Podcast
Behind the Workflow
Hosted by Simona Costantini and Taly Melo · EN
Looking for expert insights on how to streamline, scale, and optimize your content production? You’re in the right place! Behind the Workflow is your go-to resource for podcast networks, agencies, content creators, and YouTubers who want to refine their workflows, improve efficiency, and keep their production running smoothly.
Hosted by Simona Costantini and Taly Melo, this show dives into everything you need to know—from managing client workflows and scaling production to leveraging the best tools in the industry. Whether you’re a solo podcast manager, a content creator juggling multiple platforms, or running a full-scale agency, you’ll find actionable insights that help you work smarter, not harder.
Each episode breaks down key strategies for burning questions like:
How do podcast networks, agencies, and content creators keep their operations organized and efficient?
What are the best systems for managing multiple shows, clients, and content platforms without stress?
How can I streamline my workflow to save time and increase productivity?
What tools and software should I be using to optimize my podcast and video production?
How do successful agencies, YouTubers, and content managers scale their services while maintaining quality?
This show isn’t about vague advice or unnecessary fluff—it’s all about real-world strategies, expert guidance, and proven techniques to help you simplify your process and focus on what matters. Through each conversations, you’ll gain exclusive behind-the-scenes insights into how top-tier professionals stay ahead in the ever-evolving podcasting and content creation industry.
Tune in every other week as we cover everything from workflow automation, content planning, and video production to industry trends and client management. Plus, get access to insider tips and resources you won’t find anywhere else, so you can stay ahead of the game.
🚀 Brought to you by Northflow—the platform helping creators, podcast managers, and agencies refine their production process.
Subscribe now and take your podcast and content production to the next level!
10episodes
Episodes
Newest firstAll episodes
Using Pinterest + SEO to Grow Your Podcast with Andi Smiley
Dec 1700:37:56Tap to summarizePinterest 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/
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How Ben Albert Uses Connection to Grow Communities and Podcasts
Nov 1900:42:35Tap to summarizeWe 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.
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Workflow Wednesday: Cindy Let Her Clients Run the Process... and Paid the Price
Nov 600:17:42Tap to summarizeIn 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
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021: 5 Game-Changing Podcast Tools You Didn’t Know You Needed (Northflow Update)
Oct 2200:20:00Tap to summarizeWorkflows 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/
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020: The Secret Behind 100+ Podcast Guest Spots – Greg Wasserman of RSS on Workflows That Win
Oct 1500:53:06Tap to summarizeIn 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/
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019: The Systems That Built a 6-Figure Podcast Agency | Mathew Passy on Workflows, Clients & Boundaries
Oct 800:38:10Tap to summarizeDiscover 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/
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018: Podcast Workflows & Marketing That Actually Drive Growth | Andreea Coscai (Eurowaves)
Oct 100:38:28Tap to summarizeWhat 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/
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017: How to Be Seen: Scaling Podcast Visibility & Sales with Tahjma VanBuren
Sep 2400:34:59Tap to summarizeWhat 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/
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016: The Power of Legacy: Building a Multi-Contract Podcast Brand with Dawn Fobbs
Sep 1700:37:20Tap to summarizeIs 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/
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015: How to Stand Out in a Noisy Online World: Storytelling, Inclusivity & Smarter Workflows with Laurelyn Ponder
Sep 1000:29:29Tap to summarizeIs 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/
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