Aug 6, 2025
TL;DR: Haley Hatcher went from overnight solopreneur to CEO of Heart-Centered Podcasting, an agency built on workflows, templates, and heart. In this post, she shares how she set up systems from day one, why she never edits audio herself, and how boundaries (like a three-day workweek) keep her sustainable as a leader.
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Launching Overnight
Sometimes the best businesses are born out of necessity. When the agency Haley was working for suddenly shut down, she had two options: go back to a 9-to-5 or take her existing podcast clients and start fresh.
With encouragement from her husband—and an 18-month-old at home—Haley jumped in. Overnight, Heart-Centered Podcasting was born. Starting with a handful of clients, she grew quickly through referrals, eventually needing to hire her first team member just a year in.
“I like to say that my business has grown right alongside me. It’s been through so many iterations, but that’s very much on purpose.”
Workflows with Heart
For Haley, a client’s podcast isn’t just a project—it’s their baby. That’s why her workflows are co-created, tailored to each show’s needs.
Her process kicks in once the client records their raw audio. From there, her team takes care of everything: editing, show notes, blog posts, social media promotion, and newsletters. Clients only need to focus on recording and engaging with their audience.
She even sets up automated guest booking systems—calendars, intake forms, and email reminders—so her clients can avoid the endless back-and-forth of scheduling. That’s an area where Northflow shines too: with built-in calendar booking and guest intake forms, agencies don’t have to duct-tape extra tools together. Everything happens in the same place your production lives.
“When I don’t have to talk to my clients a lot, that for me is a sign of success—because everything is dialed in on the backend.”
SOPs = Freedom
Haley never edited audio herself. Instead, she delegated from day one and leaned on her editor, James, who’s still with her today.
To make delegation smooth, she builds SOPs (Standard Operating Procedures) for every client workflow. Using Loom videos, she records step-by-step instructions for her team, ensuring consistency whether she, a VA, or a podcast manager is completing the work.
She relies on Asana templates for repeatable processes—but in Northflow, SOPs can live directly inside your episode workflows. That way the steps aren’t hidden in another platform but connected to the production itself.
These SOPs make scaling possible, reduce onboarding time, and keep client trust high.
Boundaries Build Sustainability
Haley runs her business on a three- or four-day workweek. She sets clear expectations in her contracts and even includes her working hours in her email signature. By batching tasks across specific days—editing early in the week, writing later—she protects her time while still delivering for clients.
But boundaries aren’t just about hours. Haley has learned to separate her self-worth from her business performance. Scaling an agency, she says, is as much about mindset as it is about systems.
“If you want to find out the parts of yourself you need to work on, become a business owner—they’ll shine so bright.”
Key Takeaways
Build before you’re ready. Haley launched overnight and grew as she went.
Delegate early. Start with SOPs and trust your team.
Workflows matter. Customized systems and client-friendly processes build trust.
Boundaries equal sustainability. Protect your time with contracts, schedules, and batching.
Mindset is everything. Scaling is not just operational—it’s personal growth.
Haley proves that mixing heart with systems creates a strong foundation for scaling. Her approach shows that you don’t have to do it all—you just need the right processes and the courage to let go.
Want to keep your podcast workflow lean and client-friendly? Explore how Northflow helps agencies and creators manage everything in one place—without duct-taping tools together.