Podcast planning

Sometimes a strong editing technique is omitted from the final cut, and no one notices until it is too late. This oversight can be especially frustrating when launching a podcast, and production becomes disorganized. A podcast planning template offers a shared framework for outlining episodes and tracking production steps. With the right template, your team can focus less on fixing missed details and more on creating episodes your audience wants to hear.

What is a podcast planning template?

A podcast planning template is a reusable tool that organizes all necessary information, resources, and tasks for effective podcast planning. It helps you structure your workflow and produce high-quality episodes by dividing your podcasting process into predefined stages.

Asana provides a range of podcast templates to support activities such as brainstorming, marketing to your target audience, and coordinating your podcast workflow.

• Podcast planning task lists include all of your to-do list items for every podcast. For each episode, duplicate the template to manage podcast scheduling and distribution.

• Podcast episode outline. You can also create a podcast planning template to serve as your episode outline. In this version, you would likely have sections for the podcast intro, interview questions, and closing thoughts.

What are the benefits of using a podcast template?

If you are hosting a podcast, you may be skilled at starting conversations. However, even experienced creators benefit from the structure a podcast planning template provides. This is especially true if you build your podcast planning template in a digital platform, such as a project management tool like Asana.

Along with helping you stay organized and track deadlines, your digital podcast template can also:

• Remind you of the details. Little details—like verifying that you've correctly spelled your interviewee's name—make a big difference. Using a template keeps these small (but essential) bits of information from falling through the cracks. 

• Reduce planning time. A digital podcast planning template can be duplicated quickly, allowing you to begin work immediately.

• Keep information together. Link all your materials in one place, so you always have your references on hand.

• Make details shareable. Share information easily with your team and external partners, such as advertisers and influencers.

• Help you stay consistent. Outlining your podcast creation process and key talking points for each episode keeps you on topic and supports a consistent content routine.

• Scale with you. As you grow and expand, you can adjust your template to scale with your business.

How to create a podcast planner template

You can create your podcast planning template in five simple steps:

1. Choose a digital format, such as project management software, that makes it easy to duplicate and use your podcast template.

2. Use your template to capture all key tasks. No to-do is too small. By listing everything out in one place, you can ensure no tasks fall through the cracks.

3. Use sections to organize work. Your podcast likely goes through pre-production, production, and post-production. Use sections and tags to clarify your stage and keep everyone on the same page.

4. Save your template and share it with all of your stakeholders. If you have contractors, freelancers, or agency partners working with you on the podcast production process, you can all use your template as a source of truth. 

5. Duplicate your template and use it for every new episode.

You can also create podcast templates for related workflows, such as episode research, script templates, content strategy templates, or outreach checklists for prospective sponsors.

Every time a new recurring task pops up, add it to your template so it’s not missed moving forward. ”

What to include in your podcast planning template

Your podcast planning template should cover all stages, from pre-production to promotion. Include sections for each phase and break them down into tasks, assigning team members and deadlines. Here are some task ideas to help you begin:

• Pre-production tasks: List out everything you do before producing an episode. For example, pre-production tasks often begin with research, note compilation, or signing release forms.

• Production: What do you do every time you make an episode? For larger podcasts, this might mean checking in for your studio space or transporting your guest from their hotel to the podcast studio. For smaller podcasts, your production tasks will include steps taken during recording, such as activating a noise blocker.

• Post-production instructions: Include everything your team needs to manage episodes, including editing or formatting them for upload to Spotify or YouTube.

• Marketing: Follow tasks aligned with your marketing strategy for both pre-production promotion and post-production marketing.

• Resources and references: Store all relevant materials in one location, such as a list of topics or questions to avoid during your podcast.

Templates in Asana are integral to helping us stay consistent; we know exactly what we need to do to get the episode out on schedule and promote it to our audience.”

Integrated planning features

• List View shows tasks, due dates, and custom fields in a simple grid so teams see who’s doing what and when at a glance.

• Forms turn requests into tasks, standardize intake, and collect the correct details so work starts without back-and-forth.

• Messaging shares non-actionable updates inside Asana and links directly to related tasks, projects, and goals for context.

• Project status updates link progress reports to live work, keeping teams informed without extra meetings or manual updates.

Recommended apps

• Vimeo lets teams record short videos to explain context, give feedback, and share updates without scheduling meetings.

• Dropbox attaches files directly to tasks in Asana using the Dropbox file chooser, built into the Asana task pane.

• Canva integrates design tools with Asana, enabling creative teams to manage requests, feedback, and final assets without leaving their apps.

• Google Drive lets teams attach files and collaborate on Google Docs or Sheets directly from tasks.

Tip: Use a social media content calendar and schedule template to coordinate and track where and how you share each episode.

FAQs about podcast templates