Are You Ready? Lesson 3: Organization
Now that we’ve established that we are DIY-ing this whole advertiser and sponsor thing, it’s best that you know what it takes to manage it all now. Using the Platform Model can be complicated, because you are delivering a multitude of things across several platforms. Staying organized is going to be the difference between continued success with your partnerships and people pulling out of contracts on you at the last minute.
If you haven’t noticed already, creating a podcast with any kind of regularity can be complicated. There are a lot of pieces flying around at the same time (and some you may not bother with because it’s too….complicated.) The website, the podcast host, the show notes, the episode graphic, the website and social media promotion, the email to the audience, and let’s not even get into what you’re managing if you have an interview show, right?
Accepting advertisers and sponsors does not make things easier. We will be offering space in the podcast, on the website, on social media, during live events, in our emails, or whatever combination of those you feel comfortable with. Managing even more pieces requires organizational skills.
Being organized means:
- You schedule your podcast, social media promo, and email before the go-live date.
- You have a system for your guest management, so you don’t have to grab their bio and headshot last minute either before the episode or before it goes live.
- You have a system for handling feedback from your listeners, or if you don’t, you’re still able to respond to them within 24-48 hours of their contact with you.
- You have a team in place to handle any of the above tasks.
Why do you need this?
When you get advertisers and you’re doing everything yourself, you’ll need to be able to manage several aspects of the process.
There’s the administrative process, accepting payments on time and having contracts signed.
Advertising creation – regardless of whether you or your partners are creating the spots, (and you creating them is a whole other thing to manage,) you’ll have to manage making sure you have what you need for each episode and each week.
There’s the advertising execution – making sure the right ads are inserted into the right spot on your show, on your website, and that the promised amount of promotion is delivered.
Delivering performance indicators – letting your advertisers and sponsors know how well their ads did and how you’d recommend they tweak or move forward based on the response they’ve gotten so far.
Satisfaction and renewal – you’ll need to keep track of when the contracts are up and check in with your advertisers to see if they’ll be moving forward or ending the relationship.
Don’t have this?
You may not have ALL of the above aspects of your podcast in a state of organizational perfection, and that’s ok. But if you don’t have systems in place yet, this is probably because you’re doing everything yourself and you either don’t want to hand it off or you don’t know how, or you’re totally overwhelmed. Either way, you can get organized with these baby steps:
- Schedule in your calendar, in advance, when you’ll be uploading the show, promoting it, or sending emails about it. Stick to this schedule and be rigid.
- Use a booking system to schedule and collect information for your guests. Schedule Once even takes care of thanking them with a follow up email!
- Hand off one tiny part of it to someone who maybe you don’t trust yet, but you’re willing to give a shot. Let someone else write the show notes, schedule the social media, create the graphics with a template you provide, anything to take one of the pieces off your plate. When you’re cool with that, give them or someone else another piece. Piece by piece until you can handle taking on the extra tasks sponsorships and advertisers require of you.