Podcircle Podcast

Podcircle EP025 Assembling a Podcast Team - Podcast Producer
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[00:00:00] Mickenzie Vought: Can you imagine if your podcast ran like a well-oiled machine?

ugh. just sit there and like, oh, I know everything's gonna happen.

I know it's gonna go out on time. I know everybody's gonna do their job and they're gonna follow it

through.

[00:00:12] Kyle Cummings: And it's not a, weekly crisis. It's not like a, oh, I have to do gosh, I, gotta get around to doing my podcast this week. No, I get to do my podcast because I know what I'm talking about this

week. and I know all the

stuff's gonna get done on the back end, all the post-production, and I know that it's gonna

go out on time

[00:00:28] Mickenzie Vought: And you don't have to babysit it.

Welcome to the PodCircle podcast, where we bring practical tips and insights for every podcaster.

[00:00:34] Kyle Cummings: whether you're just getting started or you're already a seasoned podcast pro, these conversations dive into all the topics that matter most to you. So today we're finishing out our series on outsourcing your weaknesses. By building out your podcast team, and we started this series by introducing the importance of outsourcing your weaknesses, which just simply means delegating, hiring, or abandoning the things that you aren't good at or the things that just simply aren't worth your time, so that you can spend your time and energy on the things that only you can do best.

So today we're talking about outsourcing your weaknesses by adding a podcast producer. To your team.

So in the second Mackenzie is gonna tell us what a podcast, kind of read a bit of a job description of what a podcast producer is. But first I want to kind of talk a little, a little bit about clarifying some of the confusion over,

uh, what a podcast producer does.

So. for instance, a podcast producer is oftentimes confused with a podcast editor, and while the podcast producer sometimes edits the podcast, that's not always the case.

I wanted get that out there first and foremost. 'cause I think that's, can be a kind of confusing distinction, that people use podcast producer, podcast editor interchangeably

When they're not all, they're not always doing the same thing.

So Mickenzie what is a podcast producer? What does a podcast producer? Do, what are they responsible for?

[00:01:53] Mickenzie Vought: Well, a podcast producer makes your life easier.

So a

podcast producer is gonna facilitate regular planning sessions to brainstorm upcoming episode topics, potential guests and ad campaigns. We actually suggest and do with some of our clients, quarterly sessions, and so we all get on a Zoom call. We all talk through it.

We're really strategic in let's plan out the next quarter, and that right there just in itself. I think takes away so much of the pressure and the angst around putting out a show that's consistent.

And often we do this for people who have weekly shows, so we're like, let's talk about everything we're gonna talk about for the next quarter.

[00:02:31] Kyle Cummings: it just makes the show better. it

makes it more fun. It's

laid out. Yes. You can go in and like, oh, I wanna slot in this topic here. You can always change it, tweak

it, or whatever, but it, just, it takes a mountain and it reduces it to a molehill, if

that makes sense.

I, I I don't know if I'm mixing metaphors there, but

that's what it

feels like to me.

[00:02:50] Mickenzie Vought: and I think really honestly what it does is it creates more flexibility for you. We did an episode all about creativity and you can be more creative when you have a

plan and when you

say like, Hey, this is, this is what we think will happen, and if the creative geniuses don't come down on me in a timely matter, I've got something that I can sit down and record.

So.

The second a podcast producer is gonna research topics that will be discussed on upcoming episodes and deliver this as a one-sheet to host prior to recording day. Literally just created one yesterday for one of our clients. Um, and just get strategic if it's a interview or if they're doing a solo episode or, um, sometimes we do like testimonials with, uh, clients of our clients and

so.

A producer can build that out for you. They're gonna kind of help you sit down and have all the information you need in one place rather than having all the things in your head. They'll just boil it down for you to

the most

[00:03:42] Kyle Cummings: It's a road

[00:03:43] Mickenzie Vought: third, they're gonna document upcoming episodes on a shared content calendar, we often use Google Sheets.

It's just really great 'cause everyone has access to it. and then this will include like a working episode title as well. Um, recording dates and release dates and just keep everybody on schedule. So what maybe you're gathering right now is there is like part. Project manager in this, like

the producers just kind of keeping everybody in all the pieces moving and going forward so that you can get a show

out.

And then they're gonna schedule recording dates with hosts and guests, arrange audio and video personnel if you need that schedule studio time if necessary, if you're a podcast that's in the studio.

Um, and

just really keep all the aspects of production on schedule as well.

they're gonna be a point of contact for your guest, and they're gonna provide important information like recording invite links if you're doing Riverside or other remote platforms.

They're gonna provide best practices prior to interviewing for an in-person interview. They might even send, uh, recording dates, their own contact information, the time, the date, where they need to be. They'll just keep everybody on track.

And lastly, Lastly after everything is all done and they've, you've done the recording, they're gonna be the person who is communicating with that editor, Um, especially the way that we do it at Podcircle is that we're gonna send all those files to the experts, the people that have the 10,000 hours around editing, and they'll create that content into audio and video, podcasts, social clips, And last episode we talked about outsourcing your marketing and content needs, which is also something that the PodCircle team can do for you. And And write episode, show notes, blogs, create an email, newsletter, anything like that that needs to happen from a copy or marketing standpoint as well.

[00:05:23] Kyle Cummings: That's a big job description. Is that, is

that ever a

job that,

uh, that

you thought you would have when you graduated from college?

[00:05:29] Mickenzie Vought: No

podcast producer was, uh, never a title I imagined that I'd have. But honestly, um, when I was dreaming of what I wanted to be when I grew up, podcasts weren't a thing.

They honestly weren't, I think the first podcast launched in 2003, which I would've been 12. but they really have gained popularity kind of starting in 2014.

And so it's just proof of what I tell young people all the time. Young people, like, I'm not young guys. I just turned 33,

so.

I am not feeling very young.

Um, but I often tell people what you're meant to do with your life may not be invented or have a need yet. And so I just really encourage people to be willing to learn and grow.

And this is an area where I have learned and grow and got curious and Googled and put my $10,000 in and really gotten strategic around that. So here I am, a podcast producer for more than one podcast.

[00:06:21] Kyle Cummings: That is true. just like Mackenzie's story, when you're starting out. You are probably most likely the producer of your own podcast. You're overseeing all the aspects of your show. You're coming up with ideas, you're booking your own guests, you're directing your own content and strategy. You might even be editing your own podcast, which I don't suggest that you do for long. Uh, you're just doing, you're doing it all. You're wearing all the hats. And remember what we say all the time that only 20% of podcasters make it to year two. Of their podcasts,

Especially when they're trying to do all, all themselves. So in this episode, we're gonna talk about three things that you can gain from outsourcing your weaknesses and hiring an experienced podcast producer. Very first thing, is just peace of mind. There are so many details that I mean have to happen in order to produce a single podcast

episode,

let alone to maintain a consistent weekly or biweekly or even monthly show

for a year at a time. There's just a lot that goes into it. And most podcasters who are starting out, this is probably kinda like a side thing. They're not, they're not gaining a full-time income from this,

or maybe they're

just using this as a wing of their marketing in their business.

So if you're a business owner, you're an entrepreneur, you wanna start a podcast, you're already juggling all the things in your

business. This doesn't need to be one of them. Uh, so a podcast producer can bring you the peace of mind that. Someone has your back, that you have a partner You don't have to do it all yourself again. I'm just, I mean, I'm thinking as a business owner myself, I'm just like,

I couldn't do this podcast without McKinsey. It's just, it wouldn't happen. this podcast goes out on a weekly basis. Because there's a team of people that the why, understand the how, put all the pieces together so that we can package this thing up for you and get it out to you on a weekly basis.

[00:08:07] Mickenzie Vought: a

team effort for sure.

[00:08:08] Kyle Cummings: team effort no doubt

about it.

[00:08:10] Mickenzie Vought: Yeah, and I think the second thing that you can gain from hiring an experienced podcast producer is just strategy. I think this is one of my all-time favorite things to do as a podcast producer. So much so that I've started doing it for other podcasts outside my own. I just love the idea of how do we take something that's really good and make it even

better.

Uh, a couple of years ago I went through an exercise where I found like my core competency and the word that I kept coming back to you, like, take all these words that you're good at, and then you just keep boiling it down, boiling it down, boiling it down, boiling it down. And what is that core competency that has both a shadow side and a light side?

and mine

was optimization. I love to help people and things and processes be optimized. I'm always looking for that. Now, there is a shadow side to that, but we won't talk about it. A podcast producer can wear those two hats, right? They can have this 10,000 foot view and the five foot

view.

I love getting above the day to day.

It's an important part of producing. I. Getting to the high-level strategy, looking at like, how do we reach more people? How do we get our message out? How do we have consistent themes and a cohesive narrative throughout our entire episode, whether we're doing a series or whether we're just doing it on a monthly basis, like how do we just really get above it and think outside of the day to day because there is so much day to day to focus

on.

Um, but looking holistically at the story, we're telling the overall themes and messages. I like bringing order to the chaos of a brainstorm and really thinking about our listeners and everything we do. So love that, love that. And then the other part of that is just like getting down to it and having consistency and processes.

So that's number three. When you outsource and bring in, an expert podcast producer, you are going to have more consistency. You're gonna create processes,

and you're

and you're gonna have that peace of mind that we talked

about.

Can you imagine if your podcast ran like a well-oiled machine?

[00:10:11] Kyle Cummings: That's like my love language right

there.

[00:10:13] Mickenzie Vought: ugh. It just be like, just sit there and like, oh, I know everything's gonna happen.

I know it's gonna go out on time. I know everybody's gonna do their job and they're gonna follow it

through.

[00:10:21] Kyle Cummings: And it's not a, weekly crisis. It's not like a, oh, I have to do gosh, I, gotta get around to doing my podcast this week. No, No, no,

no.

It's like,

oh, I get, I'm excited. I get to do my podcast because I know what I'm talking about this

week. We have handles to this thing

and I know all the

stuff's gonna get done on the back end, all the post-production, and I know that it's gonna

go out on time

[00:10:42] Mickenzie Vought: And you don't have to babysit it.

You don't have the mental load of it. Like, I think that's a, that's a buzzword for me right now as a mother and as. Uh, a partner and just a working professional. The mental load, if I could take something off of my mental load, I would pay a lot of money to

do that. So.

Part Project manager, part Ninja, a producer's producer's job is to ensure that the show gets out consistently.

They're

responsible for the quality of the show, and they manage the process and the people that it takes to get the show out. So as a podcast producer, I oversee all the tasks and I've created a sustainable process for the shows that I produce.

Over time, I've learned things that work and that don't, but from ideation to interview prep. The production and the actual interview to a first listen and edit sent to my incredible editor, Kyle, social Asset Creation, and more. It's my job to make it look seamless and then do it again for the next episode.

And like I said, they're managing the process and the people. So depending on the size and scope of your podcast, that might just mean they're managing their own tasks and keeping you on track.

Or maybe you have built out this podcast team of contractors and full-time employees and people that are all invested in making your podcast work. They're gonna manage that as well. So that's gonna continue to take things off of your plate. So

I think you should have a podcast producer.

[00:12:02] Kyle Cummings: I, as we ran out this episode, this isn't on our notes here, but

we've talked about three main areas that you can outsource your

weaknesses in this, in this process. Hiring out your editing,

um, hiring out your marketing for your podcast.

and this one, hiring a podcast producer. I think it would be interesting if we, you know, for, for the listener who's like, you know what?

I know that. There's gonna be money involved. Of

course, in hiring out these these weaknesses, you know,

delegating these tasks and things, I would love to just prioritize those three things, and break them down. and here would be just kind of my priority list.

Like

what's gonna take the most amount of time time away from you, right, right away.

Like, what's What's gonna remove the friction to where you get those episodes out on a weekly basis. the first thing I'll do is hire out your editing.

That's the very

first thing that I would do, is hire a quality experienced editor who knows you, knows your show, and is very, very good.

the next thing I would probably hire out would be the marketing piece.

because I think that from a, from a financial standpoint, you're gonna get the most ROI on that

you're gonna, it's

just gonna get the most eyes and ears on your show. Uh, and the third thing would be when you can. To hire that podcast producer content manager, that partner,

um, that true partner in your show.

from a financial investment standpoint, that's probably gonna be the biggest of all. It's definitely gonna be the biggest of all three,

uh, to hire someone really good. Um, so I would kind of do it in that way. Hire an editor first. hire out your marketing and then find that podcast partner, that podcast producer, uh,

to join

your team.

[00:13:33] Mickenzie Vought: I agree 100%. That's the order I would do it in. and I think that's why we strategically designed it the way we did. As you continue how to have more margin as you find more, space and resources, I think that's the best way to go about it.

[00:13:46] Kyle Cummings: so rounding this episode out. If you're tired of doing it all, like we've talked about, we've got you covered here at PodCircle. We do all of these things for clients. I.

Day in, Day out at PodCircle, we want you to do less of what is not in your expertise so that you can get back to doing what you do best.

Enjoy your show, get your time back. so I would invite you to schedule a free consultation with me. You can email me directly at Kyle.Kyle. At Podcircle.com we offer a whole suite of services, including show notes, writings, like, you know, pulling social media clips, the audio video editing. All the things, the editing, the marketing, the producing that we've talked about today. We have, tailored services for all of those things. We can provide custom quotes based on your needs, based on your budget. We do it every day, so reach out Kyle at PodCircle.com. We also have links in the show notes we have, we've got links. If you just wanna go ahead and set up a Calendly call with me, my, my, uh, call scheduling link is, is listed right there. anything else Mackenzie?

[00:14:48] Mickenzie Vought: I would just say as a reminder, if you wanna see our beautiful faces while you listen, you can head over to YouTube and subscribe to our channel and watch all our episodes. And while you're there, give us a like, leave a comment, tell us what you wanna hear more of, and. If you're just saying, I need to figure out how to make my podcast work for me, I would love to have a strategy session with you so you can email me at Mackenzie, m.

ZI

ZI e@potcircle.com or if that's too hard, email Kyle, KYLE and it'll get to

Um, but

[00:15:17] Kyle Cummings: Or email Hello at podcircle.com.

[00:15:20] Mickenzie Vought: hello? Oh my

gosh.

[00:15:23] Kyle Cummings: You probably, you probably didn't even know email access to McKinsey.

[00:15:26] Mickenzie Vought: I didn't even know. I bet it goes to you. Um, but if you need someone to help you get clear, and get above your show and offer some expert outside opinion, I would love to chat with you.

[00:15:36] Kyle Cummings: it's what she does. in this episode, these, these producing things, they're also strategy producing and strategy. That's what McKinsey does as a podcast producer. So if you want to hire, someone that has that strategy brain that can help you, just get in the weeds of your podcast.

[00:15:54] KYLE VID: Email my girl here.

[00:15:56] Mickenzie Vought: So thank you for joining us for this series. I think this is the longest series we've done, but I think it's really important. and you can return back to this in different seasons when you find some more capacity or if you reach a breaking point, come back and say like, now what could help me with this again? How do I get my time back again? Uh, I'm really excited about next week because we are gonna be diving into some changes that Apple Podcast has been putting out into the world and maybe impacting what it looks like on your analytics page. If you've been seeing your downloads going down, we're gonna talk about why that happened and why it's not actually a crisis.

[00:16:29] Kyle Cummings: Yeah, and how you're actually probably not getting less downloads.

It just looks like you are. And so it's, I think it's confusing a lot of podcasters. There's been some

recent news come out about it, so we're gonna dive into it and hopefully put your mind at ease a little

bit.

[00:16:43] Mickenzie Vought: We'll see you next week friends.