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How to Run a Podcast in 3 Hours a Week (The Full System and Tool Stack) · Growing a Deeply Rooted Business: Launches, Funnels & Email Marketing with Intention

• 0:00
  Jessica: We run a weekly podcast and turn it into more than 50 pieces of content that get distributed to multiple different social platforms without it taking over our life.
• 0:10
  Jessica: And I think out of all the things Rachel and I have done together, this is one of the things that I am most proud of.
• 0:16
  Jessica: And no, before you ask, we do not have a giant team.
• 0:18
  Jessica: We have one VA we work with.
• 0:20
  Jessica: We have just created the system out of pretty much necessity because we are both busy people outside of doing this podcast, but we love doing it so much.
• 0:29
  Jessica: The system takes about 60 minutes to record, then we pass it through our content system, and we don't have to touch it again.
• 0:37
  Jessica: I think it's a combination of hacking the right tools and the right process and the right order that allows us to execute this.
• 0:47
  Jessica: And our podcast, you know, gets reached, it gets found, and today we're gonna be teaching you the exact system that we use.
• 0:53
  Jessica: So if you're a podcaster, or really kind of you can take this and apply it to any form of long form content, we'll show you how to implement it in your business itself.
• 1:02
  Rachel: So welcome back to Growing a Deeply Rooted Business podcast, the show for women building profitable businesses that support their lives instead of allowing our work-life balance and burnout to consume us entirely.
• 1:16
  Rachel: I am Rachel, your marketing ecosystem strategist.
• 1:19
  Rachel: I'm here for the message, for the heart of your sales system, the audience journey, and hopefully making sure that when you have a good idea, it doesn't get stuck in a silo.
• 1:30
  Rachel: And I'm here with Jess, our sustainable systems strategist, our resident workflow builder, and if a task repeats, Jess is gonna make sure that it has a home, a sequence, and preferably do it with less clicks than you imagine.
• 1:45
  Rachel: So this is part four in our Life First series, where we've already talked about the invisible labor that comes with running a business, managing your family, and just existing as a woman in business.
• 1:57
  Rachel: We've talked about how to turn a brain dump into a project plan, and also we've talked about making client work more visible without having to do more.
• 2:07
  Rachel: And today, we're gonna be breaking down our podcast production system and showing you exactly how one long form piece of content, one sitting moment of recording time becomes the rest of our content ecosystem
• 2:21
  Jessica: All right, but before we get into it, we always like to do a quick energy check and release.
• 2:26
  Jessica: When you think about creating content for your business, what is showing up for you?
• 2:32
  Jessica: Is it excitement about all the ideas that you have?
• 2:35
  Jessica: Or is it the weight, the shame, the guilt that comes with planning the content and not executing, or knowing that you need to post every day and not doing it?
• 2:44
  Jessica: I want you to take a deep breath and release all of those limiting beliefs about content, because I promise you, you do not need to be a full-time content creator to make your business visible.
• 2:58
  Jessica: You only need one piece of source content and a clear path for that source to travel and get distributed, and today we're gonna be talking all about building that
• 3:07
  Rachel: So before we get into it, we really like to establish who we're recording this episode for.
• 3:11
  Rachel: This is for you if you have something, like, a passion hobby for us.
• 3:14
  Rachel: Maybe it's a YouTube channel for you, or it's some type of long form piece of content that you want to pour your time and energy from, And you want to be able to take what you're putting your heart
• 3:26
  Rachel: and soul into for that one piece and not have to start over from scratch just to multiply its impact.
• 3:33
  Rachel: So today we're gonna be breaking down all of our process.
• 3:36
  Rachel: Let's go ahead and get into it
• 3:37
  Jessica: All right, so step one, and I think this is really the strategic plate piece that allows all the other pieces to flow better, is that Rachel and I always stick to quarterly planning sessions.
• 3:50
  Jessica: So we have tons of episodes about how to plan.
• 3:53
  Jessica: To give you a quick overview is that every quarter Rachel and I sit down, we at the episodes that hit, what didn't hit, and then we look at, what period we're going into, what one of our products that
• 4:04
  Jessica: we have may be appealing at that time or what our goal is to sell.
• 4:09
  Jessica: And then we work backwards from there and map out the episodes to support them.
• 4:14
  Jessica: We really, really love on here, if you've been here for a while, you know we like to do lots of series.
• 4:18
  Jessica: We do launch series, we do funnel series.
• 4:22
  Jessica: We do this Life First Business series that we're doing right here.
• 4:25
  Jessica: We do planning series.
• 4:26
  Jessica: So we like to plan the different episodes based on, and we go into how we plan is we pick episode topics, and then we outline quickly, our main points, and then what we want our CTA to be.
• 4:37
  Jessica: And that way every single week we at least have a starting point on our scripts.
• 4:42
  Jessica: From there, either Rachel or I, we've got a scriptwriter employee that we have not launched into the lab yet, but we use it for us to script out our scripts in a strategic way that's based on how we
• 4:54
  Jessica: like to present.
• 4:55
  Jessica: We've been doing this podcast for three or four years now, I think.
• 4:58
  Jessica: It's been a long time.
• 5:00
  Jessica: So we have a good flow on how we like to do that.
• 5:03
  Jessica: I think one of the main things is make sure you're going in with a plan, put in the reps, and it's gonna get easier every single da- thing.
• 5:09
  Jessica: And then it comes to recording day.
• 5:11
  Jessica: I'll let Rachel go into what record is and how we kind of approach recording.
• 5:16
  Rachel: Yeah.
• 5:16
  Rachel: Well, first I wanna say the planning layer itself isn't exclusive to the podcast.
• 5:22
  Rachel: We plan at the business level, and then we say, "What is it that our clients are feeling in these particular seasons?"
• 5:30
  Rachel: If you've gone through our planning episodes, you know we talk about, the life rhythm that you have to go through and all of the different seasons of life in business.
• 5:38
  Rachel: And so when we're talking about planning, we're not just sitting here talking about at the podcast audience, what is happening?
• 5:45
  Rachel: We're looking at the pulse of our clients, our businesses, and all of the other components that happen there.
• 5:51
  Rachel: Finally then, when we sit down to record, that long form piece is considered to be our anchor, and we are not necessarily recording or creating any additional pieces outside of that long form.
• 6:05
  Jessica: yeah, and I think one of the things that we do to be able to use that long form strategically as an anchor is that we've learned how to craft the scripts to have hooks at different places, so then
• 6:15
  Jessica: when we are going back and trying to create smaller pieces of content out of that, we're able to strategically use it.
• 6:22
  Jessica: I think another big thing that we do is we have this blocked off on our calendar as an appointment time.
• 6:28
  Jessica: We actually have two each week.
• 6:30
  Jessica: That's probably the biggest struggle that most people have with content is protecting the time to come and record.
• 6:37
  Jessica: I mean, I love having a co-host.
• 6:38
  Jessica: This podcast probably wouldn't have been going on for four years if I didn't have her.
• 6:42
  Jessica: But it's you do have to have some sort of discipline of creating that space and then guarding it with your life to sit down and create the anchor piece of content or nothing behind it is actually going to
• 6:52
  Jessica: work
• 6:52
  Rachel: the strategy behind our record process is that people are often working backwards, right?
• 6:58
  Rachel: They're saying, "Okay, the carousel, the reel, the blog all need to be created," and they're creating those as individual assets.
• 7:05
  Rachel: Like Jess said, we are really structuring the top part of our effort, which is the hour-long recording session, to then fulfill the needs of that carousel, that reel, that blog, every single thing, so that there's absolutely no supporting
• 7:21
  Rachel: content that is starting from scratch.
• 7:23
  Rachel: And I think that strategy has saved us hours and hours of time, from not having to sit down afterwards and say like, "How do we now get this out?"
• 7:33
  Rachel: I think that's the most important part.
• 7:35
  Jessica: after we finish our recording, we do use Descript, which is one of our recommended tools.
• 7:39
  Jessica: We'll have an affiliate link for everything we talk about in the description, but we use Descript for editing and recording our podcast.
• 7:46
  Jessica: Descript has an option where you can record with others, so I send right to the link every time we go to record.
• 7:51
  Jessica: We hop on here, and then once it's done, it will automatically load into our Descript.
• 7:56
  Jessica: I'll title it right, grab the link, share it with our VA, and then drop that into our podcast planning calendar in Notion And change it to ready to edit.
• 8:06
  Jessica: Our VA gets the notification that it is ready for her to edit, and then she has this whole workflow that we probably don't even touch after this, but I can tell you what's happening because we built out the
• 8:18
  Jessica: process and then handed it off to her
• 8:21
  Rachel: Yeah, and I think that that's the part too, when you have found a system or a tool that works for you.
• 8:27
  Rachel: Like in Descript, our VA works on both of our businesses as well as the podcast, she has created templates and structures.
• 8:35
  Rachel: What are they called inside of Descript?
• 8:37
  Jessica: Template packs.
• 8:38
  Jessica: Yeah
• 8:39
  Rachel: like load your branding, load your caption style, your everything in there in a few clicks.
• 8:45
  Rachel: While that is heavier lifting from the forefront because you have to think through all of those various components, it makes the constant repetition of these tasks so much more easy and sustainable because it's a standard that you established
• 8:58
  Rachel: at the get versus trying to edit and trying to record from scratch every single time you sit down to take a clip out and to take, you know, a carousel and all of those different tools.
• 9:08
  Rachel: So the part that I think is super fancy pantsy.
• 9:12
  Rachel: And then when we are done with the editing and recording spot, we then move the transcript, the actual raw final transcript into a tool that we've actually created because we didn't see this tool existing literally anywhere and we
• 9:26
  Rachel: were like, This is something that has saved us," I would guarantee hours and thousands of dollars in our business, and it's a tool called Content Sprout, and this is our multiplication layer.
• 9:37
  Rachel: This is where it takes, I would say like 5 to 10 minutes.
• 9:41
  Rachel: I've done this with all of my blogs And essentially after you've done a few things, again, that initial setup of a brand voice and quality standards and all of that, it can then turn one piece of long form
• 9:54
  Rachel: content into 30 platform ready pieces across various formats.
• 10:00
  Rachel: And so you can do a LinkedIn post, you can do a script, you can do all of these different things, short form, talking head, carousel copy, Pinterest descriptions, and it's what's allowed us to amplify and take things out.
• 10:13
  Rachel: I was talking to somebody the other day that has a podcast as well, and I was talking about how we are just cranking out pieces of content and this person was like, "That takes so much time."
• 10:24
  Rachel: And I said, "Well, we've systemized it so well that it's two three five clicks, right?
• 10:29
  Jessica: To do the full edit, nadia takes four hours.
• 10:32
  Jessica: I think it takes her two to three hours per week.
• 10:35
  Jessica: I know because I track her time.
• 10:37
  Jessica: But once she drops it in...
• 10:39
  Jessica: And we do, a lot of content.
• 10:40
  Jessica: I would say we're at the upper level of expert on the content that we push out.
• 10:44
  Jessica: I don't think I would recommend, and we definitely didn't start with pushing out 50 to 60 pieces of content.
• 10:50
  Jessica: It was something that as our system got better, it increased our capacity to be able to flow it out.
• 10:56
  Jessica: So that's our second tool that we say we need is Content Sprout.
• 11:00
  Jessica: It can be a little overwhelming because if you let Content Sprout do it, you're gonna get like, 30 different pieces of content.
• 11:06
  Jessica: So again, I think it's defining the system.
• 11:08
  Jessica: Our VA knows how many clips to pull from Content Sprout, how many carousels, how many blog posts, LinkedIn, all that sort of thing.
• 11:16
  Jessica: You have to put it in a container, and it's not just this overwhelming, amount of stuff that comes out.
• 11:20
  Jessica: Basically, Content Sprout for video clips, it'll clip out the timestamps that she needs to cut from the main episodes in Descript.
• 11:28
  Jessica: And again, this is why I love Descript so much because all you have to do in Descript is go highlight the words that you wanna turn into a clip and then say, "Turn it in a clip, apply my
• 11:37
  Jessica: brand template," and voila, we have a beautiful clip ready to go.
• 11:41
  Jessica: For the clips from there, she downloads it into, our Notion content system because we have another tool that we're gonna talk about a little bit about how we schedule it.
• 11:50
  Jessica: For the carousels, it gives you, the words for each slide that you can copy and paste into your tool of choice.
• 11:56
  Jessica: I'm pretty sure that's Canva for everybody.
• 11:58
  Jessica: We have Canva templates that we can kinda just drop those things into.
• 12:03
  Rachel: But we're missing an important step here is that once it's generated everything, you can literally send it line by line, task by into Notion.
• 12:13
  Rachel: And so then when you're assigning, you know, putting your clipped pieces and dropping them into your Notion task of this, everything is in one place.
• 12:23
  Rachel: But that bridge of saying, "Okay, reviewed it, approved it in Content Sprout," it's one click to get it every single thing loaded into your project management tool
• 12:33
  Jessica: And if you do not use Notion, you can download it as a CSV and upload it if you wanted to, or you can also copy and paste into a Google Doc, 'cause I know some of my entrepreneurs just
• 12:42
  Jessica: still love their Google Docs.
• 12:44
  Jessica: So that is the multiplication step, and then it gets multiplied even further inside of Notion by another tool that we love and have used forever, the link will be down, is Notion Social.
• 12:58
  Jessica: What Notion Social does is, I've been using it for three years now, but it basically allows you to schedule your social posts directly from Notion.
• 13:08
  Jessica: Once it goes from Content Sprout into Notion, all we need to do is add in the clips.
• 13:13
  Jessica: The captions are already there from Content Sprout.
• 13:16
  Jessica: The clips or the graphics or the whatever kind of format it's gonna be, and then it's into Content Sprout, and once Nadia adds the graphics there, she just changes it to ready to approve.
• 13:28
  Jessica: Rachel gets a notification from Notion, and then she can go bop, bop, bop, bop, bop, bop, bop, and basically because Notion Social can connect to Instagram, Facebook, LinkedIn, Pinterest, TikTok, I'm trying to think of all the ones we've
• 13:41
  Jessica: got connected, any social media platform out there, we can just choose what platforms we want each post to go to, and it automatically distributes to those platforms from Notion, so we're not having to download and re-upload to every
• 13:55
  Jessica: single specific site.
• 13:57
  Jessica: It also will, after the post has been there for seven days and 30 days, go back and update the analytics on those specific posts.
• 14:05
  Jessica: So we can see how many likes, saves, views, all that good thing.
• 14:09
  Jessica: That would literally take you freaking hours to do if we did not use Notion Social.
• 14:16
  Jessica: And it is an amazing tool.
• 14:18
  Jessica: It's run by this guy named Paul.
• 14:19
  Jessica: I have been with him for probably three years.
• 14:22
  Jessica: He is so responsive to ideas.
• 14:24
  Jessica: He may have a team now, but usually I'm like, "Hey, can you get it to do this?"
• 14:28
  Jessica: And he'll do it for us.
• 14:29
  Jessica: So I highly, highly recommend if you use Notion for your content calendar to integrate Notion Social because it just saves so much time and effort not having to download and upload.
• 14:41
  Rachel: Yeah when I took over the review process, I thought it was gonna be like...
• 14:44
  Rachel: I think I had initially blocked off two hours of my calendar 'cause I was like, "I gotta get through 100 pieces of content, and this is gonna be so stressful."
• 14:53
  Rachel: And it is so simple because you literally just look at the copy, make sure it sounds like us, make sure it's reviewed properly.
• 15:00
  Rachel: It's very logical.
• 15:01
  Rachel: What do we have?
• 15:01
  Rachel: A conveyor belt of...
• 15:02
  Rachel: What do you call it on, in our Notion?
• 15:05
  Jessica: Content Assembly line
• 15:07
  Rachel: assembly line.
• 15:08
  Rachel: And so I'm literally sitting there.
• 15:09
  Rachel: My first step is reviewing all of the copy, and then I move it to ready or move it to the proper day.
• 15:15
  Rachel: I drag it onto the calendar, and it puts it there as a placeholder.
• 15:19
  Rachel: Once it's been dragged, then you go down and you pick the time that you want it to be scheduled, and then you just sched like say ready to be scheduled, and it takes it and it puts it on,
• 15:30
  Rachel: scheduled when it's the actual date is.
• 15:32
  Rachel: It's phenomenal.
• 15:34
  Rachel: I am literally...
• 15:35
  Rachel: I'm always still amazed at this when I do this on a weekly basis with our podcast clips 'cause I'm sitting here, I'm like, "How did I just schedule 30-plus posts across five different platforms in like 10 minutes.
• 15:48
  Jessica: Yeah.
• 15:49
  Jessica: Yeah, I'm looking at our total posts per week, so we're not lying to you guys, and we did 39, and then we did 31 the week before.
• 15:58
  Jessica: And probably if we wanted to maximize this even more, we could do more in a little bit about time, but we have other things for our VA to do, and we don't wanna overwhelm her.
• 16:08
  Jessica: But yeah, 39 posts in one week is literally a freaking whole entire marketing team, and we're putting one hour effort into it.
• 16:15
  Jessica: She's putting two to three hours of effort into it, and I think probably Rachel adds, what, 30 minutes to review and approve everything.
• 16:21
  Jessica: And we have seen our podcast grow so much since implementing this because we're not relying on, one single source.
• 16:29
  Jessica: We're getting so much more out of our posts because we're not relying on just TikTok or just Instagram or just YouTube Shorts to help us get promotions.
• 16:40
  Jessica: So it really has been just such a game changer for our business and allowed us to kind of show up everywhere on a couple of hours a week.
• 16:49
  Rachel: Yeah So I know we went through a bunch of different tools there, so I'll quickly just summarize it.
• 16:53
  Rachel: So record it into Descript.
• 16:55
  Rachel: Export the transcript after it's final into Content Sprout to create all of our different variations.
• 17:01
  Rachel: Notion our container for all of our various post types, captions, all of the content breakdown, and then Notion Social is what pushes it out to each platform.
• 17:14
  Jessica: And I know people are probably thinking like, "Oh my gosh, all these different softwares I have to pay for."
• 17:19
  Jessica: Descript is 40, I think I pay $27 a month for Content Sprout and $20 a month for Notion social.
• 17:26
  Jessica: And I think Notion is probably $20.
• 17:28
  Jessica: So it's like $120 for 39 pieces of content and four VA hours.
• 17:34
  Jessica: It is the most optimized thing that we have done in either of our businesses, I'm pretty sure.
• 17:41
  Jessica: And that is why we love it so much.
• 17:44
  Jessica: We're obsessed.
• 17:44
  Jessica: I actually was thinking, "I've got this optimized so much," we could definitely start managing other people's podcasts if we had time because know.
• 17:53
  Jessica: So if this episode gave you some breathing room, make sure you send it to your business bestie.
• 17:58
  Jessica: You know, the one who absolutely crashes out every time she thinks about planning her content.
• 18:04
  Jessica: She does not need a bazillion new ideas.
• 18:05
  Jessica: It's four ideas a month, and then let your content go forth and multiply using our content multiplication program.
• 18:13
  Jessica: Next week we have one more episode, we're gonna be doing our final episode of our Life First Business series, and basically we're gonna be talking about the systems that make it easier for us to delegate or ask for
• 18:24
  Jessica: help.
• 18:25
  Jessica: So we're gonna be going through...
• 18:26
  Jessica: I think a lot of times people get blocked up by, like, "Oh, I wanna hire a VA, but it's gonna be so much work.
• 18:31
  Jessica: Da, da, da, da, da, da."
• 18:33
  Jessica: We're gonna talk about all the things you should have in place before you start to hire, before you start to help, and why having these systems is gonna make it easier, not only for you, but for you down
• 18:43
  Jessica: the road.
• 18:43
  Jessica: Whether you're hiring one of our AI assistants in your business or a real, live, human, these are systems that you need to be able to replace because you cannot outsource chaos.
• 18:52
  Jessica: It will just create more chaos.
• 18:55
  Jessica: It will be multiplying bunnies of chaos.
• 18:56
  Jessica: So, until next week,
• 18:58
  Rachel: We're
• 18:59
  Jessica: rooting for you.