How To Streamline Your Podcast with Automations and Workflows

May 29, 2024

Podcast Automations

We are going to geek out today on a topic that is NOT sexy but will help you save hours and dollars in your podcast production. Got your interest piqued? 

I’m chatting with podcast and podcast automations coach Joe Casabona about how to create a seamless process to make podcast production easier, save 30% less time, how to automate and what tools to use.

Here are the key takeaways from our conversation:

  • How to automate your processes so that you get more done in less time with less stress
  • What Joe’s go-to podcast automations tools are  to streamline and automate podcast production
  • Why maintaining a regular schedule and consistently producing high-quality content is crucial for building trust with your audience and fulfilling sponsor commitments.
  • How documenting standard operating procedures (SOPs) and utilizing project management tools can save time and money
  • How AI tools like Descript and Past Magic can assist in editing and content creation, allowing for quicker turnaround times and improved productivity.
  • Tips for onboarding and training a virtual assistant (VA freeing up your time for more critical activities.
  • How to enhance communication and scheduling with podcast guests with less work


Key Moments: 

[00:00:00] – Intro

[00:03:25] – The Pain of Procrastination

[00:07:50] – Automation and Virtual Assistants

[00:14:30] – Consequences of Poor Processes

[00:19:45] – Simplifying Automation and Workflows

[00:29:15] – Essential Tools for Podcast Production

[00:42:10] – Building and Optimizing Podcast Systems


The Pain of Procrastination

Many of us are guilty of putting off tasks until they become urgent, whether it’s changing a light bulb or revamping podcast workflows. Joe says that we often delay actions until the pain of not doing them outweighs the effort required. By acknowledging this tendency, we can take proactive steps to implement better processes before reaching a breaking point.


The Turning Point: Automation and Virtual Assistants 

Joe shared a personal story about how the birth of his children and the pressures of the pandemic led to his first panic attack. This moment of crisis pushed him to automate his podcasting tasks and hire a virtual assistant (VA). By delegating and automating repetitive tasks, Joe significantly reduced his stress levels and improved his productivity.


Consequences of Poor Processes 

Without proper workflows, podcasters risk missing content deadlines, failing to meet sponsor commitments, and ultimately losing their audience. Joe highlighted the importance of having structured processes to ensure consistent content delivery and maintain trust with listeners and sponsors.

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Simplifying Automation and Workflows 

Automation can seem daunting, but Joe broke it down into manageable steps. Using tools like Calendly for scheduling, Make (formerly Integromat) for automating tasks, and Notion for project management, podcasters can streamline their workflows. These tools help reduce manual effort and ensure that all tasks are completed on time.


Essential Tools for Podcast Production 

Joe shared his top tools for productivity and podcasting:

  • Riverside: For recording high-quality interviews.
  • Descript: For editing and transcribing audio.
  • Notion: For planning and organizing podcast episodes.
  • Calendly: For scheduling guest interviews.
  • Make: For automating task updates across different platforms.


Building and Optimizing Podcast Systems 

Joe’s approach to podcast management involves detailed planning and automation. By creating a system where each task triggers the next, he ensures smooth transitions between different stages of production. For instance, when a guest schedules an interview via Calendly, it automatically updates his Notion planner, sends reminders, and creates tasks in his task manager. This interconnected system minimizes manual oversight and keeps the process efficient.

Joe’s insights underline the importance of having robust systems in place for podcasting. By automating repetitive tasks and utilizing effective tools, podcasters can save time, reduce stress, and focus on creating high-quality content. Whether you’re just starting out or looking to optimize your existing podcast, these tips can help you build a more efficient and enjoyable podcasting experience.

For more resources and detailed workflows, Joe offers a comprehensive podcast planning document and automations library, available at


About Joe

Joe Casabona is podcast and automation coach who helps busy solopreneurs take back their time. Some even say he perfectly blend content creation and technology like it’s the best cup of coffee you’ve ever had (he says that).

Joe’s strategies come from his many years of experience: over 10 years creating podcasts, more than 15 years teaching, and over 20 years as a web developer.

He also produces 3 podcasts, makes $30,000-50,000 every year on sponsorships alone and gets 60,000 downloads every month from his show…while raising 3 small children. That’s because his podcast systems save him 12 hours every week.

When he’s not producing and coaching podcasters, you can find Joe spending time with his family, enjoying baseball, or talking too much about Star Wars.


Resources mentioned:


Social Links:



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Are you repurposing & leveraging the podcasts you guest on – or are you leaving money on the table? 

When used right, your podcast interviews should give you a ton of juicy content that will help you attract and convert your ideal client.  It should help give you oodles of consistent content, help you be more visible, showcase your authority, grow your list, build an audience and generate clients.

BUT simply posting that a show is live is NOT enough. You need to be STRATEGIC and CONSISTENT.

We are looking for 2 podcast guests who are running six figure businesses who know their audience and want to be more visible and attract their ideal clients faster with consumable repurposed content.  The best part – it’s DONE FOR YOU without any headaches or delays.

Is that you? Let’s chat