape of podcasting, Google Podcast updates, and the big picture for the industry.

Next, we will delve deeper into the work between a VA and a podcast client with a focus on kickoff, onboarding to time management, typical and potential future responsibilities. 

By definition virtual assistants are remote. Therefore, we will then focus on assigning and tracking tasks, reviewing, and approval deliverables. The tools don't have to complicated - I share my daily best practices of using Trello with my VA. 

Finally, we will go through a common task for podcast VAs: reviewing, scheduling and following up with podcast guests. There are a lot of interview-based podcasts on Apple, Google and Spotify. I thought this module will be helpful to many of you. 

Whether you are just starting out as a Virtual Assistant or already work as a VA but want to work with podcasters, this course will help you understand your clients' needs and typical activities you will be working on. 

About Me

I'm a bilingual podcaster (English and Mandarin Chinese), the creator and host of Feisworld Media. Feisworld Media helps independent creators celebrate their creative and financial freedom. 

I left my job in marketing and advertising to build a company with the mission to help small businesses and people tell better stories, find more customers and create new revenue streams. I'm leading an international mastermind group and create courses for podcasters. 

- YouTube: https://www.youtube.com/c/FeisworldMedia
- Podcast: https://anchor.fm/feisworld
- Documentary: https://www.feisworld.com/documentary

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Meet Your Teacher

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Fei Wu

Creative Entrepreneur

Teacher

Fei Wu is a bilingual podcaster (English and Mandarin Chinese), the creator and host of Feisworld Media.

Feisworld Media helps independent creators celebrate their creative and financial freedom.

- YouTube: https://www.youtube.com/c/FeisworldMedia

- Podcast: https://anchor.fm/feisworld

- Documentary: https://www.feisworld.com/documentary

 

Fei left her job in marketing and advertising to build a company with the mission to help small businesses and people tell better stories, find more customers and create new revenue streams. She leads an international mastermind group and creates courses for podcasters. Her stories have been featured by Dorie Clark in her best-selling book called &ldqu... See full profile

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Transcripts

1. Course Intro: Hi guys, This is faith. Welcome to this course which is designed for virtual assistants to help podcaster or clients. I'm really excited because I had been running my podcast since 2014. I worked with my virtual assistants since 2018 and my editor even before then, I love the idea of outsourcing the work I'm doing. It is essential, I believe in that and I won't to deliver that information and help other VAs better work with their clients. Now, in this course, unlike any others that you have seen on the Internet today, it's not just focused on the nitty-gritty things. There are only relevant to podcasting, but I want to open up the aperture and show you the bigger picture. Because what makes a pocket successful also requires a very strong digital marketing foundation. So I want this course to give you and your client insights into exactly what you need to do. But let's face it, I'm not giving you a map, I'm giving you a compass. Because every kind, every VA and the nature of the podcasts and nature of the industry and landscape or different plus podcasting is ever changing so rapidly. At the same time, I want this course to focus on so much strategic information, as well as download doubles. Which means I want to give you the actual tools and clean slate and examples, things that you can download, you can look at, you can practice, you can play around. I'm really all about getting our hands dirty. Focus on the core of podcasting and understand the marketing mechanism. Execute, rinse and repeat, be consistent. Well their individual lessons within each where introduction and conclusion. But in-between that you're going to find resources and media content. Going from understanding how to prepare show notes for the podcast, how to design graphics that are going to resonate and do design without a Photoshop background, where design degree, how to prepare transcripts and why it's so important how to organize social media and use the right tool for your podcast. What happens if your podcasts or is running low on content? We're don't have a ton to share besides these audio content, there are a whole bunch of strategies around all of that. Because I have more than 12 years of project management backgrounds and experience. I'm here to share some of the things that you can use such as Trello and Notion, or even as simple as a Google Doc or a Google spreadsheet to manage your relationship, your tasks, your accountability items with your clients so much more effectively. I love that because at the end of the day, it's not just about the podcasts itself. It's about communication, a two-way where multi-way communication between you and your client and maybe other resources involved in this process. Last but not least, we'll talk about POC has monetization, advertising, as well as how to launch your clients podcasts onto a Chinese platform now does anything but Sima LEA with more than 500 million active listeners. So with all that aside, I, you'll be fine this exciting because I am on, Let's get started. 2. Why I Created This Course: Hi there, my name is Fei Wu and I'm going to be your instructor. This is a certification course designed specifically for virtual assistants who helped clients, who are podcasters. Welcome. So I want to tell you a bit about this course and how this differs from other courses out there. Look, there are a ton of podcasting courses. How to Podcast 101 advanced courses floating on the Internet today. But there hasn't been one specifically designed for a virtual assistance. I'm a podcaster and I've been podcasting for over six years now. I've been working with my virtual assistant for more than three years and my producer for nearly five years. I've learned a tremendous amount from these two p by work with so closely. And I wish there the things that we knew from the get-go, but we had to figure every step out. And I'm here via this course is share my learnings with you. But I understand that you and your client may come from very different places. That's why I want to focus on number 1, having this course be flexible. Look, it's your money, your investment, and your time, and I want to make sure it's all worth it. So as you're going through the course, you might see things related to podcasts, education, how to set up or choose hosting services, understanding the different hardware and software we're using, maybe that's not entirely relevant to your starting point. We then skip ahead. I will be sure to share more materials that you will find ready at your fingertips. Let me tell you what those things are. Downloadable. I am so excited because I want to give you checklists and templates you can use right away. I will show you step-by-step tutorials on how I used a software that are game changers, save us so much time. Os, meaning me and my virtual assistant. I'll give you a clean slates, templates you can download and start practicing and applying for your clients podcasts right away. I personally you think education is a huge piece. So education comes in many different types and forms, including research. But where do you look? What matters? What are some of the most trustworthy, reliable sources that you can go to? To learn so much more about podcasting, perhaps your client is interested in having you educate them and inform them about things that are happening in the podcasting world. And as you can see, based on the way I am, the way I dress, I don't want this course to be another chore for anyone. I wanted it to be fun. Maybe you and your client wants to check out a few things as we're going through it. Because podcasting is fun. I think education is important, but so is relationship. I want to focus on teaching the content to help you build the foundation and a solid relationship with your client. As a claim myself who have gone through this. I know so intimately well about my relationship with my producer Herman, with my VA rose is everything to me. You know, we text each other all the time. We rely on these software to do the job we all care about. You know, you're kind of in-sync to me, virtual assistant isn't just assisting you a part of the vessels here. You really matter. Before I move on, let me just tell you a bit more about myself. So I am Fe, I spent about a decade working as a digital project manager before starting my show. I started my podcast back in 2014 and never stopped ever sends. As a result, my podcasts as a major content has been re-purpose on my blog post, of course, as well as YouTube. As part of this course, I'm going to show you so many tools, including the use of repurpose dot io to help your clients really disseminate that content so much faster and to be able to build a tribe that have more listeners. Since I started a podcast, you know, I haven't stopped working with VAs because there's so many projects that are pouring into our brand, which we love. We started a DIY documentary. We traveled around the US, shot the film, interview the people we absolutely you admire and find inspirational, and that film is on Amazon prime. We also pivoted from podcasting to creating video content on YouTube. So I will be very happy to give you a sneak peek into what that transition is like. A maybe is something that you can recommend to your kind or consider to gather from the get-go. Another area of expertise I want to really pour into this course is my experience as a project manager. It is something that's often overlooked, but I want to show you not only how to work harder, but how to work smarter, how to repurpose content, how to time track, and how to really find out the, how to pay attention to the analytics that matter versus those ones that don't. And let's have some fun together. And when I say the course is flexible, what I mean by that is it has to be because you as a VA have different experiences. So are your client without meeting you face to face. I don't really know if you have worked on the other podcasts or perhaps this is the first one or for your client. I don't know. If you're a client is perhaps just starting a show as a hobby or podcasting as a revenue source has already become insignificant part of his or her income. Or perhaps you're kinda is doing this as part of his company, big or small. So these are all variables that I'm considering as I'm building the course, I wanted to be flexible and extremely helpful and welcome your feedback. And at the end of the course, I'll put together some really fun quizzes. Again, the quizzes are not there to intimidate anybody, but to simply review some of the things we talked about. Thank you so much for joining the course. I'm so happy to have you here. 3. How a Podcast is Made: Hey, so in this video I want to talk about the basics of podcasting. You know, how a podcast episode is born from a production perspective. Now you've have worked with a ton of podcaster or clients and you have maybe your cell produced shows before, then feel free to skip ahead. If not, thanks for sticking around, Let's get started. There are software and hardware related to podcasting. Of course, when it comes to hardware, you may need a computer, a laptop, and then you need your microphones that gets connected to your computer in order to complete recording. Now the software that you install on your computer to capture that sound can either be Audacity, which is Mac and PC compatible and it's free, or GarageBand, which is specific to Mac, but it's free. It comes installed on all your Mac computers. Or there may be more advanced editors, logic X Pro, or I don't know, audition. So there are definitely many industry standards and popular software out there. Now there are other types of hardware you can travel with and use without the use of a computer. I'll show you a couple of videos as part of his lesson in case you wanted to take a look at unboxing and just get a little closer to these devices. I'm not sure about you, but I'm always curious to learn how to use these devices, how they work, and be more knowledgeable and informed about these products. Because sometimes your clients may go from, hey, in-person interviews to recording on Zoom, for example, to all of a sudden that your client may need to travel. So if you can be knowledgeable about these devices, how to travel light, and how to make sure the quality is clean and clear, then more power to you. Next is the output files. You can record your audio in many different formats, such as WAV or MP3, for example. Wave is uncompressed in its own higher-quality and a bigger file size. And mp3s are what you know that you often get from the Internet. It is compressed and it's more portable and easier to upload. For most editors, they definitely prefer the uncompressed, raw, high-quality file. And usually when they export to prepare it for the hosting service, which we're going to talk in a second or prepare for Apple podcasts, Spotify or Google Podcasts, they tend to have the final file as MP3 and with the output file as smaller listeners really like it because as you're walking around town and you're on the train, you're in the car driving, you're trying to listen to a podcast. The smaller the size is, the easier it is to download, right? Because you're not constantly connected to a Wi-Fi and you're using or relying on your 3D or for gene network. So the smaller the file, still preserving the quality of the sound will be the most ideal. 4. Google Podcast Updates & Podcast News: The majority of podcast listeners are highly educated. 80 percent of the people who listened to podcasts, we'll listen to the whole thing where at least the majority of it podcasting is not dying. In fact, it's growing, would still less than a million podcasts on Apple Podcast. You know, it's a lot less competitive compared to YouTube videos, channels, as well as websites and blog posts. The most important outlets for your podcast to be on our Apple podcasts, Spotify and Google podcast. Now as of August 2019, Google podcast just announced that they have been in the background secretly transcribing the podcasts content. Therefore, they're getting the transcripts and we'll have a much better and clearer idea of what these episodes are about as audio is not always searchable, but what Google is doing the back-end is to make the content a lot more transparent and relevant. So if somebody is searching for not just the title of the podcast, but something there's specific that's been talked about inside an episode. Google find a way to serve as that as well. That's all in progress. I am so excited about the space we're in, about North America versus rest of the world are LW. The majority of the podcasters and POC as listeners are still in North America. That's true, but it's also booming in Europe and certainly many parts of Asia. The funny thing is that in China, podcasting used to be called audio downloadable, which is in a format as podcasts, but it's part of a bigger category that consists of podcast, audio downloaded bows, and audio books and things like that. If you're interested in learning more about the latest and greatest related to podcasting, I highly recommend that you check out a site which is not affiliated with me called plot news dotnet. When I attend to Podcast Movement in August 2019, I actually met the creator who's also chief editor for this website. And I've been getting news from them every single day to help me informed of the latest and greatest on all things related to podcasting. Thanks for watching. I'll see you in the next video. 5. The Current and Future Landscape of Podcasting: All right, Next, I want to talk to you about the current and future landscape of podcasting. This topic has been so hot and in such debate for so many years. When I started my show in 2014, I remember walking around my corporate office and everybody's like, everybody has a podcast already. Why are you starting another podcast? Well, if you look at 2014 in iTunes or Apple podcasts alone, there were 250 thousand podcasts, which at the time sound like a lot in retrospect, it was nothing. Now as I'm recording this in May 2020, there are roughly 700 thousand podcasts in Apple podcasts. So that is now three times the amount of it used to be six years ago. So personally, I've attended a bunch of Pi casts events including the official one Podcast Movement in Orlando, Florida. And some of my colleagues attended the events and others on the years before as well. So we started aggregating and looking at the data together to figure out what are some of the public measurements we have for podcasters and podcasting in general, in pockets episode that has been live and released after 30 days, on average has about a 141 Downloads. Now, if your episode has over 9 thousand downloads in the first 30 days, you're in the top 10 percent. Let's keep going. If your episode has over 50 thousand downloads, then you're in the top 1%. So why am I sharing this data is because there were a lot of unreliable data flowing in the market. I'm not really a numbers and analytics person because if you're a podcaster in all, you care about our stats and advertising and income, then it's going to make that endeavor rather difficult. Getting downloads are challenging for podcasts because there's so many shows floating out there hosted by professional speakers and hosts, you know, NPR's and how stuff is made and things like that and serial. Those shows have become sort of the golden standards, which makes regular independent podcasters difficult to thrive and to be able to really talk about their shows with pride and with confidence. But they really shouldn't feel that way. These are the averages I'm sharing today. Which to a lot of people, the number is actually a lot smaller than what they envisioned. Another number you should be aware of is how active these podcasts are. So out of 700 thousand podcasts currently on Apple Podcasts, not all of them are being actively updated. What does that mean? So that terminology means whether or show has been updated at least once within the period of 30 days. So there were a lot of podcasts out there somewhere, not really meant to be a regular podcast that goes on for years. So some of them may have ten episodes and done and many podcasts. I have a single episode where a couple of episodes floating around before the podcast or himself or herself has pretty much given up. So think about the longevity of your show. Is those are you reliable metric and indicator. 6. Types of Podcast Clients: Hi there, Welcome back. So in this video, what I want to talk to you about are the different types of podcasters were, in your case, podcasts kinds you may be encountering. I've answered this question numerous times with people who I coach to put together a podcasting strategies and plans. So sometimes it really helps for a VA as well to understand where people are coming from. So first of all, we have a category of podcasters who are hobbyists. You know, they have their steady professional career. And podcasts is something they always wanted to do, either on their own or with a friend, with a partner. And they started a podcast. They absolutely enjoy the progress, but their intention really isn't about making money or be famous. So that's the first category. Now you have a more professional category of podcasters that doesn't make any category better or worse by the way. So the professional podcasters are more focused on growing the show. They have seen tremendous progress in growth, whether it's listenership, sponsorships, advertising, or client opportunities. Let's just say that podcasting has become a significant part of their businesses. And now podcasting They itself has a lot of intentions as well. So sometimes podcasting is a marketing tool for a lot of businesses. What does that mean? It means that podcasters are producing shows to give themselves and their business is greater visibilities. They're telling stories. Perhaps there are some of the sales pitches or product releases, a newsroom, their company, which they can then share as part of the podcast. Podcast can also be more than just a marketing tool. It can also be a significant part of people's businesses. I know podcasters and we have all heard of them who use their podcasts as a vehicle to significantly drive revenue sources. Names that come to mind including Tim Ferriss, Johnny Dumas, who makes more than $300 thousand a month running his podcasts and an ASO products. It's called the ELF entrepreneurs on fire. That's been the show that's been going on for many, many years. So everybody who comes from a different place, I think it's important for virtual assistance to work with clients and know the different types of categories and personalities and purposes that are out there. And of course they will treat there are podcasting process very differently. Perhaps the hobbyists are loving the process, but they're also more welcome for ideas and researches that you can be sharing with your clients. And some of the kinds who have been doing this for a very long time, they may already have a very solid plan in place, whereas you may be following a plane, but you can learn a lot from very successful podcasters as well to see how they go from 0 to 1000. So I can wait for you to share some of your learnings and feedback with me as well. Let's start a discussion right here, and I'll see you in the next video. 7. Podcast Hosting Services: Okay, Let's talk about hosting service. Why do people want to host our podcasts on a professional hosting service verse such as putting it on their website. Well, for a variety of reasons. Number 1, that your website is an always going to be up. There may be technical issues that you have to look after. Especially say if you use WordPress or even on Squarespace, you know, it's not always reliable. And also they're going to be limited analytics. Where are these listeners coming from? What are their regions, geographic locations, their interests, their gender. So it's harder to also profile these users specifically for people who consume audio on your website. That's when these professional hosting services came into play. For years. I used Lipson. There's still the preferred vendor by a variety of famous podcasters. I remember back in 2014, I chose them because I saw Tim Ferriss was using them, I believe on being and a couple of NPR podcasts or all on Lipson. And I thought to myself, why look any further? So I was with them for five years until the beginning of 2020 because I had been using anchored to listen to some of the podcasts and those will engage with the show hosts for some time now. And I realized that I was ready to transition my show over to anchor because I want to honestly reduce the hosting costs while maintaining control of my content and still have access to analytics. And at that time, I was shifting my focus to video content creation on YouTube. Therefore, I want to lower the cost and maintenance for hosting in general. So Anchor's another great choice, basic, easy to learn, yet very powerful, then anchor may be it. And as of 2019, Spotify announced that they bought anchor. So honestly from a financial standpoint, I was really curious, like other features Spotify will support and insights as Spotify will be able to transfer onto anchor, there are numerous of hosting services you can easily Google best podcast hosting services and is going to likely give you the top five, top ten. Honestly can't really go wrong with any of those. Make sure they can give you reliable sources and more complete picture of analytics. And also the price point has to work for you. Some of the services, for example, lips and more charge an additional fee for advanced analytics. So you have to take that into consideration. I have videos and tutorials on understanding analytics, even comparing platforms based on the analytics that they're able to provide for you. I would say that one of the services I discovered called chargeable, which is basically outside of any hosting service, but it reads and a pull the data from what's called RSS feed from your hosting service and provide you with sort of the umbrella analytics. And it's also going to give you a ranking information, not only based in the US but worldwide. It's kind of interesting, but our show phase royal podcasts is under Personal Journal, I believe. And it has such different ranking here in the US versus in other countries such as Korea, China, and the Philippines. And this is really quite fascinating. Now the basic analytics, as you can imagine, are pretty basic things such as the number of downloads per day per week for which episode. It will also give you geographic and demographic information as well. Also other things such as devices, laptop computers versus mobile. Of course, there's a huge jump in terms of mobile consumption. That's something definitely worth paying attention to. Also to make sure that the website where the podcast is hosted on should be mobile optimized. The majority of the people who's going to use a podcast to listen to podcasts. There's still going to be a number of people going directly to the website, the podcasts website, and look at show nose additionally information downloaded bows. So definitely make sure the website is mobile optimized. Next, I want to talk about RSS feed and distribution. So what does RSS feed without getting into the technical details, is basically a feed where you can submit two different platforms, services, podcast aggregators to showcase your podcasts, write simply as that. So when you select the hosting service, weathers anchor were Lipson, you'll be able to go to the Settings menu and then get your RSS feed guaranteed. You don't know what you're looking at. Simply contact their customer support. There'll be able to send it to you right away or guide you through where you need to look under your account information next time. So that takes us to distribution. Distributing the podcast two different platforms. In fact, as many platforms as possible is really key. A lot of the times these platforms and aggregators will automatically fetch data from say, Apple podcasts, but not all. So in case there are new players in the market, sometimes what you need to do is to submit your RSS feed manually to a platform. This actually includes Spotify as well. So say if your show is originally on Apple podcasts, you have this RSS feed. And at least as of 2019, and those are the first half of 2020. There's a link, but you can also google Spotify for podcasters. You're going to be taken to a link, and I believe it's called the podcast dot spotify.com, where you have all the information at hand to submit your show. And it usually takes 24 to 48 hours for the show to go live. And within Spotify, you will have a separate set of analytics specific to Spotify. And it just fascinating, I am a numbers person. I always like to look at them, but not to be overly concerned about them. So i o that was helpful. And you learn some of the basics about podcasting. And let's move on. 8. Client Kickoff - VA and Podcaster: Hey guys, welcome back. I'm so glad that you're here for Chapter 2, which is all about onboarding, is about building that relationship with your client and it makes a huge difference. I know firsthand as a client who has worked with virtual assistants, we are getting ready to talk about evaluation, evaluating your own show. If you are just starting out, great, we have videos and tutorials to help you imagine where re-imagine your show. But in this section it helps you whether you're brand new to podcasting or perhaps you have started to show you've been running for six months, a year or more. So let's get started as a virtual assistant. And one of my own reach out to me and said, Hey Faye, before we get started working, Let's have a conversation and I welcome that any day. So she's scheduled a meeting with me on Zoom. We're able to see each other face to face and really kick it off as opposed to just a phone call. I found that to be really helpful. So consider a virtual meeting if you can. Now, we want to do is if your client already has, so show, you want to listen to at least a few episodes. If you work with clients who have hundreds of episodes released already, you want to listen to a few of those? And if I were you, I'd check out. Yeah, sure. Some of the latest episodes that I go back to the middle, you know, if they've been doing this for a few years, I want to go back maybe a year or so. Then I'm going to listen to the beginning, the beginning first few episodes IVR. It's funny that as a podcast or we always get a little bit embarrassed than apologetic about the way we were at the beginning and there's no reason to be that way. What I want you to do is to really get inside, get under the skin of a podcaster, whether that person's a client or not, it doesn't really matter. You want to get to know the purpose and the drive behind starting the show. And you want to see the origin of where the show came from and why. You want to see the progression, the growth of the podcaster himself or herself. Now here are some of the questions which I'm also going to include it as a text documents so that you don't have to take notes, but rather is just kind of listen to me, highlight some of the questions. But you will have the PDF downloadable for you to have in hand when you have this conversation with your clients. And by the way, I recommend you have this conversation more than once. Sure, it's great for onboarding and kick-off. But down the road, about once a quarter were twice a year. Let's pick it up again. So some of the questions you can engage a podcast or are you know, what is your origin story? What made you want to start the show? You'll find such interesting answers because a lot of the podcasters are pretty established in their professional, in their personal lives. And will many of them started the show not because they just want to be more famous, being more known, it's just something they always wanted to do. It's that creative outlet. It's so intimate, it's so meaningful. And sometimes as a podcaster you actually forget about it. You're like, let me go back to the word check more things off the list. You forgot why it was so special and why you are here in the first place. You may also want to ask them what has worked or not worked. In the past. And what did you use to measure your success as a podcaster or just to know that you're sort of on a path. We're on the right path. What are some of the areas you might want an experiment where there are podcasts. What do I mean by bats? Perhaps you started to show thinking is going to be an interview podcast because most podcasters have some level of self-doubt and thinking they might not be interesting enough if they just wanna do their monologue. They interview a lot of famous people, less famous people to share their stories using their own platforms. But they might have experimented other formats such as talking into the mike on their own, you know, riff on their own and have the show be more about them every once and awhile. I know I've experimented that. I have a number of people from my mastermind who did that. And the listeners were pleasantly surprised. Ask them about ads. You don't there are organic growth. Definitely find out where organic looks like what has worked, but also talk about paid because paid ads is this area where a lot of podcasters have not found tremendous success. You know, just by pushing out ads on Google or YouTube or Facebook in general, people are not going to just come after and say, oh my goodness, I have 15 minutes available, 45 minutes available. Let me listen to this show. It has to be very purpose-driven. You have to give the listeners where people will see your ad and incentive that's so strong, they don't want to look elsewhere and I want to click listen, and listen to it at all. So I'm curious if your client has ever attempted that before and what the results look like. The last thing I will include as part of this video is your decision. Where are your ability or desire to become more of a strategic partner with your client. And I use that word carefully because a lot of VAs don't see themselves as a strategic partner. Or specifically some clients don't ask them to be in that position. A lot of work and it's not really designed for everybody and you might not have the influence you want if you don't initiate the conversation early on. Of course, if you step into a podcasting client and that person has everything all built out, you know, a smooth running machine. Everything's clicking. You know, I guess it's not really strategic to say, Hey, let me come in and change everything. I'm a VA. But on the other hand, my VA has played such a significant part to help me understand the things that I'm not seeing, to help me see the blind spots. She'll also give me some ideas for my YouTube videos. So have that general conversation with your client. If it doesn't happen from the get-go, ask them again in three months or six months to say, Hey, is it okay if I keep you posted on some of my research information, I want to take a look to see what are some of the trends and helpful tips and tools related to podcasters like yourself with shows like yours. Now, many of them probably will say yes if they take action, create, if not, oftentimes because they're so busy and they need your help, we're find time where budgets, so don't be offended. And also if they say no, that's not a no forever, maybe that's a no for now. So they're good. You know, they've got a lot of next steps and to-dos, but it's good for you to keep an open mind. Look this course, this entire course, so far and through the end, is about keeping an open mind. And the reason is podcasting isn't brand new, right? I've had my show for six years, but podcasting was a thing even back in the 1960s, it was just called a different thing. Now it's so much more helpful to keep an open mind because this thing, podcasting or concentrations is constantly changing, right? What used to be the top players as platforms, even as podcasters are changing year after year. I don't think you are only going to have one podcaster kind ever in your careers at VA. The more you can learn right now with a smile on your face, the better it is for everyone. I'll see you in the next video. 9. Tactical Questions for Your Podcaster Clients: Welcome back. In this lesson, I want to talk about some of the tactical things. You want to get your hands-on numbers answers. For example, let's get started with ask your client, ask your podcast or clients, Hey, how many social channels do you have currently? You might say a mumble, podcasts, Twitter or Instagram and all that. Okay, Great. What are some of the other platforms you want to experiment? Because they typically know the answer and maybe not right now, but hey, maybe in three months, six months, I wanted to do this. And you may want to make a note of that because that timeline is somewhat arbitrary, it might change their mind. It may happen sooner or quicker. So you want to begin to identify trends ahead of that, you might want to ask them, what are some of the measurable business success? What are some of the indicators to let you know as a podcaster to know that you're making progress, you're growing. You know, not everybody has the same goals. Let's be clear. Some podcasters want to create revenue streams from their podcasts. Some like myself are using it as a marketing tool in marketing platform where I get to meet incredible people from around the world, from Cirque du Soleil, artists to Broadway actors, to incredible authors, keynote speakers, you name it. So ask them what their goals are. Asked them about their vision and you right now, but also 36 months from now, maybe a year from now. What do they envision to happen? One will be great in an ideal world that could happen. Speaking of social media channels, one thing that has come up over and over again is ask your client if there are sharing or mixing both their personal and professional content on their social platforms. I mean, when it comes to professional, I mean here we're talking about podcasting as a professional endeavor here regardless. So are they mixing their podcasts content with their personal and family and friends, pictures, and brunch and those kind of things together. It's okay. I do that for a Phase Rule because I don't think is realistic for me to start a whole other channel and build from the ground up. I didn't think so. We kind of went with it. So whatever the answer, maybe you want to know, maybe the Kaiser leg, hey, scratching their head and thinking, I don't know, maybe it's worth evaluating, separating their personal versus their professional channel. Maybe their professional channel contains more than just podcasting, but podcasts may play a significant portion of it, that maybe there's something related to their company's resources and services. So have that conversation upfront. Another tip I have is actually talked to the client about what they enjoy the most and not so much related to podcasting. Look, everybody's different. I personally love recording audios. I love interviewing other people. I love recording videos like this. I love teaching. I love writing. I love writing email newsletters to my audience. But honestly, I personally don't enjoy managing social media at all. Even before podcasting and all that. I just had very little interest in, like endless scrolling, engaging with people. I know I'm supposed to do it. And it's really important to do it as a brand. You want to know your clients genius zone, where they're good at and where they actually enjoy doing. Because chances are they had that conversation with themselves or with another partner. But it's important for you to know that because that's where you step in. That's where your genius zone is to help them offload the tasks that somebody else can do IU, so that they can focus more on podcasting and content creation. 10. Time Management for VAs: Now this video is about time management and estimating time in general as a VA. Sometimes you're being questioned, you know, how long do these things take? Of course, you need to have a content and strategic plan to understand what you're doing specifically for this podcast or a client. From there, how do you determine in general or at a high level Holland's going to take. So here's my experience. When I first hired my VA Rose. She's great. She is a cell than the shader. I don't have to give her a specific directions for every single task, which I, by the way, love it. Now, you may be working with a different client, giving you a step-by-step checklist to follow through. By the way, those things actually help a lot, especially at the beginning. And it will eliminate any guessing sort of between the two parties, especially if you don't work in the same time zone, you know, things like that. So whatever the client can do and provide might be very beneficial. Now, roughly, when I started working my VA all my podcast in June 2018, I got to say there is a setup cost. What does that mean? There are managing logins, there are these onboarding conversations we talked about in previous lessons. There's an ongoing dialogue, but is very healthy and very necessary. That takes time, I will say the first few months between building a content calendar and for me to generate content, working with my VA to generate more content using tools such as Canva. I would say she worked at least 10 hours a week on it. But because I've worked in project management for more than a decade, I have a better sense of how long things typically will take, but it's also important for me to realize that certain things might take me really fast to get done because I know my podcasts, I know these people I'm interviewing. But when coins work with a new VA, VA knows very little still about the show and don't wear the way the coin is working. So I feel like the first couple of months really is key. We're especially the first month. The first month is about setup, getting familiar with the work, with the content, build some confidence. And starting with the second, third month is when you start to thrive. When you thrive. Interesting enough, there's Morley going to get done and there's more tasks and projects that may be assigned to you to take on. But at the beginning I would say plan for a minimum of ten hours a week for me, for phase world, that went on honestly for a period of time. The reason is check it out. I was so busy working in my business, meaning the consulting side of things, as well as trying to run a podcast completely on my own, from scheduling to recording to even sometimes post-production before I found my editor, I was doing a lot. So in retrospect, there were a lot of assets that I would have been hugely helpful if somebody could just help me, you know, producing quote cards, producing marketing images, producing clips using headliner, which by the way, I'm going to show you step-by-step how to use those tools. It's amazing, you know, repurposing content. So when rose and I started working together, the first three to four months were really intense. There were bigger numbers in terms of hours and effort because I needed her to help me spin up and to really build up an optimize the podcasts based on the content I already created. So I hope you find that helpful. I'll see you in the next lesson. 11. Typical Tasks Managed as a Podcast VA: In this lesson, I want to talk to you about a general list of things that most podcast or clients will need help from the VA. It really depends on the experience from the VA and of course, what the podcasts or client is comfortable with, that list can change drastically, but I'm here to give you a rundown of my experience in combination with a number of podcasts, reclines I'm aware of who work with VAs and let's get started. I have a pretty long list and guess what, As part of this chapter here, what I'm going to do is demonstrate real hands-on videos to show you step-by-step how to use these tools for podcasting purposes. I think it's really exciting, okay, the type of things that your claim may approach you for strategic discussion. This usually happens if you are already working with a client and you know that this thing, this project which was podcasting is coming in the pipeline and you've witnessed dead, you've a lot of insights into decline business. So it's inevitable that you may be part of that discussion. I'm going to include a really special video produced by my colleague Warner. And Warner is going to use similar to a Business Model Generation, that type of deal to walk people step-by-step, what to think about and how to innovate where they differentiate and not just to create another regular podcast, but one that's going to resonate and it's going to grow to is a content calendar. That's the first thing my VA rows and I worked on. It was super exciting. We didn't rely on anything sophisticated and said, we just used Google spreadsheet and I was great. I'm going to show you a template that you're going to download and take advantage of right away. Obviously, if there's a software you are familiar with, know really well. I encourage you to explore as well. But I think regardless, Google Doc is going to give you the structure, that baseline of what you need to think about and how to have that conversation with your client and maybe help your client understand what's going on so that they can review it more efficiently as well. And the best collaboration I've seen is when a VA puts together an idea, a document share with the client and ask for a specific feedback. Not only that will make the document are useful, but also make sure it gets done quickly as well. So one other software I like a lot for content planning, as well as content calendar is called Notion. Notion has made a huge splash in the tech community, especially in 2020. There has been a lot of videos, but I'm also going to share with you in terms of how I use it to plan my content. Next is keywords, tags, and topics. Okay, that's a lot of things. Why I want to talk about those separately is keywords matter so much in terms of SEO for your clients blog post, as well as where ever he or she chooses to share their podcasts content, any sort of content, really think about it. Instagram, Twitter, YouTube, their blog post. Any other platforms these days, hashtags are really key. Hashtags and topics and, you know, what's annoying? Is there kind of use slightly differently? And there is that through relying somewhat general ways and methodologies apply to how a hashtag or a topic is used. But they're also a platform specific best practices such as YouTube. For you too, I use a tool called Tube Buddy, which don't worry, we do have a resources PDF or you can find all this information in one place. And I love using it because too buddy really helps me understand, get under the skin of YouTube to fully optimize the content I'm putting out there. And why did I say YouTube, even though your client is a podcaster? Well, you can easily repurposed audio content now on YouTube, which we'll also talk about in a follow-up video. Now, the next thing may sound a little daunting is content creation. Now, I don't know the type of podcasters you may be necessarily working with in this round. But I would say that keep an open mind. There are podcasters and clients who come prepared with a ton of content. I know their credo entrepreneurs were literally compact with tons of images, professionally taken shots, a ton of assets they already created and use on Twitter and Instagram. They got a ton of videos, everything, oh my god, it's such a dreamland for VA to kind of plow through because you have content you can repurpose and use right away, right? You can use a scheduling tool, which we'll talk about as part of this course. But things like a girl pulse, buffer, HootSuite, whatever, you can start scheduling. But now there are also a ton of entrepreneurs, myself included. From the get-go. We didn't have that much. We thought we had a whole lot. But once you sit down and take a look at your blog posts, you're like What? I only wrote 10 to 20 articles. Sure, most people have 0 articles still. I mean 10 to 20, it will run out pretty fast rate. And you have some pictures, you're not so sure if it's personal or professional, should you use it? Let's see, podcasts. I had at the time he via a 100 episodes, which was great. But I also felt like it was a little bit single-dimensional. Like how often or how many of these audio posts do you want to share over and over again, right. So we kind of run into a wall, but we resolved it because my VA row suggested, hey, hey, what are some of the audio books you are reading? What are some of the TV shows you like? And sometimes you can use the right assets to link to your business plus is showcases your personality in a more detailed video, I'm going to show you how to use Canvas, which is an online design tool that requires no prior experience with Photoshop. And you certainly do not need a design degree in order to learn how to use it. I use it every single day. I have the Pro account and I absolutely love it. Va also helps tremendously when it comes to content repurposing. So your client may have created all of this content, right? Audio, video, but then it's important to repurpose it for different platforms. Why? Because different platforms, one different things such as Facebook can tolerate a pretty long video. Youtube, any length of video pretty much will work. I was able YouTube anything longer than a minute. But here comes Pinterest, your CMS tiktok, whatever these other platforms are, it's really important to repurpose the content, to tailor for that platform. Takes time, effort, and strategic thinking. So that's what a VA can come into play, audio editing. Okay, don't be scared if you're not an audio engineer, neither am I. As a bundle related to this course, I've been asked to also talk about editing in that course, the purpose is not to turn someone who isn't a podcast editor into a pro editor and understand all the tips and tricks. It's about the basic editing techniques, right? So for GarageBand, Audacity, something that you can get your hands-on for free and right away. So I'm going to introduce to you in a separate course how audio editing works. Now that's usually not a requirement for a VAs. But that, again, that landscape is also changing kinds expectations are changing and I'm adopting that with my course. Content publishing. Yes, content publishing. And I would say also scheduling as well. A lot of the VAs will manage social media handles. They will moderate communities either on YouTube or Facebook groups or wherever the community may be. Now, publishing is also related to perhaps a blog post related to the podcast as well as the audio piece, right? We talked about hosting service earlier, so publishing that audio to a hosting service, email marketing. So if you're a kinase, an e-mail list, awesome. If not, I would say it's really important to start. One is specially for podcasters. Now a lot of podcasts was actually started their show without an email list. It could be as simple as a plugin for WordPress or drop-in embedded code for a newsletter on Squarespace, There's no reason not to start one, even if they have 0 where they have ten subscribers, which half of them are friends and family. It doesn't matter. You want to start if you're really a and your clients and maybe asking you with some tasks within e-mail marketing. Maybe that's setting up the template and then have the client to hit sent, review everything and actually send it out. I've also heard VAs helping with the cleanup of an email list. Because as entrepreneurs, we have been dizzy, were throwing some tags and keywords around starting a bunch of landing pages for our emails. But at the end of the day, some of them are completely inactive and unnecessary. So it's super-helpful for a VA to take a second look and help us clean things up. Last thing I will say is monthly analytics and read out. And what I mean by that is, for me, we are on a lot of social platforms including LinkedIn, Twitter, Facebook, Facebook page as well as Facebook group. And we're on YouTube publishing regularly. So my VA will share with me at the end of each month, the analytics look like what are some of the best days to post? P was engagements? What are some of the most popular blog posts or social media assets we have shared. You know, things like that can really give us some hope that we understand our audience. You know, again, I don't believe in numbers alone were being paralyzed by analytics. But the insights can be very helpful, especially over time. You can look at the analytics and stats from January all the way through December. That's pretty powerful stuff. I hope you enjoyed this video and in the following videos, I'll give you specifics in terms of how to use these tools and why they're important. 12. Everything Else a VA Does for Podcasters: In this video, I'll talk about the rest of the things that VAs will do for their clients. And the reason why I'm combining and mushing these topics into a single video is because I know it's not always common for everyone, for every VA to be doing the exact same things. And to be honest, the way that I started working with my VA is not to pile up all the work on her plate, you know, to start with a 110%. But some of this is really gradual as we build trust and synergy, we started to do more together. So here's what more amines. Who knows if your client is interested in exploring these areas with you. Now you can actually have a list of things that you can propose to your client as well. The obvious one is the Klein's love having their VA setup the blog posts for review, at least as you're releasing an audio episode, there is a lot of information that's associated with that audio block. So you finish editing and now you really want to publicize it and build traffic. You want listeners have come to a dedicated page to learn more about this person you just interviewed or just more about you, you know, it's not necessarily interview shows. It could be any type of podcasts content. Now, that blog post doesn't come easy either for us, there's a structure we follow, which for us there was a sidebar. We want to expose listeners and site visitors to our newsletter, for example, other things, services that we offer as a brand as well as say, the most popular episodes were related episodes that might be interested in then in the body of the blog posts for where the podcast we will include, of course, an image which could be that marketing material that you created in Canva to be slapped onto the blog post itself. We want to talk about the biography of the person. You're kinda has a solo show, which means she basically shares information on her own. It so important for her to maybe summarize the continent she did reference we're talking about. So there are things such as links mentioned, people mentioned software, I mentioned maybe their show notes as well showing those are particularly helpful for a longer episodes so that people don't have to sit there and listen 15 minutes in like when is the information most relevant and interesting to me is going to start next is publishing audio podcasts to these hosting services. Hosting service, meaning could be Angkor or Lipson, is still takes time because for every episode you upload to a hosting service, their components such as title, description, you know, additional information and you have to select the category. You have to specify whether it's clean or explicit, things like that. There is a short checklist, but it's still needs to be done. Many clients would prefer that their VA can help with that task. Next is email marketing. Most of the podcasters, I know, yea, they know what email marketing is about and when they release an episode, and usually for most of us is on a weekly basis, they make sure to also announce that to their audience. We use tools such as MailChimp or what I personally prefer, definitely convert kit. And we want to set up that template for the episode that's ready to go for me personally, that is the pretty much the only area I manage a 100 percent. Meaning that I make sure that I evaluate the subscribers, I review them, I set up the landing pages and I write all the emails, and I personally sent them out. I know some of my friends who are also podcasters will have their VAs right, the drafts, then they will review. So everything is set up right. And schedule to go out. So I definitely know a lot of ETAs who also manage email marketing for their clients. Next is social media posts. We talk about this in a previous video on how VAs manage social media, but we didn't actually become very specific about exactly what they write. Who's doing the writing, Who's doing the intro, whether it's a sentence or two, when you share your asset out, because that's something I highly recommend. I do not recommend people just to share a bare, naked link to their social media channels, platforms, you know, you have to give a reason. As a client, there are responsible for giving that reason. Right. Why doesn't matter to me. So you as the VA, could potentially repurpose part from the blog posts and prepare the social media assets for them. You'll also be adding, of course, keywords and tags as well when you post to places such as Instagram. Three more things left. First is community management, moderation. Community management can happen in various places, generally speaking, across social platform, if somebody replies to a tweet on Twitter or send a comment on the podcast channel, for example, on Instagram. Or somebody who may post a comment on YouTube. Or perhaps your kind has a Facebook group dedicated to the podcasts were a topic specific to that, then somebody needs to moderate that as a podcaster. Yes, I definitely take part in doing so. But even recently I thought to myself it would be really helpful for the VA to help with some about as well. A lot of the comments and questions are going to be frequently asked, right? You can find categories for that, but some of those questions are more specific. I spoke to Dorie Clark about this. Dorie Clark is a best-selling Amazon business writer and author. And she told me that her V8 helps her summarize and aggregate all the questions and comments onto a simple Google Doc. And she then goes back into a comment them all so the VA can actually publish the back in the appropriate channels. I find that to be really straightforward and really smart. So that could be a possibility for VAs to help out as well. Next is specific research assignments. What do I mean by that? You know, as I'm learning and growing as a podcaster is, seems like there's just more and more I need to learn. I realized I didn't know what I didn't know. And now, you know, the aperture opens up and so many more opportunities and just welcome themselves in. So I have assigned my VA with specific research tasks. I say specific because now part is really important. If your client gives you a general question or research assignment, definitely go back and make sure you understand exactly what the purpose is. I saw in YouTube, there was traffic coming to my channel for Cora and read it. And I personally another active on those platforms. So I want it my VA to take a look at the key words or just find any evidence as to why there's any traffic coming from there. And it's not always trivial by the way. So I wanted to learn that. I wanted to learn how to use read it because I really wasn't sure what was going on there and how you could benefit my brand. So it might be a did really incredible research for me. Last but not least, one thing that I work with my VA on is called monthly reports and readouts. There's so many social channels were experimenting and trying with so many new types of content. I don't know what's working and what's not working, not always. So my VA helps me prepare these really clean looking. It's just literally one text document on Twitter, Facebook. When we posted, when do we have the most engagement? What is the one piece of content that's most resonating and most popular. And now my vary from platform to platform. So before that, to be honest, like she designed these really good-looking monthly reports at some point we both agreed that, you know what? It's just the two of us. Why do we have to spend so much time on styling these reports, just summing the bare minimum. So I'm going to share with you a template of what we use. And I find really helpful. 13. Assigning and Tracking Tasks: Hi there. In this video I wanted to talk about accountability and how you can assign tasks to each other. Yes. Again, two-way street you to your client your client to you as a VA. Two apps I think that are top of my list right now. One is notion dots, so the other is Trello. Now since I did use motion as an example for content calendar, I'm going to focus on Trello for this video. Now, Trello is a familiar software for most people and people use it very differently. I remember using Trello for my clients, mid and large sized agencies right here in Boston. And we take it very seriously. You know, at any given moment there may be five, 10 or more people entering into Trello assigning tasks to each other, moving things around so they can get pretty messy. Again, whatever tool that you use, you want to make sure you over-communicate on the steps to accomplish something. Do not ever assume that the other person's going to understand exactly how you want to operate in the software. Now, for a Trello, I'm going to show you my screen in just a second of how I use it exactly with my VA. Now the structure is so simple. There are a lot of setups. People really like that came from agile development or Scrum board, which is To Do, Doing, Done. And some people add parking lots or wishlist and those things like that. But I personally find that with my BA, I really like to separate to-dos for us. So we have a column called Phase 2. Do we have another columns called roses to do? Then we have all the done columns just to keep things simple. So for done well we do is I like to create a done column per month so that it helps us keep track of what we get done in May versus June versus July. Also, we are mature and experienced enough to know that the number of tasks completed, they don't always equate to the level of effort, right? Because every ticket is actually different. Now, also in the video you're about to see, I really wanted to dissect and demystify this whole notification concepts because notification, in my opinion, is probably the most sophisticated feature within Trello and it can be troublesome if you don't know exactly what you're doing. Because once you assigned a ticket to your client and if you're a client, does I get the ticket or the task or understand the urgency or due date? You're both in the red zone, Somebody's going to miss that deadline. If Trello is misuse, that is going to fostered miscommunications and Eris, there's no question about it. So check out this video and I really hope it helps. 14. Review Process Between VA and Podcast Client: Hi. In this video, I want to talk to you about the review process between you as a VA and your client who is a podcaster. Now, chances are that the process should be streamlined as much as possible. Because the last thing either one of you wants to do is to spend time going through multiple clicks just to review something and apply feedback. Originally, I came from a pretty strict business technology consulting background. There are a lot of red tapes. You know, there are a lot of processes you have to adapt when you work on a bigger team. However, the chances of you working with your client, either just the two of you or maybe it's a much smaller team. So you have to adapt a new way of working. Of course, if you happen to support a client who was part of a really large organization that runs a podcast. The processes may be different than you may have to adapt. However, if you have the flexibility and freedom to establish a system that will work better for you and your small team. The more powerful the system is. I will share some of the recommendations I learned over the years of running phase world media. First of all, you can leverage things like Google Drive specifically, you can use Google Docs, google Spreadsheets where Google slides. And there is a special feature called editing versus suggesting. Now, if you put together a document for your clients, review, then you can turn on suggestions. If your client wants to come in and just make minor tweaks and suggestions. That will be really easy to do without changing the original document. Once you establish a solid and more long-term relationship with your clients, there's more flexibility to how you can review and manage documents. For example, you can ask each other to simply comment on the document. So that's a separate feature within Google Drive as well, which many of you guys probably are already familiar with. I'll just share a couple of screenshots so we're on the same page. So another thing I discover, which is instead of passing these documents back and forth between two or more people, I really enjoy sharing a login. For example, if you are going to use buffer, a girl pulse to manage social posts, and there tends to be a lot of them, then what you might want to do is to share the login so your client can go in and look at the schedule and then make changes directly. At the end of the day, your client as a podcaster is responsible and it has the most say in how he or she wants to present a certain piece of information so they can make the changes they are directly. And if they struggled to edit any acids, they can always come to you. Whenever you share responsibilities including review processes. It is so crucial to have a conversation first, demonstrate exactly how you expect each other to do something That's a two-way street by the way. So what I would recommend is use a virtual meetings such as Zoom or Skype or an application of your choice, share screen step-by-step to say, this is what I mean. Where is this what you mean by how we can accomplish this together. Specific examples I want to mention with editing in the same area without transferring too much data and texts back and forth are things such as if you're updating the blog post, we use Squarespace for ourselves as well as for all our clients. This feature isn't specific to Squarespace. There are many plugins you can use for Wix and also for WordPress as well, is when you create a new blog posts, you can actually tag in your blog post as a draft until your client reviews it, signs off, then your client can actually change it to either a public and publish directly or assigned approval as part of that process. Let's talk about YouTube real quick because YouTube is the second largest search engine in the world. And I see a lot of podcasters transition their content, not just for podcasting, but everything video content in general to YouTube. My recommendation would be for us a VA to update the videos as much as possible, including things such as thumbnail title, research and descriptions and keywords, have everything set up that the client can go in and review it for himself or herself. Alternatively, I worked with one of my clients, for example. I want him to also take part in content creation, not just recording, but I specifically asked him to provide details such as title, some of the keywords, maybe just two to three to give us an idea. But then descriptions, I asked him to only enter anywhere between one to three sentences to describe the videos. That not only gives some accountability, but also give us better content directly from the source, from the Creator. 15. Trello Basic Setup for Project Management: Hey guys. So in this video, I want to talk to you about using Trello and some of the simple boards you can set up to start working with your client right away. Now, this is a board where I share with my Klein, who's name is Michael? So to set it up really quickly, I have something right here called Michael success list. So list of things on Michael nice to do and to take care of. Next is face access list, that is me. And we used to have a simple Done column, but since we're on a retainer working relationship, it was really important for me to demonstrate that what we're getting done each month. So as you can see, we quickly broken down by w1 for the month of May versus April versus March on et cetera. We have some parking lots and ideas and wishlist columns over here as well, which can easily be created using Trello when I'm trying to make the tool very sophisticated or try to make it do the things that it's not really designed to do, but simply use it as a way to communicate with one another. Now at the very first column with which I didn't talk about at the beginning is our goals and focus for 2020. I like to have long-term goals. It's not just something for this week because everything for the week, for the month is something that we simply capture via these columns. I forgot to mention within each column you can certainly move these cards around, re-prioritize them so visually that it's easier for you to see right now for the goals and focus for 2020, common links, I like to just include some of our high-level goals, wishes and checklists and Michael had through our discovery call and that is something that we talked about prior in earlier chapters. Those conversations that you have with your client, if they're relevant for different quarters, different years, you want to not only capture that, I actually recommend that you make a very visible that's impossible to avoid on whatever tracking or project management platform that you use, in this case Trello. So I leave them here. For example, body of work, connections, building new connections and want to do more writing, video recording. So everything we do as we play now, new months, a new tasks. We go back to the first column to say, hey, are we on track? Are we so focused on the things that we talked about in case you haven't used Trello a whole lot. I want to adjust, discuss things, the tips and tricks of how to make the most out of using Trello. I don't believe it's about leveraging every single feature and make a really complex and by the way, whatever or however you use it, you should communicate with your client because everybody has a different way of working. And especially if you have used this tool before for other purposes and projects, you want to make sure you stay in sync for this project you're working on. So for me, I like to use due dates because my client Michael is very busy and I want to make sure that, you know, every Monday when we have our check-in. And by the way, that's giving away a very important thing, which is you want to have check-ins and not just communicate with your clients via a Trello board or via WhatsApp or WeChat. If the opportunity allows you to have a face to face IE via Zoom or Skype conversation. I would highly recommended because then you can reorganize and prioritize these tasks. I like to give due dates. And these due dates are something that we discussed together, you know, as client and partner. And it's really important that we find this has to be reasonable, right? So this task is overdue. In fact, a has been done, so it's completed, right. But it's still helps Michael to have a vision to say, are we having everything due on Monday? Would it be too much? Can we spread things out? So these features are really helpful. X2 due dates. And I really loved the features where within Trello you can easily upload screenshots. So to communicate and convey things that are important, you know, having visual references are really important as well. That basically is it for Trello. I love it because the learning curve is not very big. Now, one thing that can get a little bit tricky related to Trello, which is notification. So that's the next video coming up. Make sure you learn how to use notifications correctly because it can get pretty messy and tricky. If you're kind messages, you were assigned a task to you, but you don't get a notification where you don't find out about it. Well, there could be a pretty serious problem. So I hope you find that video helpful as well. 16. Trello Notifications: Hey guys, this is Fe Lu, and welcome to another video on Trello. In this video, what I'm going to show you and walk you through our notifications, how you watch in and how watched generally works in Trello, last but not least, how you tag when you should tag yourself or other people. So let's get started. So you're looking at this board I share with my virtual assistant arose. I love working with her here. What I want to focus on our notifications because some of you realize that often you're not getting enough and notifications or emails from Trello, sometimes you're getting too much what is going on. So let's first talk about notifications. There are different kinds of notifications that exist in Trello. One is when you use the I icon to watch either a card, a list, or the entire board. Let me clarify. A card is a card such as the one I'm dragging right now. A list is what's here in the vertical column. You can create multiple lists. You can rearrange these lists. And thirdly, the board is this whole thing. You could have multiple boards, of course, and this board is called Rose and fame marketing and social media board. You can receive notifications for or watch any of these components. So to change your notifications, where you want to do is click on this bell button, upper right-hand corner. And at the bottom there's car UC change notification, email frequency. This is where you can actually change or modify their frequency you can choose. So never receive any emails. I don't see why you want to do that. Where periodically, meaning send e-mails about 17 hours. So what Trello is going to do is go into aggregate, consolidate all sorts of notifications for you, for this board. And lastly is instantly, anytime you're watching again a card lists over the board, anything happens to the things that you're watching and monitoring, It's going to trigger an e-mail. So to me, that's a little too much. By default, trawlers going to put you in the middle, which is called periodically. That's why some people realize that they're not getting e-mails constantly where something has been sitting there. Either way, there's always going to be a bit of a delay. If you're wondering why you're not getting notifications, I'll be sure to include this helpful website. You can treat the issue that are specific to your situation. Now let's talk about how you can actually watch and assign yourself to monitor. I like to use the word Monitor. You can watch or monitor these things that you care about. So for example, if I choose this card, which is pretty old called YouTube description for a podcast episode. And if I want to watch this card, by the way, you don't even have to be an owner or a worker for the card. You just want to watch this guard. Well, you want to do is click on upper right-hand corner members and then choose yourself. So I'm Fei Wu, I choose myself and as you can see, I just added myself to watch anything that's happening to this card. So what does that mean? Anything and everything. That means when this card is being added or archived being deleted, Are there any comments, attitude or whether it's from me or from roses, you can see I'm gonna get notified. Same thing as due dates. If I assign a due date, it's going to notify me 24 hours before the ticket. Card is due. Alright, so you're getting a lot of notifications at the same time, you can add more than just yourself to the ticket. So if there are 10 people on your team, you can literally add people one after another, but you want to be a little careful, which I'm going to talk at the end of the video. So don't go anywhere. That's had yourself to a card. You can add yourself to a list as well, which is funny because I, I didn't use to do this. To add yourself to a list. Click on the three dots at the top, upper right-hand corner of the list. And here you can choose to watch. So you click once you see the I icon appear, you click once again to remove yourself from watching the list. Now here's how we can watch the entire board. You can already see it. Now he says I'm watching the board. And automatically I'm watching the board, but I can stop watching the board. And you can add yourself back in at anytime. So if I stop watching the board right now, here's how I add myself back in. I click on Show menu, upper right-hand corner. Now you need to click on More icon. And here you see towards the bottom and there's the icon watch. Now I'm watching the entire board for anything and everything that is happening. I wanna say my favorite thing of using Trello is to actually use the automatic where the tagging functionality. So what I mean by tagging is I'm going to create a new card, for example. This is a new task. I just added that I like to keep the description. By the way, this is a I would say a tip, especially if you're using Trello to get things done as opposed to research and other type of deal for yourself. If you're assigning tasks for other people working with other people, I highly recommend that you keep the description descriptive. But you want to make sure that these description that you're adding here a helpful, especially if you're on a new team, you're not used to working with people. Whereas rows and I have been working together for nearly two years now. I feel like we get each other a lot of the time. So we do use abbreviations, but you don't wanna do that with someone who's new to your team. So after I added the card, I want to click on the card out any descriptions I feel like would be too much for the title or any images I want to attach. But here in the common area, this is where I add rows. This is just a test I'm doing for YouTube. Please ignore. Obviously that's not what you're going to use, but by using the tagging functionality, this is where you can notify people at any given time. I'm creating this card right now. I'm recording this video for 13 PM on Thursday. The mom I submit this roses going to get it and she can review it and you can give her many details. So what I also like to do as a best practice for Trello is I want to let people know what I'm doing. So instead of saying, Hey, Rose, just tagging rows and my take a look, what do you want her to look at? Is this a new task assigned to her? Do you want her to take a look through the details and make sure she understands it and she doesn't have any further questions, let her know that. So these are the things I would I would recommend you consider and in terms of other best practices and how to manage teams. I spent over a decade working in advertising consulting. I managed teams as small as three to four people, as large as 15 to 20 people. So you are going to use Trello very differently. My advice would be to start slow. And before you use any tool, Trello or otherwise, you really want to walk people through with everyone on your team so that they're aligned. They know number 1, what you chose and why you chose this particular tool, and how you're going to use it as a team because of everyone comes on a project and just assume that they're going to use it to however they want to use it. You're going to waste a lot of time and things like I just mentioned, notifications, frequency of emails, how to watch a card versus a list were a board. You want to explain these things to people much sooner, much earlier. Hope you find this helpful if there's anything I can elaborate on and help you out as a result of it, please let me know. Leave me a comment. I love talking about project management. Share the software that inspires you. And I will see you in the next video. 17. Podcast Scheduling Tips: Hey guys. So in this video, I want to talk to you about scheduling podcast guests for your client. There are plenty of advice and checklists on the internet, so I'm going to kind of talk you through some of the elements. And if you find other resources helpful in addition to this, bio means, there is a tremendous opportunity right now for a podcasting as well as for us to learn from one another, please keep in mind, some of these podcasters actually prefer to schedule these interviews on their own. They wanted to establish the connections, they want to confirm the appointment. And then it comes a point where they, themselves as podcasters, will send the schedule link requesting necessary or required information before they confirmed the invite on both people's calendars. Now they're also podcasters who prefer to work with our VA about this because VA can do so much in addition to helping schedule the interview. A VA can also help run shorter and pre-interview. For the podcaster. They can gather assets such as a headshot, a short bio, really help the podcast guests to get oriented and really get clear on the expectation. So without further ado, what I'm going to do is to share some of the best practices I have learned as part of running phase world podcast for nearly six years now, I will show you the web pages I have readily available on my website including guest, which is podcast guest, FAQs, Frequently Asked Questions on our shows, things that they should know, assets we want from them at the expectation of how we want them to kinda help us promote the show as well. In addition to just our own channel at Phase Rule to promote the show, those things become really important during release cycle. Last but not least, I want to talk about acuity as a scheduling tool and some of the tips and tricks that you can apply within the application to make not only your life but your kinds life, much, much easier. So once again, this is phased roll.com. We have a page called guest FAQ. You can also find the same link right here under podcast, we have start here for our listeners. Then we have a lot of guest information including guests, FAQs, Frequently Asked Questions for our podcast. Lastly, I do receive quite a bit of invitation to join other people, shows a really good thing, a really good practice for your client. So definitely let's take a look through these pages and I'll explain why. First is the podcast guest FAQs. We stood up this page years and years ago, and it's proven to be one of the most frequently visited pages, actually, not only by our guests, but also other podcasters looking for tips and tricks. I always, always send this information to our guests so they can take a look, review, ask questions on their own terms. I would say that very quickly as a heads up, it makes a lot of sense to intergrate some of these learnings and information as part of the scheduling link. We'll talk about that as part of Acuity scheduling. First is scheduling the interview. I actually took down the scheduling right here, basically make it not public. I've been in the past few years getting a lot of requests. People I have not fully vet it yet or scheduling time with me for the podcast. So to avoid any embarrassment, I took it out. They can either contact me or they arrive on this page or get the schedule link because I heard it from me or my VA and I'll tell them about the actual recording itself, you know, set their expectation that I want to book an hour, but the actual recording could be 45 minutes. You wanna do that and advise your podcasts reclined to do that because. You might still run into technical issues. You want to do a quick sound check at the beginning of the recording. So I won't go through every single detail. This is to kinda get you familiar with the information, the resources we have on phase roll.com. I am more than welcome and more than welcome for you to copy, take away, repurpose any of the content I'm about to share. Second is about preparing for the recording content and technology wise. So I let them know right off the bat. Now we'll zoom which everybody in the world knows what it is. And these days, I'll let them know that as soon as they schedule the interview, they will have the Zoom link as part of their calendar and invite. I'll give them instructions on how they can test their internet connection because that is very, very crucial. I will mention things, for example, be in a quiet and less distracting environment. We require our guests to use an external microphone. That means that's not something just a built in or they're holding their phone against their mouths or not, the built-in Mike from their computers because those are really low quality. On top of that, we highly recommend that they wear a, either a headphone, wear a headset to remove any echoes during the recording. Worst-case scenario if they do not have any of that and they could use those smartphone headset that comes wear earbuds that comes with their smart phones. I always ask for permission, especially for women. They're thinking about how they're going to dress if they need to style their hair, if they need to put on makeup. I let them know ahead of time whether we will be using videos number 1, I prefer to keep videos turned on unless the guests Internet connection is so limited, and therefore we have to keep the video off. Otherwise, I prefer video on so we can have eye contacts. We can really engage with each other. And I asked for their permission to use a video if they're comfortable and they're like to let them know ahead of time, right? You want them to dress the part so that they're comfortable with the output. That way, if your client has a YouTube channel, you know, that's great. The content repurposing happens right away. I let them know that there's some commonly asked questions. How ever we tend to steer away from a set of questions. I like to just kinda Freestyle The thing. I know that some podcasters tend to ask the same list of questions, but for me, I like to freestyle last but not least, assets that you're kinda would need from the guests. That's super helpful for you to collect, honestly, as soon as possible. A few things I listed here, a preferred headshot. What I'll also include is a headshot that's not cropped or cut too close to their face so that it's easier for you to use and repurpose or social media channels. I would also say good quality. Some people don't know exactly what it means. I means it shouldn't be too small, too pixelated, and generally speaking, you know, web optimized that, that means it's 72 DPI or up. We want a short bio. So then, you know, have that ready so that you're kind are ready for the interview because he or she will have the bio in front of them. And eBucks links and resources mentioned on the show. They typically have that. In fact, as of 201819, the media kids for both the podcasts are and the guests are becoming very popular. So they typically send you a one-page or two-page media kit that includes all this information we're asking for. Lastly, pockets goes live. Let's promote the story together. I find that more renowned guests who agreed to be on the show are more reluctant to share the episode on their popular social media platforms with tens of thousands or sometimes millions of followers. They may be hesitant and that's okay. But in general, I always like to ask, especially you feel like people who wouldn't be hesitant to share the continent is a really good reminder to let them know that, Hey, you know, your episode Be ready usually within the schedule. It's a labor of love. Let them know and you will send them the link and maybe some social media assets. Per our lessons and discussions with your client, you'll gather all these assets and email it to them so that it's easier for the guests to share across her or his social channels. Last things, this is really a reminder, even though not everybody is going to follow this strictly, is make sure you share the episode. Make sure the guest knows that it's okay to share this episode with family and friends. And it's not just a professional network because I discovered the friends and family are also interested in exploring podcasts, especially if it's brand new and without a lot of followers just yet and share more than once. This is again re-purposing, queuing content so more people can discover that interact with listeners I love whenever I share an episode, either with a guest or I share a collaboration video on YouTube, then my collaborator, my guests, are proactively responding to questions on social media. I absolutely love it. My listeners love it too, because they see it as that two-way communication. They couldn't be sitting in the room with your kind to be recording the video. So that engagement is really precious. And transcript I don't know whether your client is into transcripts. It's a huge thing is a really big deal. Then we're transcripts you can get for your podcast that better. I do understand that there is a concern for the quality on one hand or the price to for humanly verify transcripts, they get to be pretty expensive after awhile. So these things are worth considering and worth calling out because some of the guests will prefer to get transcripts for themselves and they might even be able to share with you. So I hope you find this helpful. Let's move on to the next thing. 18. Acuity Scheduling: Hi guys. So in this video, I want to share with you some of the things you can do through a scheduling tool. Now, this one you're looking at is called Acuity scheduling, which I have been using for the past three to four years, totally changed my life. I trust that your claim mostly already has a scheduling tool that may be Calendly, that may be acuity. I mean, there are a bunch of them floating in the market. They're all fairly standard. Interfaces actually look somewhat similar as well. Similar in features. It just maybe just a design, certain design elements may vary. But I want to point out some of the things that you can do and point out to the podcast guests. So you can certainly have different appointment types. And for me I have a consulting clients, random meetings, and I also have something called the podcast scheduling right here. So let me take you behind the scenes, clicking on Edit. Instead of just creating a duration and color-coded. There is also a feature within scheduling that allows you to drop some text message where you can include your phone number. You can include the guide again that we just talked about. Remind people what's really important and what they should do if they don't have much experience. We're perhaps this is their first interview, things like that. And now look to the right-hand side, there's a section called forms. Whatever forms that you create within the acuity, you can actually also link and reference it here. So basically you can use the forums across all the appointments within acuity. This is kind of its own feature. So for example, what I can do is to create an intake form for a podcast guests. And you can view all the forms here if you would like to. So I will show you what it looks like. I took this feature away because for a while I was using Skype for recording purposes. And I always want to make sure that I request their Skype username before I schedule the interview. But since we started using Zoom, that no longer requires a usernames being passed back and forth, which is awesome. I sort of just drop it off. However, check it out. You can add questions of any kind in textbox drop-down lists, but also things such as file upload. I remember we talked about in the previous video that you may want the podcast guests who submitted an ideal high-quality headshot. And this is where you can add as a question so that person can send all the assets you need prior to recording. And that includes things such as, you know, you can use a textbox for them to submit their bio as well. You can make the survey essentially it's a survey as simple or as complex as it needs to be. Obviously simple is better than more complex. Another thing to keep in mind is we don't use any disclaimer information for our show. But I've noticed podcasters who would use certain forms to make sure that the guest who would sign before the recording. So you can include all that information right in here. Hope you find this helpful and let's keep moving on.