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Mastering Project Management for Podcast Post Production

Welcome back to The PBP.fm Show! In this episode, we dive into the intricacies of project management for podcast post-production. Kevin and I took a brief break over the holidays, but we’re back and ready to share valuable insights. If you’ve been looking for ways to manage your podcast episodes from start to finish, this episode is designed for you.

Why Project Management Matters for Podcasters

Project management is about tracking tasks from beginning to end. For podcasters, this means managing everything from raw recordings to final publication. Using a project management system, you can outline workflows, assign tasks, and ensure every step is completed consistently.

Understanding Silos and Workflows

One of the most important concepts in effective project management is the idea of silos and workflows. A silo groups similar tasks together, allowing you to focus on one type of task at a time. This minimizes inefficiencies and helps maintain a smooth workflow.

In our process, we break down our workflow into five main tasks:

  • File Preparation
  • Phase One Edit
  • Create Written Assets
  • Thumbnail Designs
  • Phase Two Export and Schedule

These categories help us stay organized and ensure that each step of the post-production process is handled efficiently.

How We Use ClickUp for Project Management

We use ClickUp, a powerful project management tool, to keep track of all these tasks. However, you can implement similar workflows in other project management systems like Trello, Asana, or Monday.com.

Here’s a step-by-step breakdown of our process:

File Preparation

  • Download Files: We start by downloading the raw files from the recording software.
  • Create Backup: All raw files are backed up in Google Drive.
  • Organize Files: The files are organized into folders for easy access.
  • Create Project in Descript: This allows us to begin collaborative editing.

Phase One Edit

  • Tip and Tail: Cut the dead space at the beginning and end of the episode.
  • Add Scenes: Mark where different scenes start and end.
  • Apply Scene Templates: Use predefined templates to structure the video.
  • Run AI Audio Enhancements: Improve audio quality using AI tools.

Creating Written Assets

  • Edit Transcripts: Ensure the transcript is clean and accurate.
  • Select Short Clips: Identify six short clips for social media.
  • Detailed Edit for Clips: Refine the transcripts for the selected clips.
  • Write Show Notes: Fill out the show notes template with essential details.
  • Create Titles and Captions: Write engaging titles and captions for the episode and clips.

Thumbnail Designs

  • Create YouTube Thumbnail: Design an eye-catching thumbnail for YouTube.
  • Create Podcast Thumbnail: Design a square thumbnail for podcast platforms.

Phase Two Export and Schedule

  • Export All Files: Export final video, audio, and short clips.
  • Upload to Google Drive: Organize and upload all assets.
  • Schedule Content: Schedule posts on YouTube, podcast platforms, and social media.

Best Practices and Tools

Consistency is key in making sure every episode gets the same level of attention. We automate tasks where possible and use detailed checklists to ensure nothing is overlooked. Here are some additional tools and best practices:

  • Cloud Servers: Use for faster file processing.
  • Transcoding Tools: Use Handbrake to manage file sizes.
  • Detailed Checklists: Ensure no step is missed.

Conclusion: Streamline Your Podcast Workflow

Using a project management system can significantly streamline your podcast post production process, making it more efficient and manageable. By adopting the strategies discussed in this episode, you can ensure your podcast maintains high quality while freeing up more of your time.

Tune into the full episode to see how we set up our project management system and get a copy of our checklist to adapt to your needs. Start taking control of your podcast production today!

AND MORE TOPICS COVERED IN THE FULL INTERVIEW!!! You can check that out and subscribe to YouTube.

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