Behind the Workflow

Pinterest is an underrated growth channel for podcasters.In this episode of Behind the Workflow, Simona Costantini and Taly Melo chat with Andi Smiley, founder of The Friendly Podcast Guide, about using Pinterest and SEO to grow a podcast sustainably. Andi shares how she schedules content in advance, builds long-term traffic, and creates workflows that support real life without burnout.Perfect for podcasters who want a hands-off, search-driven growth strategy.Episode Timestamps / Chapters00:00 Welcome to Behind the Workflow 01:46 Meet Andi Smiley and The Friendly Podcast Guide 03:26 How Andi discovered Pinterest for podcast growth 05:05 Why Pinterest users behave differently than Instagram or TikTok users 06:22 Managing broken links and redirects on Pinterest 07:51 Is Pinterest oversaturated? Why that mindset holds creators back 09:01 Andi’s full Pinterest workflow from idea to promotion 10:03 Static pins vs video pins and what performs best 12:18 Using AI for pin titles, descriptions, and SEO 13:10 Where to link pins: blog, YouTube, or podcast players 14:55 Delegation, motherhood, and building sustainable systems 17:36 Custom workflows for different podcasting styles 19:25 Why batching increases long-term consistency 22:25 Helping clients align Pinterest strategy with business goals 25:23 Pinterest analytics and measuring real engagement 27:31 Pinterest SEO vs podcast SEO 28:43 How big Pinterest really is for creators 29:29 Top three actionable Pinterest tips for podcasters 32:18 Seasonal podcasting and avoiding burnout 34:15 Is Pinterest right for you? Free checklist 35:59 Where to connect with Andi Smiley 37:42 Final thoughts and wrap-upKey TakeawaysPinterest supports scheduling and long-term discoveryPinterest users are action-oriented, not passive scrollersStatic pins still perform extremely wellSEO matters on Pinterest just like podcast platformsConsistency beats volumeSeasonal podcasting improves content quality and longevity🔗 Andi Smiley LinksThe Friendly Podcast Guide (Podcast): https://pocketcasts.com/podcast/friendly-podcast-guide-teaching-women-how-to-grow-a-podcast-without-burning-out/7c114ad0-673a-013a-d753-0acc26574db2Free Checklist – Is Pinterest Right for Me?: https://friendlypodcastguide.com/is-pinterest-right-for-me-checklist/

We are taking a different angle on workflow this week. Ben Albert shows us how your mindset, your guest selection process, and your community strategy can become the heart of a strong podcast workflow, even without complex tools or automation.Ben is the founder of Real Business Connections and GrowGetters ONLY, and he has built a thriving podcast and community by focusing on something simple. Real human connection. In this conversation, he shares how he finds guests, why he avoids overly automated systems, and the small touch points that create long term relationships.We explore how his podcast and community support each other, how he repurposes content without burning out, and why he believes every creator needs their own combination lock approach to success.Inside the episode we talk about:How Ben rebuilt his career through podcasting and connectionThe importance of selecting guests you are genuinely excited to learn fromTwo powerful intake form questions that save time and deepen relationshipsWhy Ben avoids complicated systems and keeps communication personalHow his podcast and community work together as a growth flywheelWhat creators can do to build real trust with their listeners and guestsTIMESTAMPS00:00 Welcome to Behind the Workflow 00:40 Introducing Ben Albert 02:11 Ben’s story of starting Real Business Connections 03:00 Losing his job during the pandemic and launching a podcast 04:30 Why networking often feels transactional06:00 What real connection means in the context of professional growth 11:35 The VIEW framework and how it shapes connection 14:50 How Ben selects guests intentionally 16:30 The two intake form questions he uses and why they work 18:50 Why he keeps communication manual instead of automated 20:20 What happens after a guest books 22:40 The problem with funneling guests into automated emails 24:40 Balancing creativity with workflow structure 26:10 How to choose the right guests for your show 29:00 Business adjacent storytelling and why it connects with listeners 30:45 Ben’s post production process for clips and trailers 33:40 How he collaborates with editors 36:20 Should every podcast have a community 38:45 How his podcast and community feed each other 41:10 The small but meaningful touch points that matter 42:20 Ben’s three takeaways for creators and podcasters 44:28 Where to find Ben Albert 45:00 Closing thoughtsCONNECT WITH BEN ALBERTWebsite: https://realbusinessconnections.com LinkedIn: https://www.linkedin.com/in/benalbert GrowGetters ONLY Community: https://weallgrowtogether.comSPONSORED BY NORTHFLOWBehind the Workflow is powered by Northflow, the content planning platform for creators and agencies who manage multiple shows and want more clarity in their day to day work. Plan your episodes, manage your assets, track tasks, and bring your team together in one place.Learn more at northflow.io.

In this first episode of the series "Workflow Wednesday", Taly Melo and Fran Melo unpack a real-world workflow used by “Cindy,” a podcast production agency manager juggling seven clients across multiple platforms. From Slack messages to scattered Excel sheets, Cindy’s system relied on memory and manual coordination—until it started breaking.This episode walks through the breakdown of that chaotic handoff process and how it was rebuilt using a structured system inside Northflow.Whether you run your own agency or manage multiple client shows, this episode gives you clear, actionable insight into:Consolidating incoming client requestsSetting and enforcing workflow boundariesReducing tool overload and scattered communicationSimplifying approvals and asset deliveryYou’ll also hear a candid discussion on what matters more than the tools themselves—and why getting clients to follow your process is just as important as building one.Timestamps00:00 – Intro: Welcome to Workflow Wednesday01:00 – What this series is all about01:40 – Meet “Cindy,” managing seven clients and multiple tools03:20 – The four stages of a client handoff workflow04:45 – What a chaotic workflow looks like in practice06:50 – How client preferences create confusion07:55 – The real issue: no boundaries or rules10:25 – Why rule-setting starts with onboarding11:10 – How to centralize client requests, files, and tasks12:00 – How Cindy simplified everything inside Northflow13:20 – Explaining contacts vs. members in Northflow15:10 – Stat: 54% of teams say broken workflows reduce productivity (Formstack)16:30 – Using templates and automation for consistency18:20 – How to redirect clients back into your system19:00 – Key takeaway: the importance of protecting your process20:45 – Final thoughts21:55 – Outro and next stepsKey TakeawayA strong client handoff process does more than deliver assets. It protects your workflow, reduces friction, and creates a repeatable structure that your team and clients can trust. Build it, communicate it, and stick to it.This episode is powered by Northflow — the content planning platform built for podcast production agency owners who are done duct-taping tools together.From client requests to approvals and final asset delivery, Northflow helps you streamline your process in one central place. No spreadsheets, no Slack chases, no confusion.Try Northflow free: northflow.ioSubscribe for more insights on podcast workflows, systems, and tools to help your agency scale smarter.Connect with UsInstagram: https://www.instagram.com/gonorthflowYouTube: https://www.youtube.com/@gonorthflowLinkedIn: https://www.linkedin.com/company/northflowX (formerly Twitter): https://x.com/goNorthflowWebsite: https://northflow.io

Workflows don’t need to be complicated, they just need to work.In this episode of Behind the Workflow, hosts Simona Costantini and Taly Melo take you behind the build of the latest Northflow product updates designed to make podcast production smoother, faster, and more flexible.You’ll learn how to:Streamline your workflow with drag-and-drop task managementUpdate production timelines directly from the planning calendarReduce mental clutter using smart filters for tasks and showsSimplify file sharing with Google Drive integrationGet a first look at the brand-new dashboard UI built for creators and agenciesWhether you’re managing one show or an entire production slate, these updates are built to help you stay organized, focused, and in flow.👉 Try Northflow free at https://www.northflow.io🎧 Subscribe for more insights on podcast workflows, systems, and tools that help creators scale smarter.We talk about:00:00 Intro and what’s new at Northflow00:35 Why these updates matter for podcasters01:10 Drag and Drop feature overview02:20 Faster episode planning and calendar updates03:30 New filters for tasks and shows05:10 Google Drive integration explained07:00 Sneak peek at the new dashboard09:00 What’s coming next for Northflow10:30 Key takeaways and how to get early accessConnect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/ 

In this episode of Behind the Workflow powered by Northflow, hosts Simona Costantini and Taly Melo sit down with Greg Wasserman, Head of Relationships at RSS.com, to uncover what really drives successful podcasts – and it’s not downloads, it’s relationships.Greg has appeared on more than 100 shows, giving him a front-row seat into what works (and what doesn’t) when it comes to podcast workflows, guest onboarding, and monetization. Together, they explore the systems that keep podcasts running smoothly, from guest booking and prep forms to content repurposing and programmatic ads.You’ll learn:Why relationships are the #1 growth strategy for podcastersThe biggest workflow mistakes guests and hosts makeHow to create a 5-star guest onboarding experienceThe truth about programmatic ads and monetizing through RSS.comWhy strategy and systems separate great podcasts from forgotten ones#podcastworkflows #northflow #rssdotcom #gregwasserman #podcastsystems #podcastmonetization #podcastingtools #podcastagency #behindtheworkflowWe talk about:00:00 The truth about smooth vs. messy podcast workflows01:00 Meet Greg Wasserman, Head of Relationships at RSS.com03:00 From media sales to mastering podcast relationships05:00 Beyond ads and sponsors: new ways to monetize podcasts07:30 How agencies can help podcasters make more money10:00 Building authentic relationships that drive growth13:00 The most common guest onboarding mistakes16:00 What makes a 5-star guest experience20:00 Why strategy and systems separate great shows from forgettable ones28:00 The right way to handle guest communication and tech hiccups 41:00 Programmatic ads explained: how to monetize smarter48:00 Key takeaways: workflows, relationships, and strategy that winConnect with GregWebsite: https://rss.com/ LinkedIn: https://www.linkedin.com/in/gregwasserman/ Connect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/ 

Discover how to streamline podcast production, master workflow systems, and scale your podcast agency with expert insights from Mathew Passy of Suite Recording and Conntap. From workflows to systems, client management, and quality control, this episode breaks it all down for producers and podcasters who want to grow smarter, not just bigger.—Some podcasters stay small because they try to do everything themselves.In this episode of Behind the Workflow, Simona Costantini and Taly Melo sit down with Mathew Passy, host of Podcasting Tech and founder of Suite Recording and Conntap, to unpack what it really takes to scale your production business, build the right systems, and lead a happy team.Mathew shares how he built and sold his first podcast agency, why he believes systems are the secret to sanity, and how client experience—not downloads—is the real currency of success.You’ll learn:Why valuing your time is the key to long-term successHow to set boundaries with clients without losing businessThe systems and SOPs that keep multi-show teams running smoothlyThe difference between good production and great client experience#BehindTheWorkflow #MathewPassy #PodcastProduction #PodcastWorkflow #PodcastSystems #PodcastBusiness #PodcastAgency #SuiteRecording #Conntap #Northflow #PodcastEditing #PodcastStrategy #CreatorBusiness #PodcastTools #Podcasting2025 #PodcastingTipsWe talk about:00:00 Introduction and Guest Introduction01:40 How Mathew got started in podcasting05:30 Building Suite Recording and Conntap10:00 The importance of project management for podcasters14:00 Systems, SOPs, and templates that scale19:00 Pricing, boundaries, and client experience27:00 Balancing quality, consistency, and team happiness33:00 Mathew’s top 3 takeaways for podcasters35:00 Final thoughts + where to connectConnect with MathewWebsite: https://suiterecording.com/ LinkedIn: https://www.linkedin.com/in/andreea-coscai/ Instagram: https://www.instagram.com/mathewpassy X: https://x.com/mathewpassy Threads: https://www.threads.com/@mathewpassy https://conntap.com/ Connect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/

What if your podcast workflows and marketing could actually fuel growth instead of adding to the chaos?In this episode of Behind the Workflow, Simona Costantini and Taly Melo sit down with Andreea Coscai, producer, marketer, and founder of Eurowaves, the newsletter spotlighting European podcasting. Andreea shares how she bridges the gap between the U.S. and European markets and reveals the systems and strategies that help podcasters grow with purpose.You’ll learn:The key differences between European and North American podcasting and what each market can learn from the otherHow workflows and organization free you up to be more creative (instead of less)Why newsletters are one of the most underrated podcast growth tools in 2025How to pitch podcasts with intention (and stop the copy/paste trap)Smart repurposing strategies that turn every episode into multiple pieces of contentWhy going global is the next big opportunity for indie creators and agenciesWhether you’re an indie podcaster, a content marketer, or an agency owner, this conversation will show you how to stay organized, think globally, and market your podcast with impact.🎧 Listen in and discover how to grow smarter, not harder, in today’s podcasting landscape.#PodcastGrowth #PodcastWorkflows #BehindTheWorkflow #PodcastMarketing #Eurowaves #ContentRepurposing #PodcastStrategyWe talk about:00:00 Introduction and Guest Introduction03:29 The Power of Podcasting05:00 Creating Impactful Content08:50 Podcast Production and Repurposing Strategies21:46 Client Onboarding and Operations26:00 Signature Framework: Content to Community to Commerce30:05 Key Takeaways and Final ThoughtsConnect with AndreeaWebsite: https://eurowaves.substack.com/ LinkedIn: https://www.linkedin.com/in/andreea-coscai/ Instagram: https://www.instagram.com/andreeacoscai/ Connect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/ 

What if your podcast episodes could do more than just sit on Apple and Spotify?In this episode of Behind the Workflow, Simona Costantini and Taly sit down with Tahjma VanBuren, founder of iMoves Management and host of How to Be Seen. Tahjma shares her signature Content → Community → Commerce framework and reveals how to transform every podcast episode into a content engine that drives visibility, trust, and sales.You’ll learn:Why podcasting is the most intimate and impactful content formatHow to repurpose episodes into blogs, emails, and social clips that actually convertThe #1 mistake podcasters make with repurposing (and what to do instead)Why visibility isn’t about you—and how to show up with confidence anywayHow to build workflows and systems that keep you consistent without the burnoutWhether you’re a podcaster, agency owner, or content creator, this conversation will help you stop spinning your wheels and start getting seen in all the right places.🎧 Listen in and discover how to turn your content into connection, and your connection into commerce.#PodcastGrowth #ContentStrategy #BehindTheWorkflow #GenerationalStorytelling #ContentPlanning #PodcastEntrepreneurWe talk about:00:00 Introduction and Guest Introduction03:29 The Power of Podcasting05:00 Creating Impactful Content08:50 Podcast Production and Repurposing Strategies21:46 Client Onboarding and Operations26:00 Signature Framework: Content to Community to Commerce30:05 Key Takeaways and Final ThoughtsConnect with TahjmaWebsite: https://www.imovesmanagement.com/ LinkedIn: https://www.linkedin.com/in/tahjma-vanburen/ Instagram: https://www.instagram.com/tahjmavanb Connect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/ 

Is your podcast just a show, or the foundation of something much bigger? In this episode of Behind the Workflow, we sit down with Dawn Fobbs, founder of Mother Daughter Ish, to unpack how she transformed a family-centered podcast into a movement, a brand, and 49 business contracts.From generational storytelling to building a certified enterprise, Dawn shares how legacy can fuel growth, why planning 365 episodes a year keeps her consistent, and how to create content with purpose that actually connects.In this episode, you’ll learn:How to turn personal stories into a brand that scalesWhy keeping “the main thing the main thing” is the secret to podcast consistencyThe workflow Dawn uses to plan a year’s worth of content in advanceHow to balance podcasting with business, family, and travel without burnoutThe overlooked power of legacy and storytelling in building trust and authorityWhy every podcast should be more than a show, it should be a businessIf you’ve ever wondered how to transform your podcast into a sustainable brand that outlives trends, this conversation is your roadmap.🎁 Grab our free 3P Workflow Download → https://northflow.kit.com/3-p-framework 💻 Learn more about Northflow: https://www.northflow.io🎧 Subscribe for more workflow deep dives + creator strategies#BehindTheWorkflow #PodcastGrowth #WomenInLeadership #MotherDaughterIsh #PodcastWorkflow #ContentWithPurpose #PodcastBusiness #StorytellingMatters #PodcastStrategy #WomenEmpowermentPodcast #PodcastMonetization #LegacyBuilding #GenerationalStorytelling #ContentPlanning #PodcastEntrepreneurWe talk about:00:00 Welcome and episode intro03:36 Legacy and Generational Stories11:21 Planning and Workflow for Podcasting15:30 Content Creation and Technology19:46 Streamlining and Basics20:01 Balancing Technology and Personal Touch20:27 Exploring AI and Tools22:31 Content with Purpose22:54 Planning and Delegation23:18 Staying True to Your Podcast's Core28:19 Finding Your Podcasting Tribe29:54 Monetizing and Expanding Your Podcast35:03 Final Thoughts and ConnectionsConnect with DawnWebsite: https://motherdaughterish.com/ Instagram: https://www.instagram.com/motherdaughterish_/?hl=en YouTube: https://www.youtube.com/channel/UCS6AKD9Bclb_62dWxRSBnNA Connect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/

Is your content getting lost in the scroll—or standing out with a story worth remembering? In this episode of Behind the Workflow, we sit down with Laurelyn Ponder, social media strategist and creator advocate to unpack how storytelling and inclusive marketing can transform the way small businesses and creators show up online.From Instagram-first strategies to building systems that actually support your lifestyle, we’re digging into what it really takes to create content that connects in 2025.In this episode, you’ll learn:Why storytelling, not just hooks, is the key to marketing that resonatesHow to use Instagram as your “website” when you’re just starting outThe best tools and workflows for managing content without burning outHow to repurpose podcasts and blogs into endless social postsWhy inclusive, flexible systems create long-term success for creatorsHow to balance business growth with the lifestyle you actually wantIf you’ve ever felt overwhelmed by content creation or wondered how to make your social media strategy more sustainable, this conversation is your playbook for thriving online—without losing yourself in the process.🎁 Grab our free 3P Workflow Download → https://northflow.kit.com/3-p-framework 💻 Learn more about Northflow: https://www.northflow.io🎧 Subscribe for more workflow deep dives + creator strategiessocial media strategy, content creation tips, podcast promotion, repurposing podcast content, inclusive marketing, storytelling in marketing, small business marketing, content workflows, productivity for creators, Instagram growth tips, Canva tips, social media scheduling tools, creator economy, podcast growth strategies, digital marketing for entrepreneurs, balancing business and lifestyleWe talk about:00:00 Welcome and episode intro01:00 Storytelling as the differentiator in marketing03:00 Helping small business owners show up on social media05:00 Tools that simplify content creation (RelaSocial and Canva)07:30 Systems, processes, and boundaries for agency growth10:00 Why inclusivity matters in business and marketing12:00 Building balance as a neurodivergent creator15:00 Podcasting as a community-building tool17:30 Repurposing podcast episodes into multiple content formats19:00 Podcast workflows scripting vs. bullet points21:00 Audio vs. video podcasts making content accessible23:00 Accessibility tips for social media content24:30 Promoting audio-based podcasts on social media25:30 Finding balance between business and lifestyle27:00 Closing thoughts and where to connectConnect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/

Are you keeping up with the biggest shifts in podcasting—or risking being left behind? In this special team episode of Behind the Workflow, all four co-founders of Northflow sit down to recap everything we learned at Podcast Movement 2025.From industry-wide debates on AI to the future of podcast workflows, we’re breaking down the biggest trends, the hottest conversations, and the behind-the-scenes takeaways from sharing the stage at the world’s largest podcasting conference.In this episode, you’ll learn:What creators really think about AI—and why most see it as an assistant, not a replacementHow to balance authenticity with automation when building your podcastWhy “viral moments” aren’t accidents, but the result of intentional content planningThe biggest workflow challenges podcasters face (and how we’re solving them at Northflow)Where the industry is heading next with guest booking, onboarding, and production systemsWhat it’s like to bring the entire Northflow founding team together in person for the first timeIf you’ve ever wondered how the biggest conference in podcasting shapes the tools, strategies, and community you rely on, this recap is your front-row seat.🎁 Grab our free 3P Workflow Download → https://northflow.kit.com/3-p-framework 💻 Learn more about Northflow: https://www.northflow.io🎧 Subscribe for more workflow deep dives + creator strategies#PodcastMovement2025 #PodcastWorkflow #PodcastProduction #BehindTheWorkflow #NorthflowTools #PodcastAutomation #AuthenticPodcasting #PodcastGrowth #PodcastCommunity #AIPodcastingWe talk about:0:00 Intro0:42 One word to describe Podcast Movement 20255:20 AI as an assistant, not a replacement13:45 Viral content strategies from the Tony & Ryan Podcast20:20 Top trends: guest onboarding & workflow visibility25:00 Lessons learned from building Northflow31:00 Favorite moments & biggest takeawaysConnect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/ 

Are you building your podcast systems with intention—or patching things together with duct tape? In this episode of Behind the Workflow, Simona Costantini and Taly Melo sit down with podcast creative strategist and producer Jullian Androkae, co-founder of Pod Vision, to talk about designing standout formats, smarter workflows, and tools that actually scale with you.From crafting unique show structures to automating editing pain points, Jullian shares the exact processes he uses to help podcasters—from indie creators to big brands like Coca-Cola and TurboTax—produce shows that are creative, sustainable, and audience-focused. If you’ve ever struggled with systems, editing tools, or format fatigue, this conversation will spark new ideas for building a show that works long-term.In this episode, you’ll learn:Why most podcasters miss the mark on creative structure (and how to fix it)Simple ways to break out of the traditional interview-style formatHow co-hosting and segmented episodes create more engaging contentThe behind-the-scenes workflow Jullian uses with clients, from planning to publishingWhich tools (Notion, Riverside, Descript, AI audio enhancers) save time and sanityHow to build SOPs and templates that scale with your show or agencyWhy smaller, indie projects often allow for more creativity than big brandsJullian’s vision for automation, AI, and the future of podcast production🎁 Grab our free 3P Workflow Download → https://northflow.kit.com/3-p-framework 💻 Learn more about Northflow: https://www.northflow.io🎧 Subscribe for more workflow deep dives + creator strategies#PodcastWorkflow #PodcastProduction #PodcastAutomation #BehindTheWorkflow #NorthflowTools #CreativeOps #PodcastEditing #DescriptTips #PodcastScaling #IndiePodcastsWe talk about:00:00 Intro01:09 Diving into Show Concepts and Formats05:37 Creative Direction and Client Strategy11:13 Production Workflow and Tools13:02 Challenges and Solutions in Podcast Production18:14 Challenges of Onboarding Clients to North Flow19:00 Transitioning Between Project Management Tools20:31 Creating Effective SOPs and Templates21:49 Integrating Webhooks and Databases27:15 Managing a Lean Team28:03 Creative Freedom with Indie Brands30:15 Building Better Systems for Podcasting34:04 Jullian’s Upcoming Projects and Closing RemarksConnect with JullianInstagram: https://www.instagram.com/heartcenteredpodcasting/ LinkedIn: https://www.linkedin.com/in/jullianka/   Website: https://www.heartcenteredpodcasting.com/ Connect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X:

Are you running your podcast like a business—or a bottleneck? In this episode of Behind the Workflow, Simona Costantini and Taly Melo sit down with podcast agency founder Haley Hatcher of Heart Centered Podcasting to talk about workflows that serve your mission and your life.From SOPs that make scaling a breeze to calendar boundaries that preserve your sanity, Haley shares how she went from overnight solopreneur to full-service agency owner—without ever touching the editing timeline herself. If you’re ready to grow your podcast biz without micromanaging every episode, this one’s for you.In this episode, you’ll learn:How Haley launched her agency overnight (and never looked back)What SOPs and project tools help her team run multiple shows with easeThe simple guest booking system that saves hours every weekHow to set and enforce boundaries with clients using automationsWhy building before you're ready is the fastest path to growthHow Asana became the heartbeat of her production processTips for hiring, delegating, and detaching your identity from your business🎁 Grab our free 3P Workflow Download → https://northflow.kit.com/3-p-framework 💻 Learn more about Northflow: https://www.northflow.io🎧 Subscribe for more workflow deep dives + creator strategies#PodcastWorkflow #PodcastAgencyTips #WomenInPodcasting #NorthflowTools #BehindTheWorkflow #PodcastSystems #CreativeOps #PodcastDelegation #PodcastProduction #ScalingYourAgencyWe talk about:00:00 Intro01:05 Haley’s Origin Story: From Shutdown to Startup04:00 What a Heart-Centered Podcast Workflow Looks Like07:00 Client Check-Ins, Boundaries, and HoneyBook Automations09:15 Game-Changing Tools: Asana, Slack, Canva, Riverside12:00 Guest Booking Workflows That Save Time14:55 Content Planning & Batching for Visibility and Sanity17:20 SOPs, Templates, and Team Training via Loom21:15 Haley’s Current Team Structure + Delegation Tips24:15 The Emotional Work of Scaling a Business28:00 How Haley Built a 3–4 Day Workweek That Actually Works30:15 Her #1 Workflow Hack (Spoiler: It’s Not Fancy)31:45 Advice for Podcast Agencies Learning to Let Go34:00 Final Thoughts + Key TakeawaysConnect with HaleyInstagram: https://www.instagram.com/heartcenteredpodcasting/ LinkedIn: https://www.linkedin.com/in/haley-hatcher/ Website: https://www.heartcenteredpodcasting.com/ Connect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/ 

Are you building a podcast workflow that fuels your brand—or one that fuels your burnout? In this episode of Behind the Workflow, Simona Costantini and Taly Melo sit down with podcast strategist and marketing queen Ana Xavier of The Podcast Space to talk about podcasting with purpose, planning smarter—not harder—and building systems that actually work for the long haul.From cross-eyed teleprompter fails to why summer is secretly the best time to grow your audience, Ana takes us behind the curtain of her content strategy and personal workflow as a solo creator. If you’ve ever felt trapped in the weekly grind, this one’s your permission slip to pause, pivot, and podcast differently.In this episode, you’ll learn:Why clarity—not hustle—is the real key to podcast consistencyHow to build a podcast workflow that matches your energy and goalsAna’s go-to tools for podcasting as a solo creator (from Captivate to ConvertKit)The difference between raw content that connects vs. polished content that flopsSmart ways to take seasonal podcast breaks without losing listenersHow to use RSS feeds and email to grow beyond social media🎁 Grab our free 3P Workflow Download → https://northflow.kit.com/3-p-framework 💻 Learn more about Northflow: https://www.northflow.io🎧 Subscribe for more workflow deep dives + creator strategies#PodcastWorkflow #SustainablePodcasting #NorthflowTools #BehindTheWorkflow #PodcastStrategy #WomenWhoPodcast #PodcastPlanning #CreativeSystems #ContentThatConverts #PodcastGrowthTipsWe talk about:00:00 Intro01:13 Ana's Journey and Expertise04:26 Sustainable Podcast Strategies12:45 Tools and Workflow for Podcasters19:33 Reflections on Canva and Editing Software20:58 Content Planning Strategies for Podcasters22:03 Staying Consistent Without Burning Out24:53 Summer Hiatus and Listener Behavior25:58 Promoting and Repurposing Podcast Content30:38 Engaging with Listeners and Creative Ideas34:15 Final Thoughts and Key TakeawaysConnect with AnaInstagram: https://www.instagram.com/thepodcastspace/ LinkedIn: https://www.linkedin.com/company/the-podcast-space YouTube: https://www.youtube.com/channel/UCjB4ztIRQBFadQ3C8OVZvDA/about Website: https://www.thepodcastspace.com/ Connect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/ 

Do your podcast systems feel like a well-oiled machine—or a chaotic game of content whack-a-mole? 🎧😵‍💫 In this guest episode of Behind the Workflow, Simona Costantini and Taly Melo welcome podcast strategist and organized queen Aldreama “Dream” Harper to unpack what it really takes to launch, host, and grow a podcast that supports your business without burning you out.From pet roosters named Percy 🐓 to managing 400+ podcast episodes (!), Dream shares her journey from radio request lines to running podcast bootcamps and systems that actually stick. This one’s packed with insight, laughter, and plenty of workflow wisdom.In this episode, you’ll learn:The #1 workflow mistake that blocks podcast momentumWhy multitasking kills your launch—and what to do insteadHow to create a repeatable, simple system (even if you’re not “techy”)Why Dream made Northflow her go-to tool for client + content managementHow to build podcast workflows that clients actually followThe importance of aligning your podcast to your business modelHow Dream’s 90-Minute Bootcamp blends podcasting, virtual events, and email marketing to generate leads🎁 Grab our free 3P Workflow Download → https://northflow.kit.com/3-p-framework 💻 Learn more about Northflow: https://www.northflow.io🎧 Subscribe for more workflow deep dives + creator strategies#PodcastWorkflow #PodcastSystems #NorthflowTools #BehindTheWorkflow #PodcastLaunchTips #OrganizedPreneur #ContentStrategy2025 #PodcastGrowthTips #WomenWhoPodcast #CreatorProductivityWe talk about:00:00 – Meet Dream Harper: podcast strategist and community builder04:50 – From hobby to business: how Dream’s 90-Minute Bootcamp helps creators grow with intention09:10 – Why podcasting without a system leads to burnout and zero momentum13:45 – Dream’s podcasting journey: from 2013 launch to 400+ episodes and lessons learned18:00 – Early workflow chaos, script-saving strategies, and what finally changed everything21:30 – The biggest client struggle? "I don’t have time." Here’s how to solve it24:10 – Why Dream uses Northflow—and how it simplified her client management overnight28:30 – Getting clients to follow your workflow (and stop dragging you into theirs)34:00 – Dream’s top workflow advice: simplify, document, and systematize like you’re building a teamConnect with DreamLinkedIn: https://www.linkedin.com/in/aldreamaharper/YouTube: https://www.youtube.com/@AldreamaHarper Facebook: https://www.facebook.com/aldreama Instagram: https://www.instagram.com/aldreamaharperWebsite: https://successbizacademy.newzenler.com/organizedpreneur?https://hihello.com/hi/organizedpreneur Connect with usInstagram: https://www.instagram.com/gonorthflow YouTube:

Are you batching your content or flying by the seat of your content calendar? 😅 In this episode of Behind the Workflow, Simona Costantini and Taly Melo go deep on one of the biggest creator questions of 2025: Should you batch your content, or create in real-time?They share the stats, the Reddit debates, and their own agency-tested strategies for building a content system that actually works—whether you're a solo creator or managing 10+ podcast clients.In this episode, you’ll learn: 🧠 Why context switching kills creativity—and how batching protects your brain 📅 How to batch without becoming too rigid or losing that real-time magic ⚡ The secret to staying consistent without burning out 🎯 Our 3P Framework: Plan, Produce, Pivot (and how it saves hours every week) 🧩 How to test what works before you lock in your system 💬 Real Reddit quotes from creators + our take on what actually works in the wild ⚙️ How Northflow helps us manage batching and spontaneous content without chaos🎁 Grab our free 3P Workflow Download → https://northflow.kit.com/3-p-framework 💻 Learn more about Northflow: https://www.northflow.io🎧 Subscribe for more workflow deep dives + creator strategies#PodcastWorkflow #ContentCreationTips #NorthflowTools #BehindTheWorkflow #BatchingVsRealtime #PodcastAgencyTips #ContentStrategy2025 #ProductivityForCreatorsWe talk about:00:00 Introduction: The Content Chaos Dilemma00:40 Meet Your Hosts: Simona and Tally00:47 The Great Debate: Batch vs. Real-Time Content Creation01:36 The Science Behind Batching: Boosting Productivity03:14 Real Insights from Reddit Creators05:30 Balancing Act: The Benefits of Real-Time Creation14:17 The 3P Framework: Plan, Produce, Pivot19:20 Pro Tips for Batching and Real-Time Content20:42 Conclusion: Finding Your RhythmConnect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/ #PodcastProduction #WorkflowOptimization #Northflow #PodcastManagement #BehindTheWorkflow

Is your workflow secretly holding your podcast back from growing? 😵‍💫 You’re not imagining it. In this episode of Behind the Workflow, Simona Costantini and Taly Melo break down five sneaky signs your system isn’t scalable—and what to do about it.From onboarding overload to chaotic tool stacks, this is the ultimate reality check for creators and agencies who want to stop surviving and start scaling—with clarity, confidence, and calm.In this episode, you’ll learn:🚧 Why “I’ll just do it myself” is killing your capacity (and what to do instead)📉 The hidden cost of skipping SOPs (spoiler: it’s not just your sanity)🧠 Why your process shouldn’t live in your head—and how to extract it🛠️ How scattered tools create more chaos than convenience📈 The mindset shift required to build a workflow that grows with you⚙️ How Northflow can help you reclaim your time, reduce overwhelm, and manage your entire content system in one place🔥 Bonus: Real stories from agency owners, producers, and solo podcasters + how we used their feedback to build Northflow from the ground up.💻 Try Northflow for free before June 16th: https://www.northflow.io 🎧 Subscribe for more podcast workflow strategies and behind-the-scenes insights#PodcastWorkflow #CreatorSystems #NorthflowLaunch #BehindTheWorkflow #PodcastAgencyTips #ContentOperations #ScalableWorkflowsWe talk about:00:00 Introduction: Are You Building for Today or the Team?00:22 Welcome to Behind The Workflow00:47 Why Your Workflow Isn't Ready to Grow03:24 Delegation Bottlenecks07:21 Onboarding Overload09:49 Disjointed Tool Chaos13:51 Scaling Without a System16:32 Key Takeaways and Solutions17:50 North Flow: The Ultimate Solution21:00 Closing Remarks and Thank YouConnect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/ #PodcastProduction #WorkflowOptimization #Northflow #PodcastManagement #BehindTheWorkflow

Is your podcast process secretly draining you? 😰 You’re not alone. In this episode of Behind the Workflow, Simona Costantini and Taly Melo unpack the six critical strategies podcast agencies and creators need to implement to avoid burnout and stay aligned with their purpose.Whether you're juggling multiple clients or running a solo show, this is your permission slip to do things differently — with systems that support your creativity (not sabotage it).In this episode, you’ll learn:How to recognize early signs of burnout in yourself and your teamThe biggest workflow mistakes podcast agencies makeWhy consistency ≠ weekly episodesThe power of repurposing content and batching like a proWhat “strategic slowing down” really looks likeHow to use Northflow to streamline your podcast production🔥 Bonus: Real insights from fellow creators and agency owners + a sneak peek at the Northflow tool designed to simplify your entire process.💻 Try Northflow: https://www.northflow.io 🎧 Subscribe for more podcast workflow tips#PodcastBurnout #PodcastWorkflow #ContentCreationTips #BehindTheWorkflowWe talk about:00:00 Introduction: The Struggle of Podcasting00:58 Recognizing Burnout: Early Signs and Symptoms03:30 Common Causes of Burnout in Podcast Agencies12:41 Effective Workflow Systems to Save Time15:51 Reconnecting with Your Why17:24 Sustainable Success Habits for Agencies19:07 Conclusion and Key TakeawaysConnect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/ #PodcastProduction #WorkflowOptimization #Northflow #PodcastManagement #BehindTheWorkflow

Still stitching Trello, Google Forms, and Zapier together to manage your podcast production? It’s costing you more time (and money) than you think. In this episode, we show you how to finally streamline and scale — without duct tape.In this episode of Behind the Workflow, Simona and Taly rip off the duct tape and shine a bright, beautiful light on the hidden chaos lurking behind most podcast production systems. If you’ve ever stitched Trello, Google Forms, and Zapier together with crossed fingers and whispered prayers — this one’s for you.They dive deep into why patchwork workflows collapse, how to break free from the chaos, and how a real system (not just a collection of tools) changes the entire game for podcasters, agencies, and creatives ready to scale with less stress and more success.Packed with agency-tested insights, real-world stats, and fresh-from-the-field strategies, Simona and Taly share how you can ditch the duct tape, reclaim your energy, and build a workflow that works for you — not the other way around.🔑 Key Themes & Takeaways:When Systems Become Stressors. From overly complex Notion boards to 30-step upload checklists, Simona and Taly reveal why so many podcast workflows feel like full-time jobs — and what to do instead.Clickability is Queen. It’s not enough to have a beautiful chart or checklist. If your team can’t click into the actual assets, due dates, and assigned owners — your system is broken.Templates = Time Freedom. Discover how templated task cards and pre-assigned roles eliminate guesswork and give your team (or future team) a clear path to follow every time.Beyond Pretty SOPs. Most workflows look nice on paper. But Simona and Taly share why real workflows are built to execute, not just to display. Your system should work — not create more work.The Notion Trap. Taly breaks down why she once loved Notion — until it turned into a productivity labyrinth. And why Northflow was designed to keep things simple, streamlined, and scale-ready.One Tool to Rule Them All. Why podcast producers, agency teams, and even solo creators are ditching duct-tape solutions for a centralized system that houses everything in one place.Feedback Loops and Optimization. Don’t just launch and ghost. Simona explains why reviewing analytics, social feedback, and campaign performance is the secret sauce to sustainable growth.Request an invite: https://northflow.io/#request-invite We talk about:00:00 Introduction00:54 Breaking Down a Reddit Workflow Example03:41 Pre-Production Pitfalls and Strategy05:45 How Most People Overcomplicate Podcast Systems08:07 Clickable vs. Visual Workflows10:25 Building for Collaboration (Even If You’re Solo)12:18 Assigning Roles and Timelines That Actually Work14:32 Why Northflow Beats Notion for Podcasting17:00 What Happens After You Publish (Don’t Skip This)18:45 The Secret to Sustainable Scaling22:01 Key Takeaways and Final ThoughtsConnect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn:

Welcome to the Northflow Bi-Weekly Marketing Update — where we share the latest tools designed to help podcasters save time, simplify workflows, and scale with ease.In this update, we’re diving into brand-new features that just launched inside the Northflow platform:A built-in Calendar system that replaces tools like Calendly and syncs directly with Google CalendarPowerful Forms that auto-generate podcast episodes, eliminating back-and-forth adminAn upgraded Production Planner to map out seasons, themes, and weekly episodes at a glanceNew AI tools to streamline content creation, outline episodes, and generate visual assetsOur ultra-efficient Quick Task Mode for faster, smoother task managementWhether you're an independent creator, agency owner, or podcast producer, these features were built for you—with feedback from real users shaping every release.Request your invite: https://northflow.io/#request-inviteJoin us on Discord: https://discord.gg/4CEsURsh 00:00 Introduction 00:25 Join Our Discord Community 01:18 New Features Overview 01:43 Calendar and Forms Integration 04:55 Production Schedule Feature 06:51 New Task Editor and AI Tools 08:23 Quick Task Mode 10:35 Demos and Beta Phase Connect with usInstagram: https://www.instagram.com/gonorthflow YouTube: https://www.youtube.com/@gonorthflow LinkedIn: https://www.linkedin.com/company/northflow X: https://x.com/goNorthflow Website: https://northflow.io/ #PodcastProduction #WorkflowOptimization #Northflow #PodcastManagement #BehindTheWorkflow