6 Steps to mega-batching the podcast

October 1, 2018

There’s a lot that goes into starting a podcast. A lot of time, a lot resources, and a lot of repeated steps. This team of two has had to learn as we go, and we continue to adjust our workflow to make Stand to Serve a well-oiled machine.

You know what’s been a gamer changer for us? A way to add more¬†efficiencies to our workflow, more free time to grow the podcast and think bigger about how we can serve our audience?


We did a lot (like, a lot) of research on how to mega-batch most efficiently and we want to share our process with you in the hopes that you can use this game-changing process in your business!

This is our step-by-step process for implementing mega-batching¬†into our workflow. We batch three episodes at a time to enable us to schedule our podcast episodes out ahead of time. This is crucial to not living our most stressed lives and to prevent working on a project that’s being released the following week. Our goal is to stay at least three weeks ahead of the game, and mega-batching has made that goal attainable.

Step 1 | Create a Trello board dedicated to Stand to Serve

Trello is a lifesaver in staying organized and being productive. There are several small adjustments we’ve made on our shared Trello boards to make huge differences in efficiency and productivity.

First, we organized our Stand to Serve Podcast Episode Workflow board by lists. (ie. To Release, Scheduled, Released, and Done.) That way we can easily pinpoint where each episode is in the process.

Once we created lists, we set up a separate card for each podcast episode. Within each card, we created checklists organized by team member (you’ll see more on Trello checklists in the next few steps).

You can leave comments for your team members to see and can “watch” specific boards if you want to stay up to date on how a specific project is going.

Step 2 | Write down every step involved to release a single podcast episode

Once we had our board organized, we thought through every single step that went in launching a single episode: from recording and editing to the blog post and scheduling out social media.  This ensures that nothing that slips through the cracks and that every step is given the attention it needs.

Step 3 | Create an online team share folder in Google Drive

We have a Google drive shared folder for all of our files, including the files we use for the podcast. This includes photos for the blog, audio files of guest interviews, graphics for the brand, you name it. We outsource our podcast editing to Podcast Engineers, and they are invited into of the folders needed to share the final podcast audio files.

This eliminates back and forth emails and allows for real-time editing in google docs to help streamline the process.

Step 4 | We separated our checklists into multiple batches

Once we wrote down all of the steps in our podcast workflow, we realized there were some steps that could be done at the same time, and some that made sense to work on once the previous steps were complete. When your brain is focusing on a task, it makes sense to do more of that task instead of moving on to something new.  For example, we listen to and take notes on all of the episodes before moving on to creating the blog post.

Step 5 | Plan out how much time each step will take

Planning out your day in advance is a small step to take, but can make a big difference in future productivity.

Marie Forleo recommends taking 4 minutes at the end of each day to write out what you want to accomplish the following day and to assign a time amount that you’d like to try to stick to for each project. Things happen, there are days that don’t go according to plan, and some things may take longer than expected, but having time planned for each step ensures we aren’t spending too much time on one particular task in the workflow.

Step 6 | Constantly evaluate the mega-batching workflow

Going through this mega-batching process has allowed us to see inefficiencies and address them. For example, when we first started this process, we realized we were taking too much time putting together the copy for the episode show notes. As a result, we created a standard template for episode show notes to make it easier to compile the copy. It also helped in the interviewing process to help direct the conversation.


Ready to start mega-batching?

We put together a step-by-step guide for you to get started with mega-batching and included all of the additional resources we used to start mega-batching the podcast.

Be sure to grab it below, and let us know if you implement this and if it makes a difference in your day-to-day!

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