03-18-21- Traci’s Coaching Call- Workflow Tips
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Traci: [00:00:00] Hey, everybody looks like we’re still getting some videos popping up.
This is my I’ve been working on my computer since 5:00 AM. Face. Case anybody was wondering.
[00:02:00] Yeah. But somehow January I’ve been working on my computer face looks spicier than mine. Judith, you look beautiful as always, right. Um, this is gonna send one really quick text. Yeah.
No, the couple of people had texted me today, um, that they were out of town and couldn’t join us. So, okay. Let’s get started. We’ll have some other people join us. I’m sure. But until then, let’s roll with some wins.
Good morning. Hi, everybody. I haven’t talked in a while. I’ve got some wins. Hi everybody. I think we’re systemic wins. I’ve been [00:03:00] about this one, but the, uh, the, the last six or six to eight weeks, I’ve been doing a lot of personal growth work, which is helping me in my business. And I, I was shy about it because it was pretty intense and it was NLP work, private sessions, work, um, Hoffman process, which is family dynamics stuff.
You’ve inherited from. You know, behavior from parents, grandpa, all that stuff. And it’s just had a huge impact on my re relationship in such a positive way and with the kids and just with everything. And these are patterns, of course, that are, they’re not really patterns specific to the relationship they’re in everything, any pattern.
And it’s just been amazing. So. It’s not necessarily a podcast when, but it’s so supportive in terms of a fi fi foundational piece for that. Um, I’m just so happy I’ve done the work, which is work I do with other people in the coaching guided meditation and dig into some of that stuff. So that, that [00:04:00] was huge.
Um, and it’s really helped me, um, kind of anchor to a phrase. I think I heard, Oh, she’s not on today. She talked about doing, uh, you know, finding your purpose in podcasting. And I really, I really have anchored to that the last couple of weeks in terms of, okay, what’s going to be happening. And, uh, it’s clean, it’s clear the space for that.
And I have a new office in downtown Boulder, which is really exciting as well and everything else. So. Those are my wins. Well, I just want to say that when you can have a win, that’s focused on personal growth, it is absolutely a win that’s attached to podcasts, because so much of what we do in the process of building, launching, sustaining, growing our podcasts is tied to our personal, the way we personally feel, or the way how we’re personally communicating, how we’re personally connecting.
And so I. Absolutely. See [00:05:00] that in any time personal growth and development is involved in anything, it’s a win just when you show up for that. And then to have committed six, you said six to eight weeks. Oh, eight weeks in there yet. I mean, it was so thank you. I also think that there’s an interesting when to extract out of that, when you said.
That is what you do with other people. Sometimes it’s incredibly difficult to have to have to work with somebody who does what you do and be open. And again, coming back to that willingness is like whenever I’ve hired a consultant, um, I’ve had to like sit on my hands just to be like, okay, I’m paying them to teach me.
I am not in the role of the consultant. I am not in the role of the strategist. I’m in the role of being open and willing to learn. And it’s hard. It’s [00:06:00] so hard when you reverse the roles. It’s just so hard and not to micromanage it. Not to. Either train the trainer. Um, so yeah, that, that to me is even a bigger win that you were able to able to do that and, and receive it and grow from it.
So, shoot. Yeah. That’s a woman. Thank you. Absolutely. All of it. Okay. Yeah, absolutely. Okay. Well, um, I mean, I guess I could share when I’ve been working really closely with someone who is rebranding their podcast. And it’s been a really great journey that, um, that I’ve been able to work with them and we’d done some amazing things together and they were actually able and launch their whole new brand yesterday.
And so that’s the one that I share. And I don’t know if anybody else shares the one that. Similar to that. Um, but we can always ask
[00:07:00] Judah. Oh, you’re muted. You’re muted.
You’re muted. We can’t hear. Yeah, we can’t hear.
I totally forgot. I have to use this mic now on some of the fancy new my, so my little baby, um, my new little baby, so thank you, Tracy. So I launched with, um, Tracy interviewing me it’s the beginning of my third year. And. It has been a pleasure getting to know you throughout this process. Tracy and I, and I found that.
So we launched yesterday, the beginning of the third year, new brand new, the amicable divorce expert, positioning me to [00:08:00] move this to even another level, the amicable divorce expert. Two, two things or three things. I, I found that I really liked the new package, um, so much so that before this call, I reached out to some very high powered attorneys and authors to be guests on my podcast.
I mean, people that I know have millions of followers and I thought, well, screw it. I mean, this looks like a really good product. And so. You know, I want them on the show. That’s so I’ll reach out. That’s that’s what it gave me is just a more secure position to come from, even though I think I’m pretty good at what I do.
James, but to your point, that’s exactly what I’ve been thinking about the last few days, the divorce environment in podcasting is over-saturated and my [00:09:00] numbers have gone down over the last two or three weeks. I kind of have a feeling it’s because of the over-saturation. And so I started thinking about, all right, well, look at Oprah.
Look at the really good. Successful interviewers, what do they do? How did they focus and what was their purpose when they started their, um, their journey and their careers. And so you raise such an excellent point to start this meeting because finding your purpose and podcasting is you really have to do that.
And it has to be congruent with who you are. It has to come out of you naturally, and everything has to click. Because of that. And so I really am appreciative that you said that I have a weird win other than this huge win launching, but I’ve a really weird win I liked because I I’m hoping it’s the beginning of the [00:10:00] relationship that I started cultivating and it’s with that radio station that I wanted to get on, on K rock.
So I listened to it, even though they didn’t interview me, I still listen to it. It’s fun. I enjoy it. And one of the hosts, Allie presented a news piece on divorce that I thought was fascinating. And that is genetic coding that allows you to have better relate. Jen, you’ve heard of this. It allows you to have better relationships, lasting relationships and trust.
Uh, is a big part of that. And so I just aim, I just, I cheat her and I said, Hey Allie, can you send me a link to that piece? You just did. She answered right back. And I’m like, you know, this is good. This is an organic relationship beginning. And I bet my bottom dollar, I eventually get to be on the show. At least that’s my focus.
So that’s my weird win. I know one of the things that I wanted to connect and, um, [00:11:00] share with, uh, with the rebrand that we did for Judith is that we connected two of her passions. So with her previous podcast, it was focused. I mean, it’s the same podcast in terms of content and format, but. There was not, there was a, it was her as a mediator and doing amicable divorces.
Whereas now there’s like this personal brand associated with her brain. So that was the other thing that I think with this, the development of podcasting host. And building your brand as a host is equally as important in connecting that story to why. And what is your purpose in podcasting? So, and also there are very few people that have ever, that I’ve ever met that have ever worked in the circus.
And what is more of a divorce? What, what could describe a divorce more [00:12:00] than chaos and. And, and, you know, you have so many great metaphors that are associated with that. Now you’re going to be tying in the circus metaphors, tying them into the titles of your episodes. The website tells your backstory about how that, um, that you worked within the circus and how that really led to your abilities to be such a good mediator in all areas.
Because of working with different cultures in different personalities and different families, then how. They raised their children. And so to really provide. Your audience with that building that bridge of that personal connection between what it, where it is that you came from and why it is that you do what you do it just as such.
It just makes that, that loyalty and that engagement of that audience so much more powerful because they get it, what it is that you do. And in some cases, Like in Jim’s case, for example, with health and nutrition, that’s kind of an [00:13:00] easy bridge to build because you have your own personal story with, with your journey in, in health and wellness.
But to, to tie in a personal story in a way that, that goes with amicable divorce and mediation, like that’s not always the easiest bridge to build, but when you were sharing that part of your story with me, I was like, We ha we have to do this because it really just shows your true heartfelt passion for the desire for people to function in an amicable situation.
More. It’s just not your job. It’s who you are and your passion. And where does that STEM from and what an interesting and dynamic story. Cause not everybody gets to say that. So. I love that. I wanted to just share that also in terms of how connecting those dots on, on personal development, personal growth, personal stories, like the more you can do that with your audience in a way that’s authentic and connect them, then [00:14:00] you’re gonna just come out of the gate.
And for you, it’s a second gate that you’re coming out of too, but your, your previous science, and that’s why I wanted you to do that, that interview process that we did. Because I wanted people to be able to hear your story of how you got to where you are and so that they, so your already existing audience can be like, Oh, I never knew that about her and your new audience will be, that’s the coolest thing about her.
So, yeah, I really appreciate that. And when we personally met at that, the podcast. Um, podcasts. Was that what it was in February of last year, downtown LA, somehow the circus came out and you got very excited about it. It was something that I kind of just pushed off to the back burner. And when I’m talking to my friends or professional colleagues and I’ll just without even thinking, say, well, you know, when I was with the [00:15:00] circus, that kind of thing happen.
And they stop and it just so second nature to me, cause it was what I did years ago and yes, the metaphor is abound. I never thought of connecting the two. I didn’t think it was congruent until you said no, you have to. And so. When you asked me the question of what was life like all of a sudden it became very clear how I could connect it.
I love talking about it. It was the best time of my life. Um, and, uh, and, and it’s SU it, and it was the, it was the fruition of. Not as specific vision that I had before I started my career when I was in college, but it was the philosophical way I wanted to live my life with as many cultures of people possible in the world and traveling to as many places as possible.
And that was it. And [00:16:00] then years later, the circus. Was hiring for marketing directors and I’m like, Holy shit. That’s what I thought about is a sophomore in college who knew how it was going to materialize the journeys take longer than we think,
uh, I was actually just getting there. I said that we can share it. Um, so people,
um, if my internet will cooperate, cause I wanna make sure I get the link so that people can click straight to it. Okay.
Okay. Maybe somebody else can do that too. Actually, Tori’s on, she can do that for me. Um, Tori, will you pull up the link for the amicable divorce expert.com and posted in the chat for me? [00:17:00] That’s why I love having you on the call. Thank you. Um, and then you guys can, um, How James writes in the essence is the essence.
Divorce is a circus question, Mark. I think when you see that, if you take a look at the site, you’ll really see it. Like the blog posts, I think really drive at him the best because with like, um, Some of the titles are like, uh, walking a tight, tight rope and sticking your head in the lion’s mouth. And like some really great metaphors that are associated with that parenting with a narcissist is like putting your head in the lion’s mouth.
I mean, things like that. Um, and I have to be careful how I use it because I don’t want to make fun of anybody or make light of it, but done correctly. It can serve a purpose and a point. And make me different. Again, the space is oversaturated with divorce podcasts. So as long as I’m going to stay in this [00:18:00] topic area, I need to have an edge.
Not that you have to take this, but what just came to mind for me too, like as a child of divorce, right? Like it can go one way or the other, like kids love or hate the circus, like love or hate the clowns. Like it’s, you know, The analogies abound. It’s awesome. Congratulations. Thank you. Thank you. Yeah. Who else would like to share?
I would. Yay. Good morning, everyone. It’s so nice to see all of your faces and you would thank me for not saying
I’m willing. You shouldn’t be willing. I know. I know, but Hey, um, and Bravo to Judith and Tracy and I just subscribed Judith. I can’t wait to hear your interview with Tracy. God, thank you so much. I cannot tell you how much I appreciate it. Your subscriptions. Thank you. Yes. And, um, Tracy, your [00:19:00] dog is stealing the show a little bit.
He keeps coming in and out back. I just realized that now he’s got his head in my lap, so I don’t know how long he’ll stay here, but that’s okay. No, I wanted to, um, I was inspired to share, given we’re talking about nurturing relationships. And so this is kind of two stories on the same coin. Well, not really, but it’s, it really goes in line with nurturing relationships and I’ll start out with one that was, may not sound like a win, but I feel like it was because the.
Old me would just literally unfriend this person and not even give them space in my life. But, um, out of the blue, there was a woman who’s, you know, and I say in air quotes, a friend on Facebook, she’s in one of my circles, she’s got a, she had a very illustrious career in Motown as a singer. And as a, you know, as someone who loves creatives, I welcomed her into my.
[00:20:00] Circle. And last week I did a post about why I began my path podcasts, because it was about sharing your stories and how you never know how it’s going to affect someone when you tell people’s stories and how it’s going to touch them for where they’re at in their life. And the response I got was so bizarre and antagonistic.
And I even had friends of mine. DM-ing me going, who is this person? These are really bizarre comments. And, um, I tried to handle them with diplomacy and not, but, and not be defensive at the same time, which is really hard when you want to blast someone out of the water. But I invited her. I said, it sounds like maybe you’re not familiar with what my podcast is about, but I invite you to give it a listen.
And if there’s, uh, something you would like to share, I would love to have you as a guest on my podcast. Now I would not have said that had she not had such a big career in Motown, [00:21:00] but I, um, what was interesting is by the end of the thread, she was. It completely turned the situation around. And now once in a while, she will comment on my flower pictures or something else where she’s never commented on anything before.
And that was such bizarre out of nowhere, um, thread of, of dialogue. But, you know, I just had to dig deep and go, okay. Um, I’m on a public form now I have attention and, and I need to handle this with grace and. God-willing was able to turn that situation around. So I just wanted to share that with you, because sometimes we feel like if we’re being, or at least I do, if there’s trolls or people who are being antagonistic, just for the sake of being antagonistic, it’s easy to just hit, delete and block.
But I, I really wanted to keep that thread open so that I could keep myself in check and that maybe I. [00:22:00] Could show others that I’m really doing my best to live into what I’m putting out there. If that makes sense. Um, the other side of the coin is, excuse me, in regards to nurturing relationships, I’ve shared with you that, you know, I went after Sennheiser long before I had the right to approach them.
I didn’t have any content. I, um, approached Larry Dunn of earth, wind and fire. One of the founding members at the same time, he was at the same Nam convention. Long story short, three years later, he and his wife, Louisa, who are working on a music project together, and they’ve been very busy in addition to his music, et cetera.
Um, they are going to be on my show. I do not have a set date, but I got a text from him at 10 o’clock last night saying I got your message. Please know, we’re in the middle of taxes, music, et cetera. And it does, you know, does this recording, is, does this get posted this or this is between us. Um, I can pause it.
Hold on one [00:23:00] second. Um, and then the, also the, the, when I, I want to pick out of that as well, is that three years ago. So one thing that you, how you said what you said, but then I want to revisit that cause you were like, I didn’t have the right to reach out cause I didn’t have the listeners and I didn’t have whatever, but you had the courage and that’s 99.9% of the battle is that three years ago you had the courage to reach out and.
What’s so good about pointing that out in conjunction with that. It took three years to, for it to come to fruition. Is that. Do you just start where you are and just ask, um, ask for those guests, ask, start connecting with those influencers, start putting your brand out there. And even if you have to, um, Create like a, an Excel spreadsheet of, and that would be great, you know, like three years later to look back, um, [00:24:00] and see what progress that you’ve made.
But at the same time, um, just create like a tickler file, if you will. Um, Technically speaking, I guess they call things like CRM, customer relationship management. So I actually have one that I’ve started putting my outreaches. And when I’ve reached out to them, when I followed up, when they said yes, or if they said no, or I never heard from them, or, yeah.
So thank you very much for that suggestion. Sure. And so, you know, you don’t have to have a formal customer relationship CRM, like paid. Program. And there are some free ones out there, but I mean, you could literally just do start with a Google sheet or an Excel spreadsheet or. Whatever you’re the most comfortable with and just, you know, name, date, follow up, um, next steps, you know, and then that way you’re tracking it.
But then you’re also being able to look back at the communication thread as well. So something doesn’t fall through the cracks. So if someone says, for example, Oh, I’d really like to do this, but I’m not going to be free [00:25:00] until spring of. 2022. It’s really easy to forget that you might 20, 80. I’m not free to work for you, Tony.
Totally booked yours. Might want to take that as a hint. No, I’m just kidding. That’s that’s my point. Yeah. Never does never work for you. So, um, so yeah, so having the courage to reach out and then checking that outreach and then watching it come to fruition and, um, and that’s yeah. That’s a really great, I mean, I’m a big fan of Google drive because you can keep Arias, you can keep a press kit, you can keep, you know, you can create folders for guest management.
You can, you know, you can keep it everything in this one particular area. And for me, um, Google drive works really well. Um, for some people project management systems, like a sauna or Monday or things like that work really well. Um, which I’d love for people to [00:26:00] share on, because one of the things that we’re going to do today is bring our one tip that we like for our workflows.
And so I’m, I’m seeing lots of smiles. So I’m thinking that means people showed up with their tips. Um, so let’s kind of move into that direction. Uh, but also like if you want to jump in with the wind while you may think of a, when, as we’re talking about some of these workflows, but, um, but yeah, so, um, I will just use my, uh, may have used this one already though.
I’m kind of feeling like I might have somebody to have to come up with another tip. Have I shared with you? Oh no, that was a different call. Okay, good. This is new to you. Um, so this is my, I didn’t want to delve totally into a CRM. When in a, and I’m not really great at project management systems, I’m not really great at Slack.
Like I’m really good at Dropbox and Google docs. Like I’m really good at those, but I was finding that I [00:27:00] needed to be able to, um, organize my emails when I needed to follow up. So, and this is, this is regard. This can be applied to guest management. This can be applied to sponsors. This can be applied to anything that has to do with your podcast.
I specifically use this tip for following up for producer podcast. So if anybody, if I do a call with somebody and that follow up with them with information and send them materials, I always. Every single time I use the subject line followup from producer podcast. So it doesn’t matter who it’s going to.
If I’m following up with somebody on, um, uh, uh, business relationship with producer podcasts, I always put in the subject line followup from produce your podcast. So then what I can do is at the end of every month, I can go back and search that subject line. I can read the thread. I can either send them a reminder [00:28:00] touch base, um, communicate with them, but it’s, they’re all it’s always there.
And then it’s also triggered to be added to my newsletter database. So anytime. That the email subject line has follow-up from produce your podcast. Then it automatically gets, they get added to my newsletter. So that is it’s. It’s so simple and it’s so basic, but I just didn’t want to have to delve into.
CRM at the time and we’ve grown a lot. So now we have moved into monday.com and monday.com is what we use to manage the flow for all of our clients production processes. Um, and I do highly recommend monday.com. Um, but for me to be able to go and move from Google docs and Google drive in my own little email trick, um, I actually had to hire somebody to.
To integrate, uh, [00:29:00] monday.com into our business, because it just was something that I. Just could not. I tried a sauna. I tried a project management system called Wrike. I tried back in the day I tried base camp because that’s what my VA is. I made some really serious efforts at project management systems and crashed and burned every single time.
So the real true success in us migrating this year from my team was using a sauna, but I wasn’t using it. Um, but I had to make the commitment this year to migrate. Um, over to monday.com and, um, and used it. And if anybody is interested in once to be connected with the person I used, we’re producing her podcast.
And I think I mentioned her winning workflows, we’re producing her podcasts, but she also was integral and setting up the project management system for us. So my tip a trick, if you just want to do simple, simple, basic is use that same subject line. So if it’s. [00:30:00] Follow up from amicable divorce expert or follow up from decide balance.
Then you can always just then go and search those emails. So that’s my tip. Who else wants to share a tip? Yes. So this was, um, those of you who have kind of known me from the beginning here, like there’s two of us starting the podcast and I was gung ho and then my partner business partner wasn’t quite ready yet.
And then she kind of went down ho and life and whatever, this is actually a tip from her. There is a book. Um, I don’t know if it’s a book or a workbook because I don’t have the physical piece of it called the podcast. The planner and the podcast planner.com. And she was telling me about it. Everything I was researching in terms of starting a podcast was I like two or $300 program.
And she was like, I found this $30 resource. And I was like, how good could it possibly be for 30 bucks? It is [00:31:00] fantastic. And the thing that she gives up, I’ve never done Trello. We are a sauna folks. A sauna has been really. Um, intuitive, easy for us to use. So I’ve never, I have never dove dived into Trello.
But she gives a free Trello board that we’ve actually decided to keep us on us for our yes. And then use Trello for the podcast because the pre template that she gives, like to me, even if I never read the podcast planner, my business partner really did that. That Trello board is worth 30 bucks all by itself, just because it lays out everything from.
Pre production all the way through to social media follow up, like it’s, it’s all of it laid out. So that would be compared to the few hundred dollar programs I was looking at. Might be worse. Great [00:32:00] suggestion. Um, I remember when that came out and where you hold it up. Um, Sandy, we hold it up again. Look how innovative that logo is.
I just want to say, like, it’s the RSS feed icon integrated into the pay. I just, I love that brand so good. Um, I think you’re muted, Sandy.
Still muted I’m muted on purpose, but I was just gonna say it’s it’s um, yeah. I’ve seen it be criticized because it’s a lot of worksheets. So if you, you know, half of it is worksheets, but if you can make photocopies, then that’s helpful. But, um, I’m the queen of good intention. So, um, Leah, I’m really glad to know that, um, I have made a good investment and I should get off my ass because it’s also include, well, I mean, honestly, this is why you get in coaching calls to push you where outside, where, you know, you need to go, but.
Chicken [00:33:00] crap to do it. Um, and that’s where also it’s great to know that the online portion, because it also comes with online classes, I would just call them. Um, so thank you, Leah, for the nudge that I probably really, really, really needed to hear, because this was me hijacking the call like three weeks ago saying I need a workflow.
And then you’re, and you’re sitting there with a book that gives you one, but it’s, you know what, here’s the thing about that though? Everybody’s work style is different. Like in some ways, It’s it’s a little bit embarrassing to have been self-employed for as long as I have. I mean, been since 2004. So, I mean, we’re not, I mean, produce your podcast is five years old, but my consulting business is 16, 17 years old.
And to still, and to say that, that my CRM, if you will, is a subject line in an email, but you know what it freaking works and yes, maybe it’s not very savvy, but it’s all, but it’s very effective. So. Um, so yeah, so sometimes it’s just good [00:34:00] to hear what other people are doing and like the cello board, for example.
And, um, she podcasts, they do a lot of work within notion, which is a, um, kind of like a Slack, I think, um, platform, but they are, they’re really big advocates of notion. And of course they’ve added me to their ships, but, um, and I’m sure when they listen to this call, they’ll say, yeah, no, we know you haven’t used it, but that’s okay.
You know, it’s baby steps for me too, in some areas. Absolutely. So, um, I think, I think it has to do too with how much are you one or two people versus a team. Like I. Uh, in my own solo practice did everything out of Gmail and Google drive and like managed a lot because I could rely on the combination of my own systems and my memory adding in additional people.
Yeah. It was like, Oh, I can’t just add you to my Gmail. I mean, I could, but that’s probably not. Right. Exactly. [00:35:00] And that’s such a good point because when Patricia podcast started, it was myself, an engineer and a VA, and now we have like, probably close to 20 people on our team. And so, um, we, you know, we have to, we, you know, they were navigating a project management.
The system around me now I had to show up and, and, and commit and, and be involved in it. So, um, so yeah, and it wasn’t really fair for me to require them to email me when they were functioning. Just fine, you know, but you know, curious secrets revealed here on the coaching call. That’s the way it is that the confess in order to grow.
Right. Um, well, Jen, what kind of tips do you have for us? So. I’m a paper kind of girl. So like with the podcast itself and like planning that, like, I can’t believe I’m showing you this. It’s like, I legit have a paper [00:36:00] planner and I have, so like Wednesday is the title of the episode. That’s airing. Then I write what my nutrition nugget is.
And then I write when my members are getting. And the ad that I did in that episode. And so it’s, this is like the easiest for me. I’ve tried doing this even in a Google doc, like this started in a Google doc, and then I was like, I just need to see it, you know, but I use Trello for all my social media.
Because also like, and agree with you, Leah, like this stuff is just me. It’s all like my little brain figuring it out. So I don’t really have to share it with anyone until decisions have been made about what’s happening. But like I use Trello for all my social media. Um, a big help is Zapier. So Zapier automates between.
My podcast membership [00:37:00] and my, um, MailChimp. So anytime someone signs up through glow, they are automatically added to my MailChimp and automatically tagged as a podcast member. Um, I want to figure it out. Yeah. He’s got a two-step. So are you paying for Zapier? I’m not paying for Zapier and it is two different zaps.
Yup. Um, the downside of that is I want to see if I can integrate Zapier to my WordPress website. When someone puts an email address in there to subscribe to the email list. The problem with the two with that second zap of adding the tag for the email, you know, for the podcast member, it does that to everyone who is added.
So like, luckily not luckily, but [00:38:00] like I’ve been able to manage it myself so far. Um, I would love for that to be at a volume that I can’t manage that annoying undoing at times. Um, but. Does it feel Kim does MailChimp have a plugin for WordPress? Probably. It would just require spending a minute to do that.
Yeah. Like we use convert kit and convert kit on our, as a, as I can then use this app. Yeah. Because I’m using the plugin. Yeah. Um, so anyway, I mean, I guess I get techie at certain moments. But, um, like planning the podcast, the content sort of wrapping my head around those kinds of things. Like I have to see it in paper.
No. And the pen to paper connection is so good for your creativity. It’s real. It’s so a reluctant now that I’m in it even makes me concerned [00:39:00] about our. Generations coming behind us forward because there’s so much creativity that happens between your brain and your hand and the paper versus typing or, um, you know, using tablets and things like that.
And smart phones and texting and stuff. So. And I encourage any time that you’re brainstorming about your content calendar, for example, or if your prepping, even if you’re using as a prep tool for your host. If you’re interviewing guests is to write out the questions, um, because you’ll remember them more as you’re actually doing the interview.
Um, my ship prep for myself, my ship prep is tight to a degree. Um, in terms of right, going into the show and I’ll use highlights and highlighters and stuff, so it can catch my eyes. I need to look at it. But initially what I do always is handwrite the questions or the points [00:40:00] yeah. That I want to make, because as I’m recording I’m I may not be able to like, and I want to hear rustling papers.
First of all, it’s like very annoying. You can hear papers, wrestle your mic will pick it up. But also just to stay organized in terms of, um, just the memory of it. It just makes you feel more organized going into it, like literally in your actual brain matters. So, yeah, so like I take hand notes. I do discovery calls with anyone who’s maybe going to be interviewed because PS you’d be surprised how many people suck at explaining what they do or even telling their own story.
And if. They’re terrible. I don’t do the episode with them. Um, so anyway, I do like the discovery call. I take all my notes on paper from the discovery call. And then a couple days, sometimes the night before I’m going to record with them, I use all of [00:41:00] those notes to create the flow of the conversation.
Cause like sometimes my discovery call might be all over the place and I’m going to skip back because another question came to me and whatever. So then I use this. Put my stuff in a word document and I have my ad inserted. So I know when I’m breaking for the ad I have in there, like what my members are getting.
So I can just read those pieces and it’s all in one flow. And then, but like I have to do the paper thing. Like this is my podcast folder. It’s like, I like, it’s just how my brain works. I love that. I love seeing so many people in a group. This is the sample size of 10 or 11 people, but, um, I love seeing how much paper is still playing a really viable role in organization.
And that really speaks volumes to our connectivity talk creativity, I believe. Right. Do you want me to answer that question or do you want to ask [00:42:00] the question?
Let me read it out loud. Just so everybody can a question perhaps for another day. How does folks frame a discovery call so that it’s an easy let down when an iffy day use their content, especially if you approach them. Initially, that is such a great question. And I do consider that a workflow question is absolutely a great one.
Jen, do you want to, every time. I have, um, had that discovery call and I’m like, cool, this is never going to work. I’m like, Oh,
I’m like, thank you so much. Totally appreciate your time. I have all my notes. Let me see how this might fit into the flow of the show. I’ll be in touch. Okay. So I have a question to back in, even further than that, when you’re doing the email [00:43:00] exchange and having the communications around setting the discovery call, what are the expectations going to the call, a pre podcast discovery call after which, you know, we’ll discuss a potential episode.
And then after that conversation, we’ll figure out scheduling or time to record. Okay. Wait, can you say that one more time? Yeah. So I call it a pre podcast discovery call. I always reference it as a potential episode. So I never say like your episode or like I never make it sound like it’s guaranteed. And I’ve had agencies where they then emailed the, their client and I jumped right in just to be clear, this is a pre podcast discovery call to discuss a potential episode.
So the word potential is absolutely the key, I think so, because they know it’s not guaranteed. [00:44:00] Yeah. And avoids that awkwardness that you, if they’re fired up and excited or their PR firm has committed something on your behalf, that’s not fair for you to have to fulfill. Um, because their objective is to get them on as many shows as possible, because that’s how they quantify their ROI.
So they’re gonna push for it, whether it’s truly a fit or not in some cases, unfortunately. So I love that that, that key phrase is potential interview. Yeah. And I’ll say to them too, sometimes, like, um, You know, a discovery call to see if we’re a fit and figure out the direction and episode might take. So like, because I get pitched all the time, people who do exactly what I do.
So it’s also like, what’s your angle. What’s like, I need something to this conversation to make it a [00:45:00] value add. So like, I’m not just going to book you. And then have a conversation and find out that you use all the language that I am hypersensitive to and will not use on my show. Yeah. You know, things like that.
So then there’ve been other times where I’m like, okay, like I have everything, you know, let me see. Like I said, like, let me see how this might fit into the arc of the show and the topics that we’re covering and I’ll let you know. And then like right now I’m booked through September. So someone, the other day she had asked me, I did the discovery call and my instinct is right.
Like, she has no idea how to tell her own story so that it has like legs to work from, you know? And like she’s just young. Um, and so I said to her, I was like, all right, listen, like I’m booked through September. Let me get a little further into the year, figure things out. I’ll keep you posted, you know, I’ll let you know.
If this might fit in. [00:46:00] So, have you ever had anybody who didn’t take the hair and like, say, say you said that, and then you’d never bothered with them or do you actually send a response that says thanks, but no thanks. Or you just know, and nobody’s ever like stopped you or at it or anything. That’s good. I just let it go.
Most of the time they forget that they’ve even had this conversation, because if it’s not memorable to me, they did nothing to make it memorable to them. Well, I don’t know about that. Maybe. I don’t know, but maybe not, but like, and if they do, I’m like, Hey, you know, like I would be fully equipped to be like, thanks for staying in touch at this point.
I don’t see where it would fit in, you know, appreciate you. Right. Leah, did you have. We’re we’re at this place now of starting to kind of pitch to folks for interviews. And I think a little bit what’s tricky is because our podcast is about parenting. Some [00:47:00] of we’re not necessarily approaching other folks who have a.
Business reason. Like they’re not going to get PR out of it for what they do. Do you know what I mean? Like, yeah. They don’t want it or they don’t need it. And so it feels a little bit, then it comes into edifying them. Right. Here’s why, like, I love how you speak to your kids. I’d love to highlight that and help have you help me and other parents on this podcast.
I totally get, especially if they’re not in this space, it’s like, I totally get that. Like we’re not all inherent, currently podcasters let’s hop on the phone, work through this brainstorm and make sure everybody feels comfortable. And this is going to work for you and all that kind of stuff. Cause this actually happened to a friend of mine.
Um, luckily I’ve known her since we were like four years old, but it was a clubhouse room that she was moderating and there were two people on the stage who she was sort of like interviewing in this [00:48:00] clubhouse room and one of the two. Two was pitiful. And she was texting me on the side and I was saying to her, this is why I do discovery calls.
People don’t understand how to communicate in an audio. Only medium people don’t realize that they have to have their thoughts together. You know, especially if this is not what they do. So even just framing it as like a, this is what’s required. To do this like, and B it’s more about like, let’s all get on the same page.
I’m not asking you to be a professional podcaster. So I’m going to help you. I’d love to have you, you know, share the specific stories that I’ve heard you say before. Great feedback. Who else has another workflow that they would like to share?
Come on, we still
[00:49:00] need some tactical tips. Okay. Well, um, a subject line specific emails, or I will lose my way everywhere and I have like so many other clients. So subject lines, specific emails. I do say to people at some point I need two forms of communication, email, and phone number. I need you to put that phone number.
In your signature line. I do not have the time to hunt through and look for phone numbers. So that would prohibit me, um, you know, working well with you. Um, I completely agree on, I need paper and you saw that Tracy, when I was proofing the website, I said, I need those pages sent to me so I can lay them out.
And I have to look at the whole idea. So there’s continuity through that. Yeah. And I think that’s extremely important. Um, I I’m buying. Okay. So my one new thing is I’m [00:50:00] famous. For binders. I have analog tips. This is so different than what I was expecting. I just have to say like all this analog organization, I’m just, I’m just, we’re all in different generations too.
Like two generations below me, I think. And I was blown away that you talked about, I look younger than I am.
You’re young at heart too. Um, no, I can’t keep organized. If I don’t have binders with tabs with specific things, I can not have papers laying all around my desk. Um, but organization is the key at whatever works for you. That’s what you should be. You have to have organization. I will say also, like, I don’t know who uses a dual monitor, but that is a game changer for me [00:51:00] to take.
Cause I use, I work off a laptop, but I always have at least one and now I’m adding a second monitor and it is, so it makes me. So much more efficient because if I’m like copying, pasting, editing, doing anything like that, if you’re reviewing a transcription and you’re trying to, um, take that transcription and make it into a blog post is just the whole the, to be able to have a second monitor to work off of it’s worth every penny of the investment.
Um, because you can, it just, to me, it just. Like triples my efficiency. And, um, so that’s, that’s a tip, a tech tip that I have, uh, what, another area I’d like us to share on. Um, um, Sandy, did you raise your hand? Sorry. Oh, I was just going to say, to get out of the analog world for a millisecond and you just mentioned it, or I wasn’t, I didn’t want to show up to this.
Like I said, I feel like I hijacked it a few weeks ago, but I brain, [00:52:00] but I can tell you that, um, one of the things that was a huge hurdle for me was the whole transcription process. And I tried YouTube, supposedly, you know, does it, but it’s, it’s just this ugly, huge chunk, no punctuation. And it, that was cumbersome.
Um, but I can say that use Otter now, and I’ve been having very manageable, usable success. With that. If anybody was trying to use sonics.ai, Tracy, I got that one from you here. At some point last year, they do an unbelievable job. They will timestamp it or not. You can download it into a word doc, you can download it into like, it gives you 85 million options.
It does a fabulous job. I second that. And w and I also, so we use a combination of, um, Sonics. And then we also use descript. So I’m going to, I’m putting the links here in the chat. Um, but the, um, the, just the, I think, you [00:53:00] know, we would have been remiss if we hadn’t and I kind of brought it up by accident, but I’m glad I did too about transcriptions as part of the workflow, because transcriptions are truly the core to re-purposing.
So you can you record the content once. And then you, then you transcribed the content and then from that transcription, then you write your blog pest from that and you’re sharing it. So you can go transcription, share notes, newsletter, copy, blog post. If you, if you repurpose into a blog post and then social media posts.
So you create this, literally create this content one time. And then you, um, had the, all of these other opportunities to create content that you can share out to your audience. In other ways, even if it’s, um, then bigger picture repurposing, then you can arc have your transcripts. [00:54:00] And ultimately if your plan is to monetize through online workshops or eBooks or programs, Then you have the documentation of all of the transcripts of your recording.
So that in itself is just an essential to me, an essential piece of podcast workflow. Um, the other, just kind of hitting a couple of highlights and things that we haven’t mentioned. Um, I’m a big advocate. If you are a podcast that does interviews. Then I’m a big advocate in sending out what we internally references a guest release announcement, email to the guests, and we create a template for our clients.
And then, um, but some of the elements that we include in that are links to the episode, uh, pre-written social media posts. We usually include three pre-written social media posts with hashtags. [00:55:00] And, uh, you can go so far as to include the embed URL, which over the last five plus years, we found that not a lot of people really use the embed URL.
So the link to the episode is utilized more often. So we just recently revised our guests release to say, if you would like the embed URL you to request it, um, we send graphics that include. The image of them and the episode released a graphic, so that they’ll be more likely to share it because it has their photo in it.
And then we also create the audio grams, so that have one of the audio grams that we send out, have the voice of the guest, so that it’s linked into a Dropbox. So none of these are attachments because as a TA attachments can flag you for spam. So they’re all links like links into a Google job or links into a Dropbox.
But so just to recap [00:56:00] that, um, episode graphic with their image, audio gram, with their voice link to the episode itself and, and, uh, possibly an embed, a URL and the social media posts, uh, three pre-written that they can cut and paste with the hashtags. And that’s. That feels like a lot of work, just even saying that out loud, but once you template it and you just update it every time, um, it just makes me huge.
It just makes a huge difference in how your brand is presented, how it’s shared, but also just the gives them makes it super easy for them to share. So. Well, we are, believe it or not. This has been the fastest hour. We are at the top of the hour. Um, does anybody have a burning desire of a workflow tip that they wanted to, uh, share really quick?
[00:57:00] Um, I do have some in the chat that I’ll read before we wrap up, unless anyone gonna say really quickly canva.com. If you don’t use it is really a high value for low investment. Oh for graphics. Yes. And you can, um, speaking of eBooks and things like that, you can create graphics there. You can, uh, take your transcripts and create them into a word, uh, to eBooks, to presentations and putting them in there yet.
Okay. So let me just read through and make sure we haven’t left any tips off. Um, Sandy says I’m very analog and use handwriting constantly for lists throughout all my jobs, things for the affirmation late I, Adam Adam step with the rest of the world. That’s awesome. Um, Sandy from Cheryl, Sandy idea as well.
The only thing I have in my CRM are the contact dates of the people. I contact the record date, air date, and I [00:58:00] use my calendar for that info as well. I’m tactical and prefer writing nights. So you guys are my trap. Um, and let’s see using paper to retain information and access. It takes far less time than hunting through digital files and emails.
And then Sandy suggestion to stretch your dollar. If you are employed by or attend an educational institution, work into an educational discount for whichever transcription service you prefer. I’m able to get Otter at half the price four 99 a month. And, um, and then from Cheryl great session, everyone. So we’ll take that.
Um, okay, great. Well, we look forward to seeing you next week. I can’t believe that it’s already on the, on the cusp of being the end of March. It’s been the fastest month ever, but what a great roster of calls we’ve had so far this month. So, um, thanks everybody for bringing their tips then. And, uh, we [00:59:00] will reconvene and b