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It’s been 8 months since I started my podcast, Better Thinking. Producing the podcast was more difficult than I anticipated but very worthwhile - especially to be able to connect with and learn from experts.

There’s no way I could have done it without my podcast manager, String. He’s also my brother and runs the day-to-day operations of the podcast. He’s a ‘systems’ guy and for the podcast he created a Trello board to keep things on track.

Our Trello board consists of the following:
By String

1 — Guest ideas: Can be anything from a specific person, industry or topic for the podcast - it all goes in here. It’s not yet given the green light. It serves as the ‘holding bay’ for ideas.

2 — To contact: This is always a person (not an organisation or company) because we need to find the contact details to be able to reach out to the guest. In each Trello card there would be some notes about the guest and contact details.

3 — Contacted: As soon as guest is contacted we move the card into the “Contacted” list. I have an automation set up so that ‘when a card is added to the Contacted list’ then ‘add a due date for 14 days.’ After 14 days the due date will turn ‘red’ and alert me that this card is now over due. I use Trello’s Butler for this automation.

4 — Contacted 2: If we haven’t received a response from the guest within 14 days then they are contacted once more and added to this list. They sit in here for a further 14 days. If a guest responds from initial contact then this part is skipped.

5 — Waiting: This is only used for big names who haven’t responded after two contact attempts but we don’t want to forget about them. Very rarely used.

6 — In discussion: Card is moved here if we are communicating with guest but haven’t scheduled a time for the podcast interview.

7 — Scheduled: Card is moved in here when a time for the podcast has been confirmed. It sits here until the interview has completed.

8 — Recorded: After Nesh interviews a guest the Trello card is moved into this list. Mainly used as a reminder to transfer the recording from Nesh’s computer, record an intro and prepare notes to send to our video editor to do the post production.

9 — Editing: The card stays in this list until the video and audio files are edited and ready for uploading to Youtube and our audio hosting platform.

10 — Done: The final step in the process is when the episode has been uploaded and published.