How to Become a Podcast Manager (You Don’t Need Another Course)

So, you want to know how to become a podcast manager? Smart cookie! These days savvy entrepreneurs and scaling businesses are leaning hard into cross-channel marketing and weaving podcasts into their strategies is part of that: It’s the latest must-have accessory. Social media, email marketing, and blogs all play a role in building a brand’s story, but podcasts can add a unique, engaging voice that connects with audiences on a deeper level. They’re conversations, after all.

For a podcast to be successful and not end up in the dreaded land of podfade, it needs to be well-managed. Solopreneurs and business owners, who still have to focus on making money, don’t have the time to do everything needed to show up consistently. Being their dedicated podcast unicorn that can handle all-the-things outside of recording is how you become a coveted in-demand podcast manager.

A podcast is like a layered necklace, each strand representing different aspects of the whole: guest scheduling, episode planning, recording, editing, and promotion. At first, the pieces can seem like a chaotic mess, each strand tangled with the others. But when the elements come together and line up perfectly, they form a sophisticated, cohesive beautiful show that’s both compelling and appealing. Podcast managers who make that happen are worth their weight in gold.

Want to play with my favorite game-changing podcast tool?

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In case we’re meeting for the first time, I’m Emily Reagan, a freelancer digital marketer and mentor. I have experience managing podcasts for my clients and I’m the host of my very own Unicorns Unite podcast, a show for digital marketers, virtual assistants, and other service providers. With over 200 episodes under my belt, I know what it takes to successfully produce a podcast. I’ve even started using private podcasts in my launch strategies. You can read more about it here.

Want to know how to become a podcast manager? It’s a matter of being strategic. Find your right-fit clients, network with like-minded go-getter freelancers, learn how to level up your skills, and get your foot in the door so you can start doing podcast-related services. If you’re an experienced virtual assistant or online business marketer and you want to become a podcast manager, consider applying to our Digital Marketer’s Workgroup. We’re a tight-knit referral community with training, including a series on podcast management, networking happy hours, guest speakers and job leads (over 2000 to be exact). We’ll help you attract high-quality clients, increase your rates, niche down and book out.

How to Become a Podcast Manager When You’re Starting Out

Find a right-fit client that you can grow with. Podcasting can be a powerful tool to establish yourself as a thought leader, connect with a target audience, and ultimately grow a business. While some gurus might make it seem easy to launch a podcast and attract thousands of listeners overnight, that’s not always the case. Building a successful podcast takes time, dedication, and consistency.

Before diving in with a client, consider their goals. Is a podcast right for them? Podcasts are excellent for nurturing relationships and building trust with an audience, but they may not be the best lead generation tool. They also aren’t a great fit for every business, especially in the initial stages. 

If your client is a consultant like myself, a podcast can be a fantastic way to showcase their expertise and attract high-quality clients. But for a local plumber, for instance, consistent social media marketing and local SEO efforts might be a more effective strategy. 

Don’t align yourself with clients with unrealistic expectations and no business sense. That’s not how to become a podcast manager. Be honest and invest your time with a client that will be committed to podcasting for the long haul.

⚡️Related Podcast: How to Transition from VA to Podcast Manager with Emily Porter #26

Listen to my Unicorns Unite Podcast where we go behind-the-scenes in the world of podcasting with my guest Emily Porter, owner of Emily Porter Productions.

Subscribe: Apple Podcasts | Spotify | iHeartRadioAmazon

How to Become a Podcast Manager That Gets Booked Out

Be organized and keep things on track. Whether you’re managing a podcast for yourself or a client, organization is key. From creating a content calendar and guest scheduling to episode promotion and repurposing content across different platforms, there’s a lot to manage. Keeping on top of tasks is how to become a podcast manager that clients can’t do without. Check out this list:

Pre-Production Tasks

  • Develop podcast concept and format
  • Identify target audience
  • Create a content plan and schedule
  • Research and book guests
  • Write episode scripts or outlines
  • Set up recording equipment and software
  • Prepare interview questions
  • Coordinate podcast sponsorships and advertising

Production Tasks

  • Record episodes
  • Ensure high-quality audio during recording
  • Troubleshoot any technical issues

Post-Production Tasks

  • Edit audio for clarity, flow, and length
  • Add intros, outros, music, and sound effects
  • Mix and master the final audio
  • Transcribe episodes for accessibility and SEO

Publishing Tasks

  • Write show notes and episode descriptions
  • Design episode artwork
  • Upload episodes to hosting platforms
  • Ensure episodes are available on all major podcast directories (Apple Podcasts, Spotify, etc.)
  • Update the podcast website

Promotion and Marketing Tasks

  • Develop a marketing strategy
  • Promote episodes on social media
  • Engage with listeners and respond to feedback
  • Collaborate with other podcasters and influencers for cross-promotion
  • Run paid advertising campaigns if budget allows

Analytics and Improvement Tasks

  • Monitor download and listener statistics
  • Analyze feedback and reviews to improve content
  • Conduct listener surveys to gather more insights
  • Adjust content strategy based on analytics and feedback

Monetization Tasks (if applicable)

  • Seek sponsorships and partnerships
  • Develop a media kit for potential sponsors
  • Manage ad placements within episodes
  • Explore crowdfunding or subscription models (e.g., Patreon)

Legal and Ethical Tasks

  • Ensure all content is legally compliant (e.g., music licensing, copyright)
  • Obtain guest consent for recordings and use of their content
  • Adhere to ethical standards in content creation and promotion

How to Become a Podcast Manager When You’re New to Podcasting

Running a successful podcast requires more than just a charismatic host and a microphone. Did you read through the list of podcasting tasks above? There are so many things to do! If you’re a virtual assistant or digital marketer who loves podcasting and wants to niche into podcast management services you can make that happen – I believe in you!

If you’re new to podcasting and thinking how do I become a podcast manager when I can’t do all those things? Start by offering some of the tasks that get your foot in the door. Start with promotional, marketing, and publishing tasks, then get involved in pre-production, post-production, and guest management. 

Group together podcasting tasks that are in your wheelhouse and add podcast support packages to your Services and Pricing Guide. Once you have some experience in the podcast realm, you can start offering scripting and content ideas. That’s how to become a podcast manager while making money with no elaborate course required. I’ve got your back!

Best Tips and Tricks if You Want to Become a Podcast Manager

My business has many marketing channels and there is absolutely no way I could do it alone. I have a dream team of talented unicorns helping me behind the scenes so I can show up consistently – and that includes my podcast team. I asked my Podcast/Marketing Assistant Shannon Govern for their tips and tricks for managing a podcast and here’s what they had to say:

Accuracy is Essential: Double and triple-check spelling and grammar to avoid typos, especially in graphics.

Develop Systems: Create Standard Operating Procedures (SOPs) to ensure consistency and make onboarding new team members easier. 

Communication is Key: Maintain clear and open communication with clients and team members to avoid confusion.

Be Proactive: Anticipate potential issues and plan accordingly. Learn from mistakes to improve future processes. 

Embrace Technology: Familiarize yourself with the essential podcasting tools to provide support when needed. We love Castmagic.io.

Templates Save Time: Create templates for graphics, show notes, and other recurring tasks to streamline content creation. 

Organize for Efficiency: Develop a clear and consistent file-naming and folder structure for easy content access.

Utilize Transcripts: Leverage transcripts for repurposing content, creating social media posts, and crafting show notes. 

AI Tools Are Your Friend: Use AI assistants like ChatGPT to generate draft content, saving time and effort while maintaining a human touch.

Focus on Efficiency: Don’t feel obligated to listen to entire podcast episodes for tasks like social media promotion. Utilize transcripts and summaries to glean key points.

⚡️Related Podcast: Podcasting Lessons After 200 Episodes #203

Listen to my Unicorns Unite Podcast where after 200 episodes, I share what I’ve learned.

Subscribe: Apple Podcasts | Spotify | iHeartRadioAmazon

Further Reading:

>> Podcasts: Why They Need to Be on Your Radar Right Now 

>> Podcast Services That You Can Offer to Clients

>> Pitching Your Podcast: There’s a Unicorn DMA for that

>> How to Use a Private Podcast in Your Launch Strategy

Are you doing podcasting tasks but want to grow your biz and make more money? 

Tune in to these podcast episodes and level up your VA and marketing game – it’s time to get paid what you’re worth!!

The Takeaway:

The secret every podcaster with staying power knows is that you can’t do it alone. If you want to become a podcast manager, start by offering some of those much needed tasks in your virtual assistant packages, network, and apply for jobs with your right-fit client. In no time, you’ll be acquiring specialized skills and niching down to become a podcast manager with dream clients while building a business you love.

If you’re interested in learning more about podcast management and growing your freelance business, join the Digital Marketer’s Workgroup! This exclusive community of serious digital marketers and experienced virtual assistants offers job leads, networking, tip and tool shares, and a wealth of resources and over 80 trainings, including an in-depth training series on podcast management specifically designed for freelancers and marketing assistants. Think you’d be a good fit? Reach out and apply. We’d love to have you!

-Emily, Digital Marketing Consultant and Implementer

Emily Reagan is a mom of four, milspouse, freelance digital marketer and Virtual Assistant coach who has helped 400 go-getters, including military spouses, stay-at-home moms, and professional women learn in-demand skills and find flexible remote work as digital marketing assistants and specialists. She’s shared 2,000+ job leads with her freelance marketers & VA community.

Ask her any questions over on Insta @emilyreaganpr

“I help smart women learn the in-demand digital marketing strategies and profitable tech skills to get hired as a unicorn digital marketing assistant.“

3 ways we can work together:

Unicorn Digital Marketing Assistant School with Emily Reagan

1. Do you need to acquire digital marketing implementation skills and build your workflows so you can solidly put yourself out there for work? Check out the Unicorn Digital Marketing Assistant School. (It only opens once a year so jump on the waitlist now!… I also share job leads with my students so it’s a gateway for anyone who wants to build a freelance business that gives them flexibility and meaningful work). You can also choose to go through the self-study program now. Enroll here.

2. Already doing the work and have clients? But need more clients and a better referral network? Apply for our Digital Marketer’s Workgroup. This is a tight-knit community of freelancers like you, supporting each other. Plus I’ve shared 2000+ job opportunities with this community.

3. Need to hire a Unicorn Digital Marketing Assistant? Submit your job opportunity here. I’ll share with my workgroups totally free.

Yes, you really can work online.

Feeling overwhelmed and not sure how you can work from home and build your own online digital marketing business? Take a deep breath – you can do this. Start here with my list of 10 popular tasks that online businesses need help with the most!

These are the tasks that new clients are constantly asking for help with, and skills that they really need to find in a virtual assistant. Get access to this free download right now. Then make sure your own VA toolkit is up-to-date and relevant, and decide where you might need to invest in new growth and development for your biz.

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Meet Emily

Emily Reagan is a jill-of-all trades when it comes to digital marketing and techie skills. She’s worked as a behind-the-scenes digital marketing implementor and strategist for a decade for online biz owner clients.

She’s a mom of four, Air Force wife, and founder of the Unicorn Digital Marketing Assistant School, where she teaches smart women the in-demand, highly-coveted digital marketing skills to get flexible, online work.

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