Podcasting is Project Management

Rich Podcasting

Hey, take off that suit jacket. We keep it informal around here!

A big reason my co-host and I have succeeded is because we’ve been consistent. Sans pre-planned time off, we release a new episode every week. And key to that are the tools and systems we have in place. Here’s one part of what we do.


Trello is a drag and drop project management tool. Your podcast is a series of projects. Each episode represents something that gets a letter grade whether you like it or not. Below is an example of how we use Trello. As ideas and guests become reality, we move them through the workflow.

Within those rectangular boxes called cards, you can add details to make your life easier. One of my favorite features is the reusable checklist. As long as the right boxes are checked, we can move to the next phase of production. Here’s an example of how we use a checklist within a card.

The production workflow above isn’t the full checklist but should give you an idea of how detailed we are. To make things simple, you should document all the steps (regardless of how mundane) you take to produce a podcast episode. Once you have it documented, you can see what you should outsource or hand off to another team member so you can focus on what you do best. For me, that’s strategy. If not handing off, it’s a glimpse of where you can save steps. Are there things you could do or software you could use to remove a few?

Beyond Trello, I’ve heard of or interacted with folks using Asana, Teamwork or a similar platform. There are a lot of options out there so do what works best for you.

In a future post, I’ll talk about real-time communication tools that can be especially helpful if you have a co-host. But for now, it’s time to build those workflows and get the right processes in place. Leave a comment if you have any questions.