Best Podcast Project Management Tools

Notion Workspace and Airtable

The correct project management tool can assist you in surfacing pertinent facts for

project decision-making. It fosters cooperation, streamlines reporting, and makes it simple

for project team members to know what has to be done. The correct software tools enable

someone to complete their project more quickly, effortlessly, and with everyone working

together. Finding the best project management and scheduling solutions is a significant

decision that should be made with seriousness if one advertises on podcasts.

My podcast advertising campaigns and their performance indicators are tracked using a dependable project management solution like Trello or Asana. With these project management tools, podcasters may effectively and efficiently plan their next advertising initiatives (Project Management and Scheduling Tools for podcast advertisers: Articles on Podchaser, 2022).

This post will cover several project management and scheduling applications to consider as you prepare your podcast advertising campaigns.

1. Asana

Asana is one of the most excellent methods for effectively managing tasks and

maintaining organization. Asana is an attractive option if you are in charge of teams with

more than two members. It is simple to keep track of and achieve deadlines thanks to its web and mobile apps. Asana also records project progress, plans sprints, and effectively

launches new projects while integrating with existing tools. Leading work management

software Asana assists teams in organizing their work, from routine tasks to essential

projects. Organizations may view, discuss, and carry out their teams objectives with

Asanas living clarity system.

Asanas unique ability to construct automation for a podcasters work sets it apart from other management software. This implies that someone may create tasks for podcasts to change ownership and advance through the pipeline with the touch of a button. When you have a large team to manage and fifty jobs in your backlog, it becomes more helpful because you must spend less time moving tasks around and delegating duties to team members. This automation feature, which Asana refers to as Rules is only accessible for Premium and higher accounts and is located in the upper right corner of your project overview.

2. Trello

Trello project tracking gives podcasters flexibility and visibility. It is well-liked

because of the Kanban board design. As a result, Trello's user interface is quite essential. If you require a visual project management solution and do not frequently need to assign work to different teams, Trello can be helpful. Trello is a web-based list-making program in the Kanban method that is perfect for novices due to its straightforward interface. If a person is not acquainted, Kanban is an organizing method that originated in Japanese auto production. Still, it can be used in various sectors, including podcasting (Project Management and Scheduling Tools for podcast advertisers: Articles on Podchaser, 2022).

Making Kanban lists divides a workflow into recurring components such as to do in progress and & done. Each of these components is visually represented as a column on a task board. Your tasks are first listed under “To Do then you move them to “In Progress and then (hopefully) over to Done. A cyclical process like producing weekly or monthly podcast episodes can be well managed with Kanban. Trello is free to try out, with premium tiers starting at a reasonable monthly fee and increasing if you like it.

3. Airtable

While you may undoubtedly use Google Sheets, Excel, or another tool, Airtable is

one of your all-time favorites. Experts advise podcasters to grab my free Airtable podcast

content calendar layout for the whole experience. The selling point of Airtable is that you

can create a unique app for your workflow without ever learning how to code. Airtable lets

you see data in various ways, including calendars, Kanban lists, and Gantt charts, once you

enter data into a database. AirTable is another good choice for newcomers familiar with

Microsoft Excel because its primary feature is the spreadsheet. The free edition of AirTable

supports up to 5 team members; after that, a person must pay a fair sum per person each

month.

A podcaster can avoid using Google Forms by using Airtable for your guest

submission form. Post the guest submission forms link on your website, check it once a month or two, and then get in touch with anyone you believe would be a good fit for your program (Hamer, 2023). Instead of using Google Sheets, Google Forms, and several other applications simultaneously, having everything in this single spreadsheet, or what Airtable refers to as a base makes it simpler to monitor everything for your podcast and access all the information in one location.

4. Notion Workspace

The notion of workspace is a Google Documents substitute made to make taking

notes, producing documents and assigning tasks easier. An all-in-one workplace called

Notion allows podcasters to write, plan, collaborate, and organize their work. Creating

their podcasts enables them to take notes, add tasks, and manage projects. In IDEA, a

workstation is where an individuals activities occur. It is your virtual workspace, where

you may arrange information and produce just how you like, whether a person is working

alone, with a team, or for the entire business.

However, unlike Drive, it enables you to integrate word processing and spreadsheet creation into unique apps rather than splitting them into Docs and Sheets (Hamer, 2023). Notion gives them blank pages that they can fill with various blocks based on the kind of information an individual requires. As data in tables may be shared across documents in the same workspace, Notion also serves as a database. Notion offers the building blocks, but you can design your workspaces and toolkit to complete tasks (Hamer, 2023). With the help of this workspace, you can write in a lovely, uncluttered environment, create your wiki (with an unlimited number of content layers), plan using a kanban view, a calendar, or a detailed list view; and, lastly, seize workflows and keep track of everything by using spreadsheets and databases.

5. Calendly

The best tool for managing meetings and scheduling them is called Calendly.

Meetings can be scheduled without conflict. Experts strongly advise podcasters to use

Calendly for scheduling to maximize production. Calendly makes it simple to schedule

guest appearances, and users may select the day and time that work best for them (DeSilva, 2021). Calendly adjusts to a teams and the podcasters preferences for scheduling.

Along with a colleague, co-host a client call, send follow-up emails and reminders and integrate all of this with an individuals favorite software. Calendly is one of the top applications for meeting scheduling that allows other people to arrange meetings with you (DeSilva, 2021). Calendly functions by syncing with your current calendar. Thanks to scheduling apps, there is no longer a need for numerous emails back and forth.

By adding the confirmed appointment to your calendar, a scheduling tool can help you cross another item off you list of things to accomplish (DeSilva, 2021). Additional Calendar functionalities include buffers, which allow podcast owners to add extra time before or after scheduled appointments; time zone detection, which shows availability in the time zone of your guests; and a minimum scheduling notice requirement, which stops last-minute meetings from being scheduled and gives you time to prepare for the podcast.

In conclusion, it is beautiful that there are so many project management tools

available for podcast production teams to pick from because every team operates

differently. I think that Trello is the best option if you want something simple. For those

managing complex teams across numerous projects, Asana is preferable. Calendly is a

fantastic extra tool for scheduling meetings with people outside your company.

Although podcasts are primarily an audio format, creating one is a multi-media task. With project management software, you can maintain your show notes links, excerpts of every episode, audio files for intros and outros, and picture assets for your logo and social media in one location. Thus, project management tools often assist individuals in stepping outside their silos and keeping track of how the entire process, not just their part, is progressing.

References

DeSilva, G. (2021). Essential Productivity Tools for Podcasters, Happy Scribe Blog. Happy Scribe Blog. Available at: https://www.happyscribe.com/blog/essential-productivity-tools-

for-podcasters/ (Accessed: February 17, 2023).

Hamer, A. (2023). Project Management Tools to Keep your podcast on Track, Descript. Descript. Available at: https://www.descript.com/blog/article/project-management-tools-to-

keep-your-podcast-on-track (Accessed: February 17, 2023).

Project Management and Scheduling Tools for podcast advertisers: Articles on podchaser

(2022). Podchaser. Available at: https://www.podchaser.com/articles/podcast-

insights/project-management-and-scheduling-tools-for-podcast-advertisers

(Accessed: February 16, 2023).