Scaling Podcast Production Operations

The Challenge

Transform production processes for the longest-running, most widely recognized podcast in the contractor space. Initial setup had the founder handling all aspects (hosting, production coordination, guest booking, publishing) with inconsistent release schedules and ad-hoc processes that weren't sustainable as the show gained popularity and industry recognition.

The Reality: We had a charismatic host and excellent content, but the operational foundation couldn't support our industry-leading position. Episodes were released whenever we had one ready - weekly, monthly, or sometimes 5 episodes in a week with no consistency.

My Approach

I systematically built dedicated workflows to support the show's industry-leading status, focusing on creating predictable, repeatable processes that could scale with our growth.

1

Removed founder from production pipeline

Created clear separation between content creation and operational execution, allowing the host to focus on what he did best while I handled the systematic coordination.

2

Established quarterly planning process

Developed content calendars that aligned with marketing campaigns and product launches, recording one quarter of content at a time for better preparation and quality control.

3

Built comprehensive team coordination system

Coordinated team of 10+ freelancers across recording, editing, graphics, and promotion using structured workflows and clear deliverable timelines.

4

Implemented systematic quality control

Created guest vetting guidelines, brand consistency standards, and review processes that maintained our professional reputation while scaling production.

Tools & Systems Implemented:

Trello for project tracking Frame.io for video asset management Email workflows (30K+ subscribers) Social media coordination Quarterly content planning Guest vetting processes

Results & Impact

900+

Episodes Produced

32+

Episodes Per Quarter

25K-35K

Monthly Downloads

1.5K-5K

Video Views Per Episode

Maintained position as industry leader while scaling to consistent production of 32+ episodes per quarter with 25K-35K monthly downloads and 1,500-5,000 video views per episode. Show continues to appear on "best contractor podcasts" lists while delivering predictable, high-quality content through repeatable processes.

Key Achievement: Transformed a chaotic, founder-dependent process into a scalable operation that maintains industry leadership while delivering consistent quality. The podcast went from unpredictable releases to a systematic production machine that supports our business objectives.

Long-term Impact: The systematic approach I developed allowed us to maintain our industry-leading position while the founder could focus on content and business development. Our workflows became the foundation for expanding into video content and social media amplification, supporting overall business growth.