Nov 5, 2025
Managing multiple podcast clients without a clear system? You’re not alone.
In this post, we're breaking down a real-world example of a chaotic handoff process used by "Cindy," a podcast production agency manager juggling seven clients across multiple tools and platforms. We'll show you how she turned scattered requests and missed approvals into a smooth, automated workflow using Northflow.
Whether you're a solo producer or run a full-scale agency, this guide will give you the exact steps to:
Consolidate client requests
Automate your intake process
Standardize approvals and delivery
Protect your workflow with clear rules
Let’s get into it.
🎧 But if you prefer to watch here is a video ->
The Problem: Scattered Requests, Manual Tracking, and Client Chaos
Cindy was managing seven podcast clients, all of whom sent episode requests in different ways: WhatsApp, Slack, email, voice memos, and even ClickUp. There was no consistency.
Her process looked like this:
Clients sent episode details through multiple platforms
Cindy manually entered those requests into Excel (one sheet per client, one tab per episode)
She then relayed info to her team via Slack
When the work was done, she created another Excel file to deliver assets for client approval
The result?
Lost requests
Missed details
Constant back-and-forth
Too much time wasted just coordinating
Step-by-Step:
How Cindy Fixed It with Northflow
Step 1: Create a Standardized Request Form
What to do:
Build a client intake form inside Northflow
Include fields like: episode title, description, deadlines, required assets, links, etc.
Enable automatic project creation when the form is submitted
Why it works: Clients only have one way to make a request. No more hunting through DMs or email chains. Each form submission kicks off a new project, ready to go.
Step 2: Use Project Templates with Assigned Tasks
What to do:
Create a reusable project template for each type of request (episode, social package, video edit, etc.)
Pre-assign tasks to your team
Attach due dates and checklists
Why it works: Everyone knows exactly what to do, and nothing gets forgotten. Your team doesn’t need to wait for instructions.
Step 3: Add the Client as a Contact or Member
What to do:
If the client wants to stay hands-off, add them as a "Contact"
If they want full visibility, add them as a "Member" of their project space
Why it works: Clients only see what you want them to see. They don’t need an account to view or approve. They get a simple link with exactly what they need.
Step 4: Deliver Final Assets in One Place
What to do:
Upload all final files to the same task used for approval
Set the task status to "Awaiting Approval"
Once approved, mark it as "Done"
Why it works: You and your client both know where things stand. No more scattered links or separate folders. Everything lives in one place.
Step 5: Enforce the Rules
What to do:
Set clear expectations during onboarding: all requests go through the form, all approvals happen inside Northflow
If a client messages you elsewhere, respond politely but redirect: "Can you drop that into the task so we don't lose track?"
Why it works: A workflow only works if your clients follow it. Creating the system is just the first step — enforcing it makes it stick.
Results: From Chaos to Control
By using forms, templates, and task links inside Northflow, Cindy:
Reduced email volume by over 60%
Cut down production turnaround time
Improved client satisfaction
Spent less time chasing and more time creating
Action Plan: Set Up Your Own Client Handoff Workflow
Audit your current request process
Where do requests come in?
What’s the most common delay?
Build your form in Northflow
Include everything you normally ask clients via email
Create a project template
Pre-load tasks, assignees, and deadlines
Set communication rules
Choose one channel for requests and approvals
Test it with one client
Gather feedback and make small adjustments
Final Takeaway
A great workflow doesn’t just help your team — it protects your revenue. Missed deadlines, lost files, and scattered approvals can cost you clients.
Take one step today: Set up a standard intake form with required fields and a clear deadline. Inside Northflow, you can connect that form to an automated project and save hours every week.
Northflow gives you the tools to build and enforce workflows that actually stick — all in one place.
Want a Workflow That Actually Works?
The 3P Framework: Workflow Wednesday in Action
This Workflow Wednesday episode follows the 3P Framework:
Plan: Use forms to collect client requests and kick off episodes with a clear structure.
Produce: Apply templates, assign tasks, and keep all assets in one place.
Pivot: Identify friction points, enforce better boundaries, and refine the process over time.
Ready to use this system in your agency?
Grab the free 3P Framework Template and start streamlining your workflow.→ https://northflow.kit.com/3-p-framework
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