Podcast Launch Team 

One of the most important parts of creating a podcast is building your podcast launch team. This is a group of individuals who are tasked with helping you publish and promote the launch of your podcast. They can be friends or family members who lend a helping hand at no cost, or they can be professionals that you hire to get the job done.

Your podcast launch team is an excellent resource for the growth of your show, so it’s important that you choose the right people to work with. Here’s what to know and how Caspian Studios can help you record, produce, and publish your podcast.

Top 8 Tips For Building a Stellar Podcast Launch Team

1. Decide What Roles You Need to Fill

In order for your podcast to be successful, you need a multi-member team willing and able to dedicate their time and effort to the cause. Avoid the common pitfall of thinking you can manage all the various moving parts of producing a podcast – especially one for a business.

Your podcast launch team will ideally be very diverse with people that have a wide variety of valuable skill sets. You will need people who can:

  • Reach out to industry authorities and leaders within your niche to invite them onto your show
  • Host interviews of your podcast guests during the recording process
  • Edit and produce your podcast with sound effects, music, and intros/outros
  • Generate podcast topics that are relevant to your industry, business, and target audience
  • Write show notes, transcribe podcast audio, and write blog and social media posts to promote the show
  • Design eye-catching and engaging graphics for each show
  • Publish each episode of your show to your website, Spotify, Apple Podcasts, and other podcast syndication sites

You may also want to consider designating someone to be a project coordinator who can help keep track of all the different moving parts on a much larger scale. You may have experienced friends or family members who are willing to lend a hand, but if you don’t have access to anyone able to help, you’ll likely need to hire someone in-house or outsource a company to assist you.

Even if you do have friends and family who can help you get started, there are numerous benefits to working with a professional podcasting company like Caspian Studios immediately out of the gate.

2. Define the job description for each role

Once you decide on what roles you need to fill within your podcast launch team, you should spend some time defining the responsibilities for each role and what success in that role might look like for your team members. The last thing you want is to bring a team member into a role that they don’t understand how to perform well in – this is a sure recipe for failure.

If you will have just a few team members taking on multiple roles each, allocating responsibilities fairly and describing them accurately is even more important. Individuals who are in charge of several different aspects of the show should have a clear list of their duties and when these tasks should be completed. Try to offer more support to anyone filling multiple positions since they can become tired, overworked, and strung out more easily.

You can write out descriptions for each role and include them in a handbook or a read-only Google doc that gets sent to all team members. This way, each member of your team understands their own roles and tasks as well as the roles and tasks of others on the team. Here are some common roles within podcast launch teams and some of the key responsibilities for each:

Your Show Host

The host of your podcast will be the most visible person to the public and will essentially be seen as the “voice” of your brand. They have most of the audience-oriented responsibilities, like keeping the audience engaged, building camaraderie with your show guests, and moving the conversation along at the right pace. Some podcasts have multiple hosts, which can be incredibly engaging for listeners as co-hosts banter with one another.

Depending on your needs, you may want to put someone in this position that can also be involved in the production of the podcast in order to achieve a consistent style, feel, and voice between the interview and the finished product.

Your Executive Producer

The person serving as executive producer for your podcast is the final decision-maker in regards to every aspect of the show from design to publishing. Most often, this is the person who created the idea for the podcast, at least in the beginning of the project.

The executive producer should be able to manage the recording schedule, manage relationships between team members and show guests, and helps provide individual support for the entire team. This person typically works closely with the host to develop the overall vision for the show and may also be tasked with managing the production budget.

Audio/Video Engineer

The person who engineers your audio and video will be responsible for its quality and appearance on the front end. This individual will finalize all parts of the recording and prepare it for publication and distribution, including reducing ambient noise, increasing pause times as needed, minimizing distractions, adding music and sound effects, and fading sound in and out for intros and outros. They should be able to use audio and video editing software with ease and have a keen attention to detail.

Graphics Designer

Your graphics designer will be in charge of sourcing ideas for engaging graphics that match the tone, voice, and style of the show and then producing and distributing those graphics among other team members who need them to complete their own tasks.

For example, your designer will create thumbnail images for each of your podcasts, which will then be sent to your producer to upload with the audio file to syndication sites like Apple Podcasts and Spotify. They will also create shareable social media images for the same podcast to send to the marketing manager for teasers and promos.


You may want to have a writer on your team who can generate all the written content you will need for your show, including scripts, outreach emails, ad copy, social media posts, blogs, etc. Make sure the person you choose for this role has experience with the different styles of content you will need them to produce and that they have a clear idea of what they need to create for each podcast idea and recording.

Marketing Manager

Promotional content is the key to getting your podcast noticed, so you may want to have someone in charge of all of the marketing and advertising you will need to do to bring traffic to your podcast.

This person will be in charge of your website, social media accounts, Google ads, and other marketing strategies you decide to use to promote your show. They may also post promotional videos on YouTube or Vimeo and then upload them onto your social media accounts or write articles about your podcast to share on platforms like Facebook, Twitter, and LinkedIn.

If you decide to host a podcast launch party, your marketing manager or coordinator should also be in charge of the planning and execution. A podcast launch party is a great way to celebrate the launch of your podcast and engage your audience.

Hosting a podcast launch party can be a lot of work, but it is worth it. You will have an opportunity to get to know your listeners, promote your show, and connect with other people who are interested in podcasts. If you won’t be hosting, you should designate someone else as the host and go over what they will need to know in advance to introduce guests and make announcements during the event – this may or may not be your show host, marketing manager, or someone else.

3. Look for people who share your vision and availability.

When you're starting a podcast, it's important to find people who share your vision. This will help to ensure that everyone is on the same page and working towards the same goal. For example, if your podcast is about sales and marketing, you’ll want to look for people to put on your team that have a passion for advertising.

When you have people who really care about what they’re talking about on your show or helping to produce the show, your audience gets a sense of genuineness that is just really difficult to manufacture.

Fortunately, since COVID-19 normalized remote work, podcasts can be produced from anywhere. That means you can source your team members from anywhere too. For example, you may want to hire individuals or teams from different time zones. Say you have a team in the Philippines; their day is America’s night. In this scenario, you could send tasks for your team to work on while you sleep and they will be ready for you in the morning.

4. Choose team members with the right skills.

Who you choose to work with plays a significant role in the overall finished look and feel of your podcast. Look for people who have audio production experience in the past or people who started out their career in journalism.

You can find potential team members on social media, usually within groups of people who are interested in audio/video production, public speaking, and content creation. You can also look for podcasts that have a similar audience size and find out who works on those podcasts. Then, you can reach out to those people about a possible collaboration or partnership.

5. Create an encouraging company culture.

You’ll get the best results from your podcast launch team by creating a company culture that encourages team members instead of disciplining or penalizing them. Establish incentives for your team to achieve goals or send a weekly newsletter to get team members excited about the week ahead.

It’s important to avoid angry outbursts when your team members make mistakes. This will happen, even when you do your best to prevent it by providing comprehensive training and support to your team. Take some time to reflect before coming to your team about issues that need improvement so you are cooled off and rational when you approach them. Offer constructive criticism and resources to help team members achieve what you are asking of them.

6. Establish the ground rules.

Ideally, ground rules for what your team members can expect when working with you should be established before work begins. Some of the rules that are important to establish are how often they will produce content, what their schedule is, and what their compensation will be.

You may also want to prohibit discussing what they do at work with people outside of the office. You don't want people to know what you're doing before it's been released to the public, since this could hurt sales. Another rule you may want to establish is that tea members cannot use company-owned devices like laptops, tablets, printers, etc., for anything other than work-related tasks.

7. Use a project management tool or communication app to collaborate.

A project management tool is a kind of software application that helps people organize, plan, and manage a project. Project management tools are often used by podcast producers to collaborate with their employees and make sure their podcast is being produced on time.

A project management app can also help podcast employees collaborate with each other during production and allows work to be distributed effectively among employees who specialize in different things such as writing, editing, recording, and publishing. Programs like Asana, Teamwork, Trello, and other popular project management apps are some of the most popular for podcast launch teams.

8. Prioritize quality content over production quantity or speed.

While it may be tempting to publish tons of podcast episodes as soon as possible – especially when your first couple of shows start gaining traction – you should make a commitment to prioritize quality over quantity at the beginning of your project. While having a lot of episodes in your playlist can help you gain traffic initially, if they are of poor quality, you will have a difficult time keeping listeners on board.

Get Help Creating Your Podcast Launch Team Today

Creating a successful podcast requires a team of dedicated and passionate individuals. From finding the right host to booking guests and editing episodes, there are a lot of moving parts. When you work with a professional podcasting company, you don’t have to source these things yourself. At Caspian Studios, we have a team of experienced professionals with all of the equipment, software, and editing skills you need to get started and who will help you every step of the way.

At Caspian Studios, our podcast production professionals are committed to helping you create a high-value podcast marketing campaign. We have extensive experience producing and advertising podcasts for top brands in multiple industries and have a proven strategy to help companies publish podcasts that drive excellent results.

Contact us today to learn more about the value that a podcast can bring to your business and how to get started with the resources you have. Our team of audio/video and marketing experts are available now to help you get off on the right foot.