In 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 requests
Setting and enforcing workflow boundaries
Reducing tool overload and scattered communication
Simplifying approvals and asset delivery

You’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.

Timestamps

00:00 – Intro: Welcome to Workflow Wednesday

01:00 – What this series is all about

01:40 – Meet “Cindy,” managing seven clients and multiple tools

03:20 – The four stages of a client handoff workflow

04:45 – What a chaotic workflow looks like in practice

06:50 – How client preferences create confusion

07:55 – The real issue: no boundaries or rules

10:25 – Why rule-setting starts with onboarding

11:10 – How to centralize client requests, files, and tasks

12:00 – How Cindy simplified everything inside Northflow

13:20 – Explaining contacts vs. members in Northflow

15:10 – Stat: 54% of teams say broken workflows reduce productivity (Formstack)

16:30 – Using templates and automation for consistency

18:20 – How to redirect clients back into your system

19:00 – Key takeaway: the importance of protecting your process

20:45 – Final thoughts

21:55 – Outro and next steps

Key Takeaway

A 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.io

Subscribe for more insights on podcast workflows, systems, and tools to help your agency scale smarter.

Connect with Us

Instagram: https://www.instagram.com/gonorthflow

YouTube: https://www.youtube.com/@gonorthflow

LinkedIn: https://www.linkedin.com/company/northflow

X (formerly Twitter): https://x.com/goNorthflow

Website: https://northflow.io

Workflow Wednesday: Cindy Let Her Clients Run the Process... and Paid the Price