5 Signs You Need Podcast Operations Support (And What to Do Next)
- Sara Lowell
- 4 days ago
- 9 min read
You started your podcast to build your brand, share your voice, and connect with your audience. You had big dreams. You were excited.
But now? You're drowning in the backend. Scheduling guests at 11 PM. Chasing down audio files. Uploading episodes at the last minute (or let's be honest—not uploading at all). And that content calendar you made three months ago? Yeah, that's gathering dust.
Here's the thing: You're not bad at podcasting. You're just doing too much.
Greatness happens when you show up and speak. Everything else? That's operations. And if you're spending more time managing the chaos than creating content, something's gotta give.
Let's talk about the 5 signs that scream you've outgrown the DIY podcast life and what to do about it.
Why Podcast Operations Actually Matter
Let's get clear on what we're talking about here. Podcast operations isn't a fancy buzzword. It's the behind-the-scenes work that makes your show run smoothly: guest coordination, file management, editing oversight, publishing schedules, team communication, and all the little tasks that pile up when you're trying to get an episode out the door.
Here's the reality: creating content and managing operations are two completely different skill sets. You can be an amazing host and a terrible project manager. That's not a character flaw; that's just not your zone of genius. (And this is OK!)
Most podcast hosts get stuck because they think they have to do it all. Spoiler alert: you don't. The sooner you separate content creation from operations management; the sooner you'll actually enjoy podcasting again.
Sign #1: You're Missing Publication Deadlines (Or Not Publishing at All)
If your podcast schedule looks more like a suggestion than a commitment, we need to talk.
Maybe episodes are sitting in your drafts folder for weeks. Maybe you've gone from weekly to "whenever I get around to it." Maybe you've got a backlog of recorded interviews that never see the light of day because the thought of editing, uploading, and promoting them feels like trying to talk under water.
Why it happens: Too many moving parts, no clear system, and you're the bottleneck for everything.
Why it matters: Your audience notices. Inconsistency kills momentum. People stop checking for new episodes. Potential sponsors move on. And that credibility you worked so hard to build? It takes a hit every time you ghost your own show.
The real problem: It's not that you don't have content. It's that you don't have a workflow that makes publishing feel easy and repeatable.
If you're constantly scrambling or skipping weeks, that's not a motivation problem, that's an operations problem. And operations problems have operations solutions.
Sign #2: You're Spending More Time on Admin Than Content Creation
Let's do a quick gut check. How much time did you spend on your last episode?
Now break it down:
Time spent recording: _____
Time spent on everything else (scheduling, file transfers, uploading, show notes, social posts, chasing people down): _____
If that second number is bigger than the first, Sally, we have a problem.
Here's what's eating your time:
Playing email tag with guests to find a recording time
Downloading files from 47 different places
Uploading to your hosting platform (and fixing the metadata you forgot)
Writing show notes at midnight
Creating social media graphics, you'll post once and forget about
Reminding your editor about deadlines
Doing literally everything except the thing you're actually good at
Your zone of genius is showing up and delivering great content. The rest? That's not where your greatness lives.
Quick reality check: If you're spending more than 2-3 hours per episode on backend work, you're working way too hard. That time has a dollar value. What could you be doing instead if someone else handled the admin?
Sign #3: Your Team Is Uncoordinated (Or You Don't Know Who to Hire)
You've got an editor. Maybe a social media person. Maybe a VA who helps "sometimes." But somehow, everything still falls on you to coordinate.
Sound familiar?
Your editor doesn't know when episodes are due
Your social media manager is asking you for assets (that you forgot to send)
Nobody knows what anyone else is doing
You're the middleman for every single conversation
You want to hire more help but you're not even sure what role to hire for
Here's the truth: You don't need more people. You need better systems and someone to manage them.
Adding more team members without operations support is like throwing more ingredients into a recipe that's already a mess. It doesn't make things better; it makes things more chaotic.
What you actually need is a podcast operations manager or coordinator who can:
Keep everyone on the same page
Manage deadlines and handoffs
Be the point person so you don't have to be
Build the systems that make your team actually function like a team
Stop hiring specialists when what you really need is someone to orchestrate the whole show.
Sign #4: You Dread Recording Because of Everything That Comes After
This one hits different because it's not about logistics, it's about how you feel.
You used to love podcasting. You loved the conversations, the ideas, the energy. But now? Now you look at your recording schedule and feel... heavy. Anxious. Maybe even a little resentful.
It's not the recording you dread. It's the pile of tasks waiting for you afterward.
The uploading. The editing notes. The social posts. The follow-ups. The 17 tiny decisions that somehow take an hour each. You're not excited, you're exhausted before you even hit record.
And here's what really stings: you start avoiding it. You reschedule guests. You push episodes back. You tell yourself you'll "get to it later." But later never comes because the burden feels too big.
Let me say this clearly: If you love the content but hate everything else, you haven't fallen out of love with podcasting. You've just outgrown doing it alone.
The passion is still there. It's just buried under a mountain of operational BS that was never supposed to be your job in the first place.
Sign #5: You Want to Grow But Can't Because You're at Capacity
You've got ideas. Big ones.
Maybe you want to:
Launch a second show
Increase your episode frequency
Pitch sponsors
Run a podcast tour or live events
Build a content empire around your show
But every time you think about it, you hit a wall. Because you're already maxed out just keeping the current show afloat.
This is the growth ceiling. And it's not about your ideas or your ambition, it's about bandwidth.
You can't scale what you can't systemize. You can't grow when you're the bottleneck for every single task. You can't take on new opportunities when you're still manually uploading episodes at 2 AM.
The opportunity cost is real. Every hour you spend on operations is an hour you're NOT spending on:
Creating better content
Building partnerships
Connecting with your audience
Landing that sponsorship deal
Doing literally anything that moves the needle
Growth doesn't happen when you're stuck in the weeds. It happens when you free yourself up to focus on what actually matters.
And guess what? The way you free yourself up is by getting operations support.
What to Do Next: Your Action Plan
Okay, so you've read the signs. You're nodding your head. Maybe you're feeling a little called out (sorry, not sorry). Now what?
Here's your step-by-step game plan to get out of the operational chaos and back to doing what you do best.
Step 1: Audit Your Current Operations
Before you can fix it, you need to see it clearly.
Do this for one week:
Track every single task you do for your podcast
Note how long each task takes
Mark which tasks drain you vs. energize you
Identify the bottlenecks (where things get stuck)
Be honest. Don't track what you wish you were spending time on. Track reality.
At the end of the week, you'll have a clear picture of where your time is actually going and where the leaks are.
Step 2: Decide What to Delegate First
Not everything needs to go right away. Start with the high-impact, low-skill tasks that eat your time but don't require your brain.
Good candidates for immediate delegation:
Guest outreach and scheduling
File management and transfers
Uploading and publishing
Show notes and transcripts
Social media scheduling
Follow-up emails
Keep (for now):
Content strategy
Recording and hosting
Big creative decisions
The goal isn't to hand off everything. The goal is to get your time back so you can focus on the stuff only you can do.
Step 3: Choose Your Support Level
Podcast operations support isn't one-size-fits-all. Here are your options:
Option A: Hourly Podcast Coordination Support Perfect if you need help with specific tasks but want to stay involved in the process. Think: guest coordination, file management, publishing support. You stay in the driver's seat, but someone's handling the grunt work.
Option B: Systems + Team Management You've got a team (or you're about to build one), but nobody's on the same page. This is where you bring in someone to create workflows, implement project management tools, and make sure everyone knows what they're doing and when.
Option C: Full Operations Overhaul You're ready to step back from the backend completely. This means end-to-end workflow creation, team hiring and management, SOPs, and someone who runs the whole operation so you can just show up and record.
Not sure which one you need?
Start with an audit (see Step 1) and then talk to someone who can help you figure out what makes sense for where you are right now.
Step 4: Get Started
Here's the part where you actually do something about it.
If you're ready to stop doing this alone, let's talk. Podcast operations support starts at $45/hour, and we can figure out exactly what you need to get your show running smoothly again.
Email me at Sara@youarerembertllc.com or check out the full breakdown of services here: youarerembertllc.com/podcastoperations
No pressure. No sales pitch. Just a real conversation about what's not working and how to fix it.
Frequently Asked Questions About Podcast Operations Support
What does a podcast operations manager do?
A podcast operations manager handles all the behind-the-scenes work that keeps your show running smoothly. This includes guest coordination, managing your editing team, overseeing publishing schedules, creating workflows and SOPs, handling file management, and making sure everyone on your team knows what they're doing and when. Basically, they run the backend so you can focus on creating content.
How much does podcast operations support cost?
Podcast operations support typically ranges from $45-$150 per hour depending on the level of support you need and the complexity of your show. Some coordinators offer package rates for ongoing monthly support. The investment usually pays for itself quickly when you factor in the time you get back and the revenue opportunities you can finally pursue when you're not buried in admin work.
When should I hire help for my podcast?
You should hire help when you're consistently missing deadlines, spending more time on admin than content creation, feeling overwhelmed by the backend work, or when you want to grow but don't have the bandwidth.
If podcasting has stopped being fun and started feeling like a burden, that's your sign. You don't need to wait until you're making a certain amount of money—you need help when the operations are holding you back.
What's the difference between a podcast editor and a podcast operations manager?
A podcast editor focuses specifically on the audio: cutting, cleaning, adding music, and making your episode sound professional.
A podcast operations manager oversees the entire production process from start to finish. They coordinate with your editor, manage deadlines, handle publishing, coordinate guests, manage your team, and create the systems that keep everything running.
Think of it this way: an editor is a specialist; an operations manager is an orchestrator.
Can I outsource my entire podcast production?
Yes, you can outsource most of your podcast production, but you'll still need to show up for recording. You can delegate guest coordination, editing, show notes, publishing, social media, and all the operational tasks.
The key is building the right team with clear workflows, so everything runs without you having to micromanage.
Do I need a full-time operations manager, or can I hire someone part-time?
Most podcast hosts don't need a full-time operations manager. Part-time or hourly support is usually more than enough, especially if you're publishing weekly.
Start with a few hours a week to handle the biggest pain points, then scale up as needed. The beauty of operations support is that it's flexible, you pay for what you actually need.
What should I delegate first in my podcast workflow?
Start with the high-impact, low-skill tasks that eat your time but don't require your expertise.
Good first delegations include: guest outreach and scheduling, file organization and transfers, uploading and publishing, show notes and transcripts, and social media scheduling. Keep the creative decisions and actual recording for yourself (at least for now).
How do I know if I need a podcast coordinator or a virtual assistant?
A podcast coordinator specializes in podcast production workflows and understands the specific systems, tools, and processes involved in running a show.
A virtual assistant is more generalist and can help with various tasks but may not have podcast-specific expertise. If your main pain point is podcast operations, go with a coordinator.
If you need general business support beyond the podcast, a VA might work, but they'll likely need more training on podcast workflows.
Final Thoughts
If you recognized yourself in any of these signs (or all of them—no judgment), here's what I want you to hear:
You don't have to do this alone.
Podcasting was supposed to be fun. It was supposed to be about connection, creativity, and sharing your voice with the world. It wasn't supposed to feel like a second job you resent.
The good news? You can get back to the part you love. You just need someone to handle the part you don't.
Stop white-knuckling your way through operations. Stop pretending you have to be good at everything. Stop letting the backend steal your joy.
Focus on what you do best, creating killer content. Let someone else handle the rest.
Ready to make that happen? Let's do this.
Email me at Sara@youarerembertllc.com or check out the full breakdown of services here: youarerembertllc.com/podcastoperations