{"id":2925,"date":"2018-08-13T00:00:00","date_gmt":"2018-08-12T23:00:00","guid":{"rendered":"https:\/\/www.thepodcasthost.com\/uncategorised\/manage-podcast-guest-outreach\/"},"modified":"2024-04-16T11:36:05","modified_gmt":"2024-04-16T10:36:05","slug":"manage-podcast-guest-outreach","status":"publish","type":"post","link":"https:\/\/www.thepodcasthost.com\/planning\/manage-podcast-guest-outreach\/","title":{"rendered":"How to Easily and Effectively Manage Podcast Guest Outreach"},"content":{"rendered":"\n

This is a guest post by Marina Barayeva, host of\u00a0Marketing for Creatives<\/a>.\u00a0It’s a podcast for creative entrepreneurs and business owners about how to market a small business. Marina is also a portrait photographer based in Beijing, China. Her mission is to inspire people to do what they love and help to grow it as a business.\u00a0Here, she’ll show you what she’s learned about how to manage podcast guests for well over 150 episodes. <\/em><\/p>\n\n\n\n

When you invite people to be a guest on your podcast, or they pitch you their ideas, it can be overwhelming to organize all the information about the guest, outreach process, podcast topics, etc.<\/p>\n\n\n\n

In the beginning, you get in touch with only a few people. The more you grow and the more episodes you post, the more guests you reach out to. Some of them will say \u2018No\u2019, some will say \u2018Write to me in two months again\u2019, some will not reply for a long time. It\u2019s so difficult to remember all of these.<\/p>\n\n\n\n

I tried Excel, Evernote, Google Docs and several other kinds of customer relationship management software ( or CRM), but it still wasn\u2019t productive and really effective.<\/p>\n\n\n\n

While something like Excel can be a simple solution, I almost gave up when I started the\u00a0Marketing for Creatives podcast<\/a>,\u00a0because managing the podcast guests and clients of my main business was crazy.<\/p>\n\n\n\n

You don’t have to go through all these tests too. I\u2019ll show you a more advanced and still easy way of tracking the data by using the HubSpot system. Free features will be more than enough for you.<\/p>\n\n\n\n\t\t\t

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\"Manage<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

It will take you about 1 hour to set up your account, but save you a ton of time in the future. Later, all you need to do is add the new contacts with the necessary information, and manage the stages of the interview process. It will look similar to this.<\/p>\n\n\n\n\t\t\t

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\"Manage<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n


\nThe setup process includes the next stages:<\/p>\n\n\n\n

  1. Create your profile<\/li>
  2. Add properties for collecting additional information about the contacts<\/li>
  3. Enter Deal properties for a podcast guest outreach<\/li>
  4. Creating a Pipeline for a podcast guest outreach<\/li>
  5. Customizing the profile and properties for the new deals and contacts<\/li>
  6. Customizing a contact page<\/li>
  7. Adding a new contact<\/li>
  8. Add a new podcast interview deal<\/li>
  9. Customizing a Deal page<\/li>
  10. Working with a Deal page to manage the interview process<\/li><\/ol>\n\n\n\n

    I recommend doing all these steps at one time, as it may be a little complicated for non-tech people. But no worry, every step goes with the images. Get your coffee and let\u2019s start.<\/p>\n\n\n\n

    Create your HubSpot profile<\/h2>\n\n\n\n

    First, create your profile on HubSpot. Start with CRM Free<\/a>. That\u2019s not a free trial. It\u2019s forever free, with unlimited users. Also, you can save up to one million contacts, companies, deals, and tasks. If you want more features for your business, you can upgrade anytime.<\/p>\n\n\n\n\t\t\t

    \n\t\t\t
    \"Get<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    Fill your data.<\/p>\n\n\n\n\t\t\t

    \n\t\t\t
    \"Fill<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    Enter your website and company name.<\/p>\n\n\n\n\t\t\t

    \n\t\t\t
    \"Enter<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    After you register, check your email box and verify your email.<\/p>\n\n\n\n\t\t\t

    \n\t\t\t
    \"Verify<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    Complete the rest of the steps to start using CRM<\/p>\n\n\n\n\t\t\t

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    \"Complete<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    Creating properties for collecting information about the contacts<\/h2>\n\n\n\n

    HubSpot set the basics for you from the beginning. Before you start adding new contacts and deals, you’ll want to customize the profile. We\u2019ll start with your contacts.<\/p>\n\n\n\n

    I prefer to keep some info about the person, so I can easily find it anytime. You can add there the same properties for the contact as shown below. Or feel free to pass on those that you don’t need, and add your own.<\/p>\n\n\n\n

    Go to Contacts tab. From the Customize menu, pick Edit Properties.<\/p>\n\n\n\n\t\t\t

    \n\t\t\t
    \"Creating<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    The Contact information section already has the main things you may need.<\/p>\n\n\n\n\t\t\t

    \n\t\t\t
    \"Creating<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    Add new properties to the Social media information section<\/h3>\n\n\n\n

    You may want to add a few more properties to the Social media information section. I have properties for all the main social media networks, such as YouTube, Facebook, and Instagram there.<\/p>\n\n\n\n

    To add a new property, click Create a property.<\/p>\n\n\n\n\t\t\t

    \n\t\t\t
    \"Creating<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    Create your Label. An Internal name will be the same as the label, but you can modify it if you want. A Description is optional, but you can add some information that may help if you add an assistant to the system, and he or she will fill the people\u2019s data for you.<\/p>\n\n\n\n

    In the Group pick \u2018Social media information\u2019 and the Field type is Single-line text.<\/p>\n\n\n\n\t\t\t

    \n\t\t\t
    \"Creating<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    I also want to note how many followers a person has on the network. Let\u2019s add the new property for that. Click Create a Property again, and fill the new form. At the field type, pick Number.<\/p>\n\n\n\n\t\t\t

    \n\t\t\t
    \"Creating<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    If you want to edit any information later click Edit for the property you want to edit.<\/p>\n\n\n\n\t\t\t

    \n\t\t\t
    \"Creating<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    Here is the list of the properties I have for the Social media information tab.<\/p>\n\n\n\n\t\t\t

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    \"Creating<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    Create properties for extra information about the person<\/h3>\n\n\n\n

    If you want to add some further information about the person, then you can either add new properties to any of the current groups or create a new property group.<\/p>\n\n\n\n

    Let\u2019s create the new group Additional Information.<\/p>\n\n\n\n\t\t\t

    \n\t\t\t
    \"Creating<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n\t\t\t
    \n\t\t\t
    \"Creating<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    As it\u2019s empty, we need to create new properties there.<\/p>\n\n\n\n

    Your network is your net worth. Your goal is to organize the main information about people that you think may be useful for you in the future so you won\u2019t need to go search the internet all the time. There is no need to fill all the fields for each person you will add: put what you think is valuable for you.<\/p>\n\n\n\n

    Here is the list of properties I have:<\/p>\n\n\n\n\t\t\t

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    \"Creating<\/figure>\n\t\t\t<\/div>\n\t\t\n\n\n

    Blog topics section shows me what the person writes about. As I focus on business and marketing for creative entrepreneurs and small business owners, I\u2019m interested in working with people who share content such as:<\/p>\n\n\n\n