[FAQ]

Hi,

My interview-based podcast is starting to get a bit of traction, which is fantastic, but I’m finding that managing the guests is becoming a real headache.

My system right now is a total mess of different email threads, DMs, and calendar invites. I’ve double-booked people, forgotten to send them the recording link, and have no consistent way of following up after an episode goes live. It’s really unprofessional, and I’m worried I’m making a bad impression.

I need to get a proper system in place. What does a good, professional workflow for this look like, from the first outreach email to the final “thank you” after the episode is published? I’d love to see a simple, step-by-step process if anyone has one.

Thanks!

[Jeff Bullas]

A repeatable system is absolutely critical.

Short Answer: A professional workflow is a series of clear communication formats, starting with a personalised text outreach and ending with a follow-up email that includes shareable image and video assets.

Your goal is to make the guest feel respected and prepared at every step, which you accomplish through these structured content formats.

The entire process is built on three key communication formats. The first is your outreach text format; this is a highly personalised email that clearly states why you want them specifically and what value your audience will get from the conversation. The second, and most important, is the pre-interview document format you send after booking; this is a single, clear text document that includes the date, time, recording link, and a list of the core topics or questions you plan to cover. The final step is the follow-up format, which is an email you send when the episode goes live that thanks the guest and provides them with a folder of pre-made promotional assets, such as audiogram videos and image quotes, to make sharing it effortless for them. A common mistake is not providing these shareable media assets, which forces the guest to do the work and wastes a massive promotional opportunity.

Cheers,
Jeff

[Author]

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