What Is a Podcast Coordinator (and Do You Need One on Your Team)?

When I started my business, I had no idea that podcasting was in my realm of things especially when it comes to a marketing tool to allow your audience to get to know you. But like a blog post, having a podcast can help others understand what you do and how you can help them.

If this is something new for you, then you’re in for a treat but if you have been in the podcasting game for some time, you have an understanding of how podcasting can be a powerful tool. Of course there are many ways to get your name out there, but I believe podcasting is truly the place to be and guess what, it does not have to be complicated. 

This is what you’re going to learn here. You’re going to get an idea of what a podcast coordinator can do for your business because I'm telling you right now, it's time to have more fun in what you're doing rather than feeling overwhelmed by all the moving parts. It does not need to be chaotic as it can be simple. 

What Does a Podcast Coordinator Actually Do?

If you have been here for a while, you know I’m all about the way your business runs internally which helps greatly with the way your business is externally, and this is the same as how your podcast runs. Without the right systems in place, you’ll definitely get overwhelmed and want to throw in the towel. But let's break it down so you can get an idea of what goes on behind the scenes. Oh, before I forget, you are the voice of your show so why not just do that by hitting record and get all the things done for you. 

Ok, let's get into it. 

A Podcast Coordinator is the person who’s going to help you make sure your podcast runs smoothly so you’re not screaming into the void as if you can’t do anything else. While the host may be the voice listeners hear, the coordinator is the one managing all the moving parts to make sure each episode is planned, executed and published on time. 

Pre-Production Tasks for a Podcast Coordinator

This is all about the prep work. The coordinator:

• Research potential guests and gathers all relevant information

• Reaches out to guests and manages scheduling

• Confirms guest availability and ensures they have everything they need

• Prepares outlines, suggested questions, and episode briefs

• Sets up everything in a project management tool such as Asana 

Post-Production Tasks for a Podcast Coordinator

Once recording wraps, the real work begins:

• Coordinates with editors to handle audio/video clean-up, delegate the tracks and add

  everything in the project management tool. 

• Reviews final cuts and ensures everything is polished (Quality Control) 

• Writes show notes, episode titles, and summaries

• Uploads the episode to hosting platforms

• Manages publishing dates and timelines

• Communication with guests if applicable to let them know their episode is live with any promo items.

Systems & Workflow Management

If you're serious about podcasting, systems matter, and this is where the coordinator shines:

• Creates and maintains Standard Operating Procedures (SOPs) for every part of the podcast process

• Manages episode calendars and production schedules

• Streamlines workflows between hosts, guests, editors, and whoever else is on the team 

In short, the Podcast Coordinator makes sure the podcast isn’t just a creative outlet, it’s a consistent, strategic asset for your business. They’re the glue between content and execution, helping entrepreneurs stay in their zone of genius while the show runs without the chaos. 

How A Podcast Coordinator Supports a Podcast Host or a Business Owner 

Let’s be real, if you're running a business, you already have so much going on. If you have other obligations, again, there’s a lot going on. When you add a podcast to the mix it can be great, but we don’t want it to drain you.

A Podcast Coordinator can help you with this balance by: 

• Taking the logistics off of your plate so you can focus on other aspects of your business 

• Bringing structure and consistency to your podcast 

• Making sure your podcast is handled properly, and every moving part is done in a timely manner 

• Create a simple system and process for you and your team 

When you think of a podcast coordinator, it's as much as a business manager with interchangeable tasks. We want to make sure everything is good on the backend so you can focus on the bigger picture of your business. 

When Is the Right Time to Hire a Podcast Coordinator

This is up to you in many ways but think about these signs you’re ready: 

• You keep missing your podcast deadlines 

• You lack structure and planning 

• You and your team are spending too much time managing the details 

• You want to get serious about your podcast as a business tool, not just a side project 

Yeah, does that sound about right? Then it's time. 

If your podcast feels like another task on your list or worse it's stalled, it’s time to bring in support.

A Podcast Coordinator helps you show up with intention and consistency, while taking the stress of your plate. When done right, your podcast becomes more than content, it becomes part of your leadership voice, your way of showing up in a different way and you’re making an impact. 

Need help evaluating your current structure or podcast workflow? This is exactly what I do. Let’s talk about how to get your systems in place so your podcast can truly work for you. 

email (sara@youarerembertllc.com) to get your answers answered and figure out how to make your operations feel lighter….IN A HUMAN WAY!