Apr 30, 2025
If your podcast workflow includes Trello for tasks, Google Docs for files, Google Forms for guest info, and Zapier stitching it all together, you’re not alone.
In Episode 5 of Behind the Workflow, we unpack why so many podcasters and agencies rely on a patchwork of tools—and what to do when that setup starts to fall apart.
🎥 Prefer to watch? Catch the full episode on YouTube →
Duct Tape Doesn’t Scale
Most podcast teams start out using whatever tools they can find. It might work in the beginning, but as your production grows, it starts to break down. One missed automation, one forgotten file, and now your guest didn’t get the right link or your client can’t approve the episode.
When your whole process is held together by a fragile web of zaps, shared drives, and duct-taped tools, everything feels like a juggling act. And training someone new? Forget it. You’re the only one who knows how the system works.
Simona shares how her agency started with a patchwork approach—and how hard it was to scale. Even something simple like training a team member or reviewing an episode would become a headache.
The Data Doesn’t Lie
According to a 2024 Podcast Movement survey, 70% of podcasters feel limited by their tools, and 60% say their workflows are inefficient. That’s a huge signal that it’s time for change.
Plus, a 2023 report from Descript showed that 68% of producers spend more time managing tools than managing content. That’s not where your energy should be going.
From Chaos to Clarity
Taly and Simona walk through what it actually looks like to get clear on your workflow and build a process that works before choosing your tools.
Northflow was built for this exact problem.
Stop reverse engineering your workflow to fit the tool
Start mapping out what you need—guest booking, editing, publishing, promotion
Automate what makes sense, but keep the human touch where it matters
When you do that, you’re not just building a better workflow. You’re building a stronger business.
What We Recommend
If you’re serious about tightening up your systems, here’s what to do:
Audit your workflow – What’s manual, repetitive, and collaborative?
Map your process – From guest outreach to post-launch promotion.
Simplify your tools – Use a system that centralizes everything.
Set up intentional automation – Not everything needs a zap.
Review quarterly – A 2023 Workflow Trends report showed teams that audited quarterly saw a 25% boost in productivity.
One Tool. One Place.
Simona shares how they replaced Trello, Google Forms, and Zapier with Northflow.
With one link, a guest can submit their headshot and info. A new episode card is automatically created. Everything lives where the team already works.
Less back-and-forth. Fewer mistakes. More time for creative strategy.
If your current setup feels like duct tape holding everything together,
this is your sign to start fresh.
Key Takeaways
Patchwork workflows break under pressure—especially as your show or agency grows.
70% of podcasters feel limited by their current tools (Podcast Movement, 2024).
Mapping your workflow before choosing tools sets you up for long-term success.
Automate intentionally—keep the human touch where it matters.
Teams that review their workflows quarterly see up to a 25% boost in productivity (Workflow Trends, 2023).
All-in-one systems like Northflow help reduce friction, avoid mistakes, and give you more time for creative work.
Want a system that grows with your team? Northflow was built by podcasters, for podcasters.
Request your invite today and get in while founding member access is still free.
We’re here to help you simplify, scale, and actually enjoy running your podcast.
—Taly & Simona