In any project you work on, it’s important to have a plan & a system that helps keep you organized and track your progress.

I’m sharing behind the scenes in how I manage my own podcast AND my client’s podcast projects in a project management tool, like Asana!

Clocking In with Haylee Gaffin is produced and brought to you by Gaffin Creative, a podcast production company for creative entrepreneurs. Learn more about our services at Gaffincreative.com, plus you’ll also find resources, show notes, and more for the Clocking In Podcast.

My Go-To Project Management Tool: Asana (1:47)

How I Manage Projects with My Clients (2:39)

Launch Clients (2:48)

VIP Day Clients (3:24)

The benefit of Using a Project Management Tool (4:20)

Steps to Organizing your Projects (4:41)

Columns (6:23)

Tasks (8:18)

Solo Shows (9:08)

Guest Shows (9:43)

Batching (10:11)

How Gaffin Creative Can Help You with VIP Days (10:35)

Chasing Simple: The Summit – Grab Your Free Ticket!

Review the transcript:

In any project you work on, it’s important to have a plan & a system that helps keep you organized and track your progress.

I’m sharing behind the scenes in how I manage my own podcast AND my client’s podcast projects in a project management tool, like asana!

Hey hey! I’m so glad you’re here and continuing to listen to Clocking In with Haylee Gaffin. Before we dive too far into today’s topic, I’d love to ask for a quick favor! If you’re enjoying this podcast, will you head over to Apple Podcast App and leave a quick review? This helps with visibility to new listeners and encourages them to listen to the show! Feel free to mention your favorite episode or some of your favorite topics we discuss on the show!

I truly appreciate it!

For today’s topic, I’m taking you all the way back to my days in project management, where I managed teams of 10+ individuals working on one project… Now keep in mind, I could have anywhere for 10-30 projects happening at once. Thankfully, there were tools like Asana, Trello, Teamwork, Clickup, Monday.com, and more to help me keep track… which is something I’ve brought into my own business.

My go-to tool for my business is Asana. It’s a free tool (that also has a paid version) that allows you to create different workspaces for each client, multiple projects per client if needed, and micro projects within each project. I always recommend to use the tool that works best for you, but if you’re working with a brand that will offer to set this up for you, take them up on it!

I do this for all of my clients, specifically with Asana! 

Now, whether or not my client wants to participate in using the tool is completely up to them. I do it for my own tracking, but also so that they can reference where something is at any time. Realistically, my clients don’t have any responsibilities for an episode once it’s recorded outside of posting to their social media channels.

Now let’s break down how I’m managing this with clients and how we’re using it, as I do have a few different ways!

The first is with my launch clients or my VIP day clients. Before we begin on their project, I’m building out all of the important tasks that they need to complete with due dates and resources to help them complete the assignment.

Additionally, I include my tasks so they can see what I’m waiting on from them, when I’ve completed them, and more!

I find nothing more satisfying than looking at a launch client’s asana board and seeing that we’ve completed all of the assets needed, submitted their show and edited all of the launch day episodes!

For my VIP day clients, I use a very similar concept, but focus on using it to guide our day together based on our goals!

So you probably just heard me mention a VIP day—what’s that? I’m so glad you asked! I recently introduced my VIP Launch and Strategy days for existing clients and waitlist clients as I’m in beta. Essentially the two VIP day options will either help you launch your podcast OR strategize your podcast to hit a goal you have in mind… in one day. This takes the stress out of a long-term project and help you clarify your goals and get your podcast launched OR develop a game plan! If this sounds like something you’re interested in, make sure you get on the waitlist for when I launch it to the public this fall. Head to gaffincreative.com/vipday to get signed up.

Now, let’s dive into the real benefit of having a project management tool for your podcast… and that’s the ongoing production!

Now, you may find a few different ways to organize your podcast within a project management tool, like Asana, but today I’ll be sharing the way I do it for myself and my clients.

Your first step is going to be to create an account with Asana.com

Once you’re logged in, you’ll need to create a workspace, which you’ll be prompted to do. I simply have this as my business name, because I’ll house multiple projects within that workspace for my own business.

Next you’ll need to Create a New Project and I prefer to create a blank project with the Board view.

The board view of asana allows you to create cards for each podcast episode and allows you to organize your episodes by status based on columns.

Your episodes and all other components you’ll hear me reference are set up as cards within asana. Making them micro-projects within the big project.

There are four major columns I create:

  1. Assets, which includes episodes templates, links to important assets, like graphics, promotionals, which includes the details for all ads, and an Ideas card
  2. The next colum is “Planning”, which includes episodes that are not yet recorded, but planned.
  3. The next column includes “In Production” which is where an episode card is move by my client once it’s been recorded and they’ve provided me with the assets.
  4. The next column is “Scheduled/Live” and that’s where I move it once I’ve completed my work on it.

Now let’s talk about the tasks within each card.

So I label my cards by episode number and title so it’s easily referenced. Then I assign the card based on the column it’s in (and if it’s my responsibility or the clients).

Then I add the live date as the due date on the card. 

Now here’s where all of the tasks come in. If you’ve purchased my podcast episode planner from the podcast shop at gaffincreative.com, this might sound familiar to you, because I include similar tasks in that planner as I give to my clients.

Typically I have two episode card templates, one for solo shows and one for guest shows.

Let’s start with the solo shows, where I assign the host the following tasks: outline or write episode, and record episode.

Then the following task fall on me (depending on the package my clients have with me): Edit, Write Show Notes, Transcribe Episode, Creat Graphics, Schedule Episode.

Then I like to include social media and marketing tasks based on the client’s marketing strategy to them.

Similarly, all of theses tasks are also on the guest episode card template… but also pitching, scheduling, sending them the prep email, sending them a thank you gift, sending them the episode release info and graphics.

Now some of my clients pay for me to handle the guest management, but many of them love to have their own personal touch on it.

Now, many of my clients love to batch their work, so we’ll work on four or five episodes at a time. This means we have moving parts to all of those episodes, and can easily track where we are at any given time!

I love how organized project management tools keep me and my clients while working on their podcasts! If you’re ready to get organized with asana, but just don’t love the work associated with inputting all of these details, that’s where I come in! Whether you’re brand new and wanting to launch or you’re an existing podcaster who’s managing it yourself, my VIP days are perfect for you! Make sure you’re on the waitlist for when I release my October and November VIP day slots where we can brainstorm strategy, plan out your content, and get you organized in Asana.

I really hope you’re enjoying the podcast! Stick around to the end to hear about a special summit I’m a part of and how I’m cheering for the woman who’s hosting it!

This week I’m cheering for someone you’ve likely heard me cheering for on the podcast before! My friend, Amanda Warfield, the queen of content batching and time management is hosting an online summit: Chasing Simple: The Summit. There are 20 different experts coming together to help course creators (and future course creators!) learn how to leverage their content marketing and build an engaged audience (without taking up all of your time and energy!)

For 5 days, October 11 – 15, 2021, Amanda Warfield of the Chasing Simple podcast is bringing you presentations from 20 industry experts who have found ways to build engaged audiences through content marketing. You’ll hear about everything from getting over your fear of video, using Reels, SEO, and more. 

For example, I’m going to be talking all about Building a Content Plan that Optimizes Your Search Results! 

The best part? It’s totally free! 

There’s more I’d love to tell you about this summit, but I’ll let you check out all the details for yourself. Head over to gaffincreative.com/028 to grab your free ticket, as I’ll include it in my show notes!