How to Know When You Should Outsource Podcast Editing

What does it mean to outsource your podcast editing? How do you when it’s the right time to hand your podcast production over to someone else?

In this episode, I’m breaking down the responsibilities I handle for my clients, the time you could save by outsourcing your podcast editing, and the reasons you should hire a producer for your podcast!

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.

Podcasting can be as easy or as complicated as you want to make it. Honestly, if I were to list out all of the services that I offer my clients and tell you that as a podcast host you need to be doing it, it would feel overly complicated to someone who doesn’t do this every single week for multiple clients.

If you’re DIYing it or planning to start out DIYing it, I’d honestly tell you to start simply because I don’t want you to burn out. If you’re planning on outsourcing the work, I always recommend doing a lot more, but that’s because a producer is managing it and not going to get overwhelmed.

What goes Into Podcasting

So let’s talk about what goes into podcasting that isn’t necessarily talked about in podcasts. People want to start podcasts all the time, which for me is awesome. I love seeing new podcasts pop up, I love consulting on them, and I love producing them. But there is SOOO much that goes on (or potentially could go on) behind the scenes. So let me walk you through what I and my clients do on a per-episode basis for their podcasts.

For some of my clients, we plan out quarterly content. We’re deciding on what topics we want to produce, creating an SEO plan, and developing a marketing strategy for those episodes. After we’ve locked in the content, that’s when the detailed work begins.

My clients are responsible for outlining and recording their solo shows and guest interviews. For some of them, I am helping with podcast guest management and coordination.

Once they’ve been recorded, then the responsibilities fall on me, which include:

Editing the Episode with Intros, Outros, and Ads
Episode Description
Creating Show Notes and Pull Quotes for Promotions
Episode Transcription
Graphics for Blog, Social, Newsletter, and Guest Promotion
Scheduling the Episode on Podcast Hosts and Websites
Finalizing the Meta Data for Search Engine Optimization
Scheduling Social Media for Instagram, Facebook, Linkedin, and Pinterest
Adding to Upcoming Newsletters or Text Message Apps
Emailing the Guest Details and Graphics
Scheduling Reminders for the Guest
Ensuring the Episode Goes Live

After the episode is live, I’ll review on a quarterly basis what we can do to improve the show notes. This could mean category pages, finding themes in episodes to pull from, developing additional content from those episodes, and more.

Not every single podcaster takes the steps I’ve just shared. Some podcasts are simply audio recordings pushed out onto players with a one-line sentence about the episode. The reason I include so many additional components is based on strategy. I’m creating promotional materials for my podcast clients because I want them to easily be able to promote their episodes. I also highly encourage show notes for more accessibility and resources for podcast listeners, then I recommend a website to house your show notes for the visibility of SEO.

There are a few other services that podcast producers like myself will manage, but the services I just listed are the main per episode services that I recommend to every podcast client.

When Should You Outsource Your Podcast Editing and Production?

So, the big question is how to know when to outsource your podcast editing and production?

I’m a big believer in outsourcing. My whole business model is aligned with the concept of having someone do the work that you’re either not great at, don’t enjoy, or just don’t know how to do it.

Most of my podcast clients save about 8 hours a week in the business by outsourcing their podcast production. Since this isn’t something that they’d consider themself an expert in, it takes them longer to get into the groove of doing something that I do every day—or with many of my clients, we’re on a batch schedule, so I can batch similar tasks and complete the work even faster.

So let me share three different reasons you would outsource:

Your business and life are just too busy for you to be spending time on something you’re not necessarily getting paid to do. We’ll talk more about this in a moment.
You don’t know how to edit, create beneficial show notes, design graphics and wave files, upload your show, etc.
You either don’t want to do the work or you don’t want to deal with the stress of adding one more thing to your plate.

If you’re in a spot in your business where you want to outsource, it’s time to consider the budget—because outsourcing isn’t free. We’re trading time for money and in many cases, expertise for money.

In my case, I consider myself part of every client’s team. I try to connect as much as possible with each client, get to know their brand and put forth an effort into helping brainstorm ideas and concepts for their podcast. As a podcast manager, I’m not just pushing your episodes out, I’m thinking of ways to also grow your business from an outside perspective.

This is where I think it’s important to clarify and understand exactly what the goal of your podcast is and quantify any expenses based on that goal.

For example, if you’re using your podcast solely to make money through ads, brand partnerships, or listenership support, You need to determine how much you’re making per episode and ensure that you can afford it based on your existing listenership.

Revisit The Pricing Structure of Your Monetization

If not, that’s when you need to revisit the pricing structure of your monetization.

If you’re using your business as a marketing tactic, let’s take a look at what you’re driving your listeners to, the value of that profit if they purchase, and how successful you anticipate it to be or how well it’s already doing (if you are already launched).

When using your podcast as a marketing tool to drive business to your brand, services, or shop, it’s important to look at each one of those revenue streams to ensure that they are priced appropriately for qualifying to pay someone for editing.

For example, if you were a photographer, spending $250 on Facebook ads and driving potential customers to book mini sessions and those mini sessions cost $250 each. If you were to book 1 mini session off of those ads, it would only break even for your investment, but then you are basically working for free. But if you spend $250 on ads and book 10 mini sessions from that $250 investment, then it was worth it, because you spent $250 for a $2500 return.

So it’s important to look at it as an advertising or marketing expense when you’re using your podcast as a marketing tactic in your business.

It’s also important to note that if you’re using your podcast as a marketing tool, then you absolutely need to be developing a strategy behind the content you’re producing, the guests you bring on, and more.

When I first started in the podcasting world, I didn’t really pay attention to and it’s something I’ve only recently added to my offerings for clients, but now that I’m more experienced in this space, I think having a strategy for your podcast is important, especially if you’re using it to grow and promote your business or product.

Now, I know that was a lot to consider. And if you’re a podcaster or hopeful up-and-coming podcaster still on the fence about outsourcing or bringing on a podcast producer and editor, I’d love to jump on a discovery call with you! I think it’s important to have someone on your side who understands your budget, your goals, and your business, but I also believe it’s important for you as a podcast host to feel comfortable with the next steps in outsourcing your podcast.

Review the Show Notes

What Goes Into Podcasting (1:49)
Podcast Content Planning & SEO Strategy (2:20)
What Tasks to Outsource for Podcasts (2:46)
Quarterly Reviews for Your Podcast Strategy (3:56)
Three Reasons You Would Outsource Podcast Editing (5:43)
Consider Your Budget for Outsourcing Your Podcast Editing (6:22)
Your Podcast Goals: Marketing, Monetizing, and Strategy for Your Podcast (6:59)
Book Your Podcast Discovery Call with Haylee: gaffincreative.com/contact

The Woman I’m cheering for This Week
Moms + My Mom

Links
gaffincreative.com/podcast-production
instagram.com/hayleegaffin

Review the Transcript:

If you have a podcast, you likely know how much effort goes into just the bare minimum of podcast production. Whether you’re ready to step up your podcasting game, you’re considering outsourcing, or you’re just curious to learn more about the behind the scenes of a podcast, we’re diving in on this episode!This week I’m cheering for the moms out there, especially my mom. As we wrap up mother’s day weekend, I think it’s really important to highlight how much strength women show through motherhood.

Hey y’all welcome to the clocking in podcast the podcast for entrepreneurs and professionals making their way in the working world i’m your host Haylee Gaffin this podcast 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 so let’s clock in and get to work.

If you have a podcast or recently launched a podcast, let me first just say congrats! The getting started part of podcasting is probably the hardest—at least in my experience is where most people struggle! Now if you’re thinking about starting a podcast… welcome to the party! We’re glad to have you!

Podcasting can be as easy or as complicated as you want to make it. Honestly, if I were to list out all of the services that I offer my clients and tell you that as a podcast host you need to be doing, it would feel overly complicated to someone who doesn’t do this every single week for multiple clients.

If you’re DIYing it or planning to start out DIYing it, I’d honestly tell you to start simple because I don’t want you to burn out.

If you’re planning on outsourcing the work, I always recommend doing a lot more, but that’s because a producer is managing it and not going to get overwhelmed.

But there is SOOO much that goes on (or potentially could go on) behind the scenes. SO let me walk you through what I and my clients do on a per episode basis for their podcasts.

My clients are responsible for outlining and recording their solo shows and guest interviews. For some of them I am helping with podcast guest management and coordination.

Once they’ve recorded, then the responsibilities fall on me, which include:

Editing the Episode with Intros, Outros, and Ads
Episode Description
Creating Show Notes and Pull Quotes for Promotions
Episode Transcription
Graphics for Blog, Social, Newsletter, and Guest Promotion
Scheduling the Episode on Podcast Hosts and Websites
Finalizing the Meta Data for Search Engine Optimization
Scheduling Social Media for Instagram, Facebook, Linkedin, and Pinterest
Adding to Upcoming Newsletters or Text Message Apps
Emailing the Guest Details and Graphics
Scheduling Reminders for the Guest
Ensuring the Episode Goes Live

Not every single podcaster takes the steps I’ve just shared. Some podcasts are simply an audio recording pushed out onto players with a one line sentence about the episode. The reason I include so many additional components is based on strategy. I’m creating promotional materials for my podcast clients because I want them to easily be able to promote their episodes. I also highly encourage show notes for more accessibility and resources for podcast listeners, then I recommend a website to house your show notes for the visibility of SEO.

There are a few other services that podcast producers like myself will manage, but the services I jut listed are the main per episode services that I recommend to every podcast client.

So, the big question is how to know when to outsource your podcast editing and production?

So let me share three different reasons you would outsource:

Your business and life are just too busy for you to be spending time on something you’re not necessarily getting paid to do. We’ll talk more about this in a moment.
You don’t know how to edit, create beneficial show notes, design graphics and wave files, upload your show, etc.
You either don’t want to do the work or you don’t want to deal with the stress of adding one more thing to your plate.

In my case, I consider myself part of every client’s team. I try to connect as much as possible with each client, get to know their brand, and put forth an effort into helping brainstorm ideas and concepts for their podcast. As a podcast manager, I’m not just pushing your episodes out, I’m thinking of ways to also grow your business from an outside perspective.

This is where I think it’s important to clarify and understand exactly what the goal of your podcast is and quantify any expenses based on that goal.

For example if you’re using your podcast solely to make money through ads, brand partnerships, or listenership support, You need to determine how much you’re making per episode and ensure that you can afford it based on your existing listenership.

If not, that’s when you need to revisit the pricing structure of your monetization.

For example, if you were a photographer, spending $250 on facebook ads and drive potential customers to booking mini sessions and those mini sessions cost $250 each. If you were to book 1 mini session off of those ads, it would only break even for your investment, but then you are basically working for free. BUT if you spend $250 on ads and book 10 mini sessions from that $250 investment, then it was worth it, because you spent $250 for a $2500 return.

So it’s important to look at as an advertising or marketing expense when you’re using your podcast as a marketing tactic in your business.

When I first started in the podcasting world, I didn’t really pay attention to and it’s something I’ve only recently added into my offerings for clients, but now that I’m more experienced in this space, I think having a strategy for your podcast is important, especially if you’re using it to grow and promote your business or product.

Now, I know that was a lot to consider. And if you’re a podcaster or hopeful up and coming podcaster still on the fence about outsourcing or bringing on a podcast producer and editor, I’d love to jump on a discovery call with you! I think it’s important to have someone on your side that understands your budget, your goals, and your business, but I also believe it’s important for you as a podcast host to feel comfortable with the next steps in outsourcing your podcast.

To schedule a discovery call, head to gaffincreative.com/013 and I’ll include the details there!

This has been another episode of The clocking in podcast. You can find the show notes for this episode and more at Gaffincreative.com. Thank you so much for your listenership and support. If you love this episode, I’d be so honored if you leave me a review in Apple podcast app. Until next time, I’m your host Haylee Gaffin, clocking out.

This week I’m cheering for the moms out there, especially my mom. As we wrap up mother’s day weekend, I think it’s really important to highlight how much strength women show through motherhood.