Episode 33: #1 Hack for Creating Podcast Systems + SOPs That Are Easy to Delegate
The Systems & SOPs You Need to Streamline Your Podcast and Avoid Burnout
Listen on Apple Podcast | Listen on Spotify | Watch on YouTube
If you’re tired of scrambling to keep up with your podcast schedule, wearing all the hats, and feeling like podcasting is always one missed task away from total chaos—this episode is your sign to get your backend systems in place.
In this behind-the-scenes conversation, I’m pulling back the curtain on how I personally set up systems and SOPs (Standard Operating Procedures) that keep my podcast consistent, streamlined, and scalable—even when life gets busy. These aren’t the flashy parts of podcasting, but they are the foundations that fuel sustainable growth.
If you want to podcast with less stress, more structure, and an eye toward building something that doesn’t rely entirely on you to function, keep listening.
What You’ll Learn in This Episode
Why systems and SOPs are the key to long-term podcast success
How to create a repeatable, scalable workflow (even if you’re a solo podcaster)
The exact tools I use to organize my podcast production process
My favorite hack for generating SOPs quickly using AI
How to set up a master podcast creation guide that makes delegation simple
Why templates are your best friend when it comes to content creation and marketing
How to avoid podcast burnout by staying two steps ahead
Timestamps:
00:30 - Introduction to SOPs and systems for podcasting
02:15 - Importance of systems to avoid burnout
05:30 - Explanation of SOPs and their role in podcast management
08:45 - Using templates to streamline podcast production
12:00 - Creating a podcast creation guide for efficiency
15:00 - Encouragement to implement systems for long-term success
Why Podcast Systems Matter (Even If You’re a Solo Creator)
Let’s be honest—most podcasters start with passion, not process. But without the right systems in place, your show can quickly turn into a weekly scramble of missed steps, forgotten uploads, and a mountain of to-do’s that leave you drained.
In this episode, I explain why you can’t scale something you’re constantly rebuilding from scratch, and how implementing systems is the first step toward creating a podcast that supports your business long-term.
I also share why I believe systems aren’t just for teams—solo creators can benefit massively by documenting what’s working now so they’re ready to hand things off later.
The Foundation: Templated Task Flows
I walk you through how I set up templated workflows inside my project management system (I use Asana, but this works for Trello, ClickUp, or any platform you love).
Each podcast episode starts with a pre-built template that includes every task—script writing, uploading, publishing, promotion, and more—along with assignees, deadlines, and embedded SOP links. This process allows me to batch-record 10 episodes at a time without the mental load.
Templates That Save Time and Eliminate Rework
I don’t just use templates for episodes—I have them for nearly everything in my podcasting workflow:
Newsletter templates
YouTube description templates
Show notes (yes, the SEO blog-style ones you’re reading now!)
Guest communication emails
Cover image creation
Social media captions
These templates ensure consistency and reduce the time it takes to execute week after week.
SOPs: Your Secret Weapon for Delegation (and Sanity)
Even if you’re not outsourcing yet, having documented SOPs will help you grow when you’re ready.
I share why I have a Standard Operating Procedure for every task in my system and how it allows me to onboard new support with zero overwhelm. If something ever happened to me, my team—or even my husband—could jump in with minimal direction because the process is already mapped out.
My Favorite Hack for Creating SOPs Quickly
Let’s be real—creating SOPs the old-school way is tedious. That’s why I use this simple process:
Record yourself doing the task using Loom
Download the transcript
Paste the transcript into ChatGPT
Ask it to generate a step-by-step SOP
Now you’ve got a written and visual version that you can link directly into your project management system. Easy, efficient, and scalable.
Bonus Tip: Create a Podcast Production Playbook
One of the best tools you can create for yourself or your future team is a master podcast production guide. This can be a simple Google Doc that includes:
Your podcast workflow by phase (pre-production, recording, post-production, promotion)
Links to every SOP
Links to every template
Any tools or resources used
Having everything in one place removes friction and makes your podcast operation plug-and-play for anyone you bring on board.
Final Thoughts
Podcasting is about more than content. It’s about building something that’s sustainable and scalable over time. Systems and SOPs might not be the sexy part of the process—but they’re what allow you to stay consistent, keep growing, and avoid burnout while doing work you love.
If you’re ready to stop flying by the seat of your pants and start podcasting with clarity, structure, and ease, this episode is for you.
Your Next Steps
Ready to set up your systems and grow your podcast the smart way?
Join my weekly newsletter for tips on podcast growth, email marketing, monetization strategies, and behind-the-scenes support for growing your audience and business.
→ www.podcastmarketinghub.com/subscribe
And if you want help building your own systems or strategy, you can always book a free consultation at podcastmarketinghub.com/call
Resources & Links
Get my free podcast production system & SOP toolkit → podcastmarketinghub.com/freeguide
Get my newsletter with weekly podcast growth tips: podcastmarketinghub.com/subscribe
Connect with me on Instagram → @kyleejchandler
Let’s Connect!
Share your favorite trend from this episode or ask questions by DMing me on Instagram at @thepodcastmarketinghub.
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