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How to build an effective podcast workflow

The Ultimate Guide to Building an Effective Podcast Distribution Workflow

We strive to make The Podcast Digest your go-to source for all things podcasting! So today, we’re diving into a crucial aspect of podcasting that will be a massive help on your show’s journey to success: an effective podcast distribution workflow. Whether you’re a seasoned podcaster or just starting out, mastering your distribution strategy is key to seamlessly putting out your highly valuable content and ensuring your content reaches the right ears. 

But just what is a podcast distribution workflow?

podcast distribution workflow

“Podcast distribution” simply refers to the process you use to publish your podcast episode onto the range of directories or podcast-orientated platforms so that you can reach as wide an audience as possible.

Your podcast process doesn’t end with that final save after your episode edit. Your podcast is only really a podcast once it hits the airwaves. And in order to do that efficiently and effectively, we find it super helpful to have an effective podcast distribution workflow in place.

Copy ours and you’ll be well on your way to maximizing your podcast time! 

We Edit Podcasts’ Effective Podcast Distribution Workflow

1. Planning Your Episodes

Before we even get to distribution, it’s essential to have a well-organized plan for your episodes. This includes:

  • Episode Scheduling: Decide on your release frequency and stick to it. As we always say at We Edit Podcasts, consistency is key! And consistency is critical for retaining listeners.
  • Content Calendar: Maintain a content calendar to keep track of your episodes, recording dates, and publishing schedules.

Pro Tip: Use tools like Trello to manage your content calendar efficiently.

Related read: The Podcasting Tools and Apps Every Podcaster Needs Right Now

2. Recording and Editing

High-quality audio is non-negotiable when it comes to your podcast. So, invest in good recording equipment and software. 

Hot take! Your equipment does not have to be the best in the biz! But it does need to help you capture great-sounding audio!

After recording, edit your episodes to remove any unnecessary parts and enhance the audio quality.

Tools of the Trade:

  • Recording: Audacity, GarageBand, Streamyard, etc.
  • Editing: Audacity, Descript, Adobe Audition. (Hint! To really maximize your podcasting time, outsource your editing! Check out our services here and packages here!

3. Tagging and Metadata

Properly tagging your podcast episodes with relevant metadata ensures they are easily searchable and accessible. Include:

  • Episode Title: Make it catchy, descriptive, and SEO-focused to help with discoverability. 
  • Show Notes: Provide a brief summary of your episode and include any relevant links or call-to-actions.
  • Tags/Keywords: Use keywords relevant to your content to further improve discoverability.

Now, we come to the actual distribution portion of our effective podcast distribution workflow.

4. Select the Right Podcast Hosting Platform for YOU!

A reliable podcast hosting platform is crucial for distributing your episodes. Your host will store your audio files and generate an RSS feed, which is essential for syndicating your podcast.

There are many options available. The key is finding the hosting platform that’s right for you and the needs of your podcast!

KEY TIP! The podcast hosting platform you pick should be one that distributes your episodes to all the major podcast directories!

Related read: The Ultimate Guide of Top Podcast Hosting Platforms

5. Centralize Your Assets

Staying organized from the start is essential to simplify the process of creating and scaling your podcast. And that is why it’s a key element of our podcast distribution workflow.

You want to always stay organized by keeping all your podcast assets in one place. This is key when it comes to streamlining your podcast distribution.

An organized asset hub ensures that if you need assets from previous episodes, you can quickly refer back to them. Remember, assets include everything related to the episode – the script, show questions, raw files, edited audio, bonus clips, artwork, social media assets, promotional materials, and more.

And if you have a team, having a central hub that your entire team can access makes distribution straightforward. The review process becomes seamless, allowing your team to collaborate efficiently.

There are a number of great content management systems out there! But an organized Dropbox or Google Drive will do the job!

6. Promote Your Episodes

Promotion is vital to growing your podcast. And so a key part of any effective podcast distribution workflow is creating promotional material for each and every episode. Because podcast promotion is not a one-and-done type of thing. 

To keep growing your audience and keep expanding your reach, you should really have a promotional strategy for each episode you put out.

Promotion Strategies:

  • Create assets: Think audiograms, videograms, quote cards, behind-the-scenes content. Whatever resonates best with your audience, put your energy into creating that.
  • Social media: Share your snippets, quotes, and links on platforms whatever social media platforms you and your listeners engage with most.
  • Email Newsletters: Build an email list and notify subscribers of new episodes.

Bonus tip! Speed up and streamline your promotional strategies by using the top tools in the trade!

  • Headliner: Headliner is a great platform for creating your audiograms and videograms for social sharing and podcast promotion!
  • Convert Kit: We use Convert Kit to send out our weekly newsletter, The Podcast Playbook. It’s user-friendly and is a great asset for email marketing. (Haven’t signed up to The Podcast Playbook yet? You’re missing out! Sign up here!)
  • Buffer: We love Buffer! We use it to schedule all our social media posts. It really helps to streamline this process and we love being able to plan out all our posts and captions in advance.

8. Analyze Your Performance

The final step in our podcast distribution workflow is to analyze your podcast’s performance to understand what’s working and what needs improvement. This can be done periodically. Remember, metrics are not everything! But they can help you to keep improving your show so that it’s truly serving its intended audience. 

Key Metrics to Track:

  • Downloads: Assess your downloads. Do certain episodes consistently get more downloads than others? 
  • Listener Demographics: This type of information can really help you understand your audience. This is key! Not only in helping you create the valuable content they’re looking for, but it is also vital when you start looking at monetization options. 
  • Engagement: Track likes, shares, and comments on social media. Again, use the tools the different social media platforms offer to analyze which posts garner the most engagement. Then lean into those. And make sure you’re replying and engaging with comments or questions you receive on your posts!

Your Effective Podcast Distribution Workflow is a Go!

Building an effective podcast distribution workflow takes time and effort, but the rewards are well worth it. Following a distribution workflow will end up saving you plenty of time in the long-run. It will also just ease the stress and the unnecessary mental power of keeping processes in your head!

Running your podcast by using workflows is a great way to set you and your show up for success. By following these steps, you’ll ensure your podcast reaches its full potential and captivates audiences far and wide.

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