PodcastOps - How To Manage a Podcast

Manageable content calendar

Consistency is key.

Are you tired of hearing the same advice over and over again? We are.

We're also tired of people explaining this process through fancy and buzzy words. Let's put some numbers to the process so that you can realistically estimate the commitment it takes to create a podcast.

So, let's start with the basics. What is consistency? Consistency means showing up on a schedule that you created for yourself and for your audience. While this sounds straightforward, this is the part that either makes or breaks your podcast.

There are several ways to organize your calendar depending on your experience. Here is a simple break down for a 40min epsiode:

  • Recording ~ 1 hour including preparations and preliminary discussions with the guest or agenda preparation for solo episode.
  • Editing ~ 2 - 3 hours if you are using Descript or iMovie tools
  • Publishing ~ 30-40mins for adding show notes and transcription
  • Promotion ~ 3 - 4 hours producing blog posts, Linkedin/Facebook/Twitter posts and other promotional material


One podcast episode, duration 40 minutes, requires:

  • 8 hours for production
  • Basic Tool set (Descript, Transistor, etc) <$50/ month

If you choose to invest in better equipment and software, it will decrease the time you spend on production but will heavily increase your spend.

Episode planning

A good episode always has some kind of agenda, weather you're doing solo or discussion-based podcast.

Here are some questions you'll need to answer:

  • My episodes are solo, with co-host or with guests?

This is crucial for the timing and planning for your podcast. Arguably solo episode are much easier to produce, in which case, you'll need to have a very entertaining personality. In case of co-host and guests, you'll need to double your planning and coordination efforts.

  • Do I have a specific theme I want to follow?

The answer to this question also determines the planning efforts you'll need to make. If you have a specific theme, you can pre-plan episodes and if you're doing free flow conversations with yourself or other people, then it's mostly just ready, set, go.

  • What is the length of my episodes?

It's important to know how long you can keep your audience around, if the median episode length in your specific niche is 20mins, it's not reasonable to have 1 hour long episodes.

  • What other mediums are covering the same topic as me (newsletter, blog, communities, streamers, youtube channels, etc)?

This small research will help you understand weather there's room for collaborations and cross promotions. Some ideas for collaborations include co-hosting event or an episode, co-write a blog, sponsor their platform, etc.

  • How big is the audience in my niche?

Calculate the market you are going to serve. How big is it? How big is your competitors market? This will give you a rough estimation of your potential audience and realistic expectations for your growth.

Now that you have some idea of the time it will take to produce an eppisode, you can book time on your calendar in advnace, ensuring you are staying consistent.

RecoonFM is doing weekly office hours for podcast creators on different themes that will make their content creation process easier. Entry fee is $5 or free if you are member of our community.

Post recording production

So you recorded you episode, congratulations! Now you need to do the rest 😂

After recording, you'll have a raw audio file which is your future episode, but before putting it our there you'll need to do a few things:

  • Edit the episode

This step is pretty straightforward and it highly depends on your podcast style. Are you going for the more "raw and real" feel? If so, feel free to skip this step (which is arguably the most annoying part of the entire process).

If you're going to a more polished and professional feel, then you'll need to find an editing tool that will cater to your needs. If you haven't decided on your tool stack, you can find almost all podcasting tools in our directory and get to work. Personally, we used iMovie as a free version and Descript as more "high-end" version - both got the job done.

  • Transcribe the episode

The "second most annoying process" award goes to....drumroll.... transcription and show notes. While there are several tools that can make your life easier during this process, if you have even the slightest accent, you'll need to go over the text after the auto transcription is complete. You may think that a few errors here or there are fine...but they are the thing that will hinder your growth the most. Podcasts are discovered through text, and if your text (show notes, etc) aren't approprietly places, the chances of you getting discovered by the people that want to discover you is low. Always make sure that your transcription and show notes are in place before publishing.

  • Publish the episode

Weather you use a hosting platform or simply use an RSS feed, it's time to upload your masterpiece and show it to the world. Reminder - things to include:

  • catchy title
  • short summary with keywords so people can discover you
  • show notes with links to the items you mentioned in the episode
  • transcription


If you know your audience (which we really recommend you research if you want to grow this into something more than just a hobby), chances are you already know where they are spending most of their time.

Each audience has it's signature medium:

  • gaming - Twitch, Youtube, Reddit,
  • developers - reddit, Stackoverflow, Hackernews.

You don't have to be everywhere, but you need to pick the appropriate communication channels.

Moreover, your podcast needs to establish it's primary communications and secondary communication channels.

The primary channel is the ones you'll be using to actively communicate with your existing audience. Depending on the audience it can have different views:

  • Podcast + newsletter + blog,
  • Podcast + youtube channel + blog,
  • Podcast + linkedin newsletter + linkedin company profile.

The discovery of this channels is vital for your growth and retention rate.

The secondary channels are platforms that you use to attract new audience and establish loose presence. Secondary channel can be anything: Instagram, tik tok, reddit, twitter, niche community etc.

Promotion is a full time job in itself! You can establish a pipeline for your promotion by using the podcast transcription and repurposing it into:

  • a short blog post,
  • Twitter thread,
  • Linkedin post,
  • Reddit post,
  • newsletter text.

From our experience for 1 episode (up to 40min), the repurposing content process and rewriting the transcription to micro-content takes roughly ~ 4 hours. If you decide to outsource the editing, transcription and micro-content creation, it begins at ~*$200/month.*


What does a podcast management process look like?

Here's the TL;DR:

  • Beginners are spending ~8 hours one episode production
  • Book your calendar for yourself in advance to ensure your consistency
  • Don't forget to add transcription and show notes to increase your discovery
  • Establish primary and secondary communication channels with your audience
  • Use your episode transcription to create micro-content for promotion

Hope this helps to make your podcasting process easier!

✌️ - Recoon out