Who's Up Next? 8 Strategies for Organizing Your Podcast Interviews

Did you see my Instagram Post this week about having systems for your interview processes? As someone who spends their day managing multiple children and multiple clients I have a tendency to put a lot of time and energy into making sure I know when the next nap is supposed to happen, or when I need to have show notes uploaded to a client’s website.

I also know that a lot of you are overwhelmed with the best way to organize all the interview pitches you’re receiving, who you’ve actually scheduled an interview with, and who you’re supposed to be talking to this afternoon, and what in the world you’re interviewing them about.

Today I want to share 8 strategies for organizing your podcast interviews. At the end of this post you’ll find several free downloads and some resources to help you put some of these strategies into place.

8 Strategies for Organizing Your Podcast Interviews / Podcast / Podcaster / Podcast Interview

8 Strategies for Organizing Your Podcast Interviews

  1. Set Up a Calendar - Before you do anything, I want you to set up a calendar for your podcast interviews. Whether you’re strictly pen and paper, or you’re mastering the digital organization world, get your calendar ready. Find ways to distinguish between guests who are in the “need to schedule” phase, and guests who need to be sent your guest preparation emails. Oh, and of course, make sure you calendar the actual interview days and times!

  2. Create a Topic List - Have you thought about what your audience needs to hear? Have you thought about why they are showing up week after week, and what they expect to get from you? Dive in, and name the pain points your audience experiences. After you have identified the pain points, you’ll have a much easier time coming up with specific niche topics within those pain points, and that will help lead you to your ideal guests.

  3. Guest List by Topic - Now that you know what content your audience needs, you can go out and find the guests that will provide value to your audience related to that topic. I know you’ve got dream guests, and you’ve got guests that you’ve had on hold, or who you’re trading interviews with. Take a look at what their expertise is. What does their audience go to them for? Does it resonate with one of the topics you want to cover? Write their name down by it!

  4. Guest Application - Ya’ll, I have talked with so many people who are wanting to leverage their brand in 2019 through podcast guest interviews. Do you know what this means? The people will come to you! Give them a way to initiate the process with a guest application on your website. It’s as easy as creating a form, and having them fill out the information and then all of the submissions can be sent and stored in a Google Sheets file or in Excel. You can put this application on your website, your social media profiles, create an easy link to share it on your podcast, or include it in your response when you receive a pitch email directly in your inbox. This is going to put all your potential guests in one place, and you can use the form to help you filter your applicants.

  5. Automated Emails - Once you’ve received that guest application, and decided the applicant it someone you would definitely like to interview, hit the start button on a series of automated emails that is going to send them your scheduler, the guest interview prep packet, your guide to being an outstanding podcast guest, your guest contract, and anything else you like to send to your guests to prepare them for their interview.

  6. Use a Scheduler - I’d highly encourage you to set up a scheduler for your podcast interviews. You can add a link to it into your email sequence when you’re ready to work with a guest. This way, you eliminate the back and forth of deciding on a time that works best for both of you, and you can immediately have that interview added to your calendar if you went the digital route.

  7. Guest Preparation Packet - If you do nothing else suggested here, please, please, please put together a guest preparation packet. This is going to benefit you in so many ways.

    First, it’s going to make you look oh so professional and the fact is, you’re trying to establish yourself in this world, don’t lose your credibility over the tiny details like a poor interview because your guest wasn’t prepared.

    Second, if your guest has never done an interview before, you’re going to automatically relieve the pressure by making this process look simple and easy for them. You’re going to send them the interview topic, a few guiding questions that are going to pull out the information you want your readers to know, questions that you ask all your guests, a contract for rights to the content, and simple things they can do to prepare themselves and their space to optimize the quality of the interview.

  8. Guest Follow Up - Just as important as the preparation, you want to follow up. This will ALWAYS include a thank you, but some other things you may want to consider will be: sending them the promotional materials for their episode, and asking them if they will promote it on their social channels, providing them with all of the necessary links and wording to share it, and maybe a little note on how their message impacted you, personally.

Tools for Organizing Your Podcast Interviews

Whether you implement one or all of these strategies, here are a few tools that might make doing these things a little easier for you.

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