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How do you effectively schedule guests for your podcast?

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Podcasting is a great way to share your voice, ideas, and stories with the world. But it can also be a challenge to find and book the right guests for your show. How do you reach out to potential guests, manage their expectations, and schedule them for your episodes? In this article, we will share some tips and best practices for podcast guest management that will help you create engaging and valuable content for your audience.

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1 Identify your ideal guests

Before you start inviting people to join your podcast, you need to have a clear idea of who your ideal guests are. What kind of expertise, experience, or perspective do they have that matches your podcast's theme, niche, and goals? How can they add value to your listeners and enhance your credibility? How can you find them online or offline? Make a list of potential guests that fit your criteria and rank them according to your preference and availability.

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Sarra Messili

CEO at Podcast Inc | Host of The Entrepreneurial Age | I Help You Use a Podcast to Grow Your Business Sales and Marketing | Monetization Planner
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Scheduling podcast guests is like assembling a dream team for a cosmic summit. Outline your A-list, send out invitations that scream "can't miss this!", and offer more time slots than a fancy restaurant's menu. Communication is key to avoid intergalactic mishaps, and during the interview, steer clear of asteroids. Thank your guests like they just saved the world, and keep those cosmic connections alive for future podcast adventures!

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Kendall Breitman

Community at Riverside.fm
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A great thing to keep in mind. See if any of your ideal guests are trying to promote something that they're working on, whether that be a book, a course, a new product, a podcast for themselves. When a potential guest is promoting something, it is a great time to reach out to have them on your podcast. Offer to focus some of the discussion on what they're promoting, and they'll be more likely to participate and join your show.

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Thomas Barsch

Tech Business Influencer mit +29k Follower:innen für Hardware (Server, Storage, Devices, Roboter) | Cloud (RZ, SaaS, IaaS, PaaS, SaaS) | Managed Services
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Unserer Erfahrung nach hat es sich bew?hrt alle m?glichen Stakeholder in eine G?ster-Vorschlagsliste mit aufzunehmen. Durch die verschiedenen Rollen und Betrachtungsweisen ergibt sich dann fast von alleine ein spannender abwechslungsreicher Mix.

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Kenneth Groom
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Effective podcast guest scheduling starts with defining your ideal guests. Consider their expertise, perspective, and relevance to your podcast's theme and goals. Rank potential guests by preference and availability, ensuring they align with your show's focus. Additionally, having a clear time frame for recording episodes for the season, along with batch recording, can streamline the process.

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2 Craft a personalized pitch

Once you have your list of potential guests, you need to craft a personalized pitch that will catch their attention and interest. A good pitch should include a brief introduction of yourself and your podcast, a clear and specific reason why you want them as a guest, and a summary of the benefits they will get from being on your show. You should also include some relevant details about your podcast, such as the format, length, audience, and topics. Avoid sending generic or spammy messages that sound like you are mass emailing everyone. Instead, show that you have done your research and that you genuinely appreciate their work and value their time.

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Kenneth Groom
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Crafting a compelling pitch is crucial. Introduce yourself and your podcast, highlighting why they're the perfect fit. Be specific about the benefits they'll gain from joining. Show genuine interest and avoid generic messages, demonstrating that you value their time and work.

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3 Use a scheduling tool

One of the most tedious and time-consuming aspects of podcast guest management is scheduling. Trying to coordinate the availability of your guests, especially if they are in different time zones, can be a hassle. That's why you should use a scheduling tool that will automate and simplify the process. A scheduling tool is an online application that allows you to create a calendar with your preferred dates and times for recording your podcast episodes. You can then share a link to your calendar with your guests and let them choose the slot that works best for them. This way, you can avoid the back-and-forth emails and phone calls and reduce the risk of double booking or missing appointments.

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Thomas Barsch

Tech Business Influencer mit +29k Follower:innen für Hardware (Server, Storage, Devices, Roboter) | Cloud (RZ, SaaS, IaaS, PaaS, SaaS) | Managed Services
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Je nachdem welche Ziele man mit seinem Podcast verfolgt ist es nicht ausreichend "nur" ein Planungstool zu verwenden. Weitere relevante Einflu?faktoren k?nnen sein: - Erscheinungszyklus - Anzahl der beteiligten Personen & Unternehmen - Distribution der Episoden - Einbindung & Abh?ngigkeiten zu anderen Marketing Kampagnen. - Qualit?tssicherung - Vertretungen für die einzelnen Aufgaben Unsere Empfehlung geht klar in Richtung Projekt- und Collaboration Tools, wie z. B. ZOHO CRM & Projects. Damit kann der gesamte -Erstellungsprozess von der Idee bis zu den Distributions-Kampagnen in den verschiedenen Phasen abgebildet werden. Für jede Phase k?nnen Checklisten angelegt werden. Die eine strukturierte, zwangsverzahnte Arbeitsweise erm?glichen.

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Kenneth Groom
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Simplify the tedious task of scheduling by leveraging online scheduling tools. Create a calendar with preferred recording slots and share it with potential guests. This automation minimizes back-and-forth emails, reduces scheduling conflicts, and streamlines the process, especially for guests in different time zones. Be flexible and accommodate the guest's schedule as much as possible. Tools like Calendly can be useful for finding suitable times.

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4 Prepare your guests

After you have confirmed the date and time of your recording with your guests, you need to prepare them for the interview. This means sending them a confirmation email with all the relevant information they need to know, such as the topic, the questions, the format, the technical requirements, and the expectations. You should also provide them with some tips and guidelines on how to deliver a great podcast interview, such as speaking clearly, avoiding background noise, and being authentic and engaging. You should also ask them for their bio, photo, social media links, and any other promotional materials they want you to use for your show notes and marketing.

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Anna Nadeina

Head of Growth @saas.group, Host of the @saas.unbound podcast
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There are several steps to this that help me. The first is to give them a pitch about the podcast, target audience, best-performing topics, timing, tech, etc. Secondly, during the intro call, to go over the points and narratives we want to explore. Write everything down in the follow-up email to be on the same page. And the last, to make them feel safe during the recording. We're not live, so I ask if there's anything they don't want to talk about but also tell guests to feel free to stop me if the question is not comfortable. I think, creating a positive environment during the recording is a game-changer.

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Thomas Barsch

Tech Business Influencer mit +29k Follower:innen für Hardware (Server, Storage, Devices, Roboter) | Cloud (RZ, SaaS, IaaS, PaaS, SaaS) | Managed Services
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Hierzu haben wir unsere eigene Meinung. Natürlich gibt es ein paar Dinge zu beachten, wie z. B. ein Headset und eine stabile Internetverbindung (bei Remoteaufnahmen). Inhaltlich geben wir nur grob das Thema vor. Fragen schicken wir im Vorfeld nicht mehr zu. Früher haben wir das gemacht und ein Gast hat mit einem Prompter gerbeitet. Wir konnten Ihn dann zu einer weiteren Aufnahme ohne Skript / Prompter motivieren. Wir haben ihm beide Aufnahmen zur Verfügung gestellt und ihn darum gebeten sein Frau nach der besseren Version zu Fragen. Die "freie" Version war mit Abstand die Bessere.

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Kenneth Groom
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Preparing guests for interviews is essential. Send a confirmation email with comprehensive information, including the topic, questions, format, technical requirements, and expectations. Offer a flexible episode flow template to help your guest prepare for the conversation, providing guidance on general topics rather than a strict script. Several of my guests prefer this approach, and it can be discussed during the introduction call.

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5 Follow up and thank your guests

The last step of podcast guest management is to follow up and thank your guests after the recording. You should send them a thank you email with a link to the episode once it is published and ask them for their feedback. You should also encourage them to share the episode with their network and audience and tag them on your social media posts. This will help you build a positive and lasting relationship with your guests and increase the exposure and reach of your podcast. You should also keep in touch with your guests and update them on the performance and impact of the episode and invite them to collaborate again in the future.

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Kenneth Groom
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After recording, maintain the connection by sending a thank-you email and sharing the published episode. Encourage them to provide feedback and promote the episode to their network. Keep the lines of communication open for potential future collaborations, building lasting relationships that benefit both parties. Additionally, consider sharing episode statistics after release and reaching out to guests via email at the end of the season to highlight top episodes and determine future collaborations.

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Thomas Barsch

Tech Business Influencer mit +29k Follower:innen für Hardware (Server, Storage, Devices, Roboter) | Cloud (RZ, SaaS, IaaS, PaaS, SaaS) | Managed Services
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Es ist sehr empfehlenswert einen eigenen G?ste-Newsletter einzurichten. So bleibt man auch nach dem ersten Podcast in Kontakt und vielleicht ergibt sich ja in einem zeitlichen Abstand eine weitere Episode oder man plant von vorneherein ein Serie.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Thomas Barsch

Tech Business Influencer mit +29k Follower:innen für Hardware (Server, Storage, Devices, Roboter) | Cloud (RZ, SaaS, IaaS, PaaS, SaaS) | Managed Services
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Den gr??ten Erfolg hat man wenn der Podcast in den kompletten Marketing-Mix integriert und konzertiert wird. So beschleunigt man die Zielerreichung.

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How do you effectively schedule guests for your podcast?

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2

3

4

5

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1 Identify your ideal guests

2 Craft a personalized pitch

3 Use a scheduling tool

4 Prepare your guests

5 Follow up and thank your guests

6 Here’s what else to consider

Podcasting

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