Podcast template

Starting a new show without a podcast template often leads to unnecessary mistakes. Scripts end up scattered across different tools, sponsor messages are misplaced, and show notes get written minutes before publishing. A podcast template gives you the framework to keep every element, from planning to promotion, organized in one place.

With Asana’s podcast planning template, you track deadlines, log guest status, and streamline editing, whether you’re running a small business podcast, producing educational webinars, or building an audience on TikTok or YouTube. The template standardizes how episodes move from draft to recording to promotion so that you can focus more on the conversation itself and less on logistics.

Who benefits from podcast templates?

Podcast templates help a wide range of creators and teams by removing repetitive setup work and giving everyone the same structure to follow. Many teams also pair it with a run-of-show template to keep live events, webinars, or multi-guest recordings structured from start to finish.

From planning and recording to editing and promotion, templates make the process of organizing your podcast quick and reliable.

Content creators

You coordinate podcast episodes alongside blogs, social media, and video campaigns. A podcast planner template keeps episode tasks aligned with your broader content strategy.

Small businesses

You produce a podcast to build authority or showcase expertise. Using a podcast schedule template helps you track recording, editing, and promotion without losing sight of other priorities.

Marketing teams

You can connect podcast episodes to marketing campaigns. A podcast show template helps you standardize ad reads, call-to-actions (CTAs), and cross-promotion while fitting into your content or social media calendar.

Educators and trainers

You deliver learning sessions or webinars in podcast format. A simple podcast template organizes lesson scripts, guest involvement, and editing notes in one project.

Why use a podcast template?

A media startup once launched a new podcast without a standardized workflow. They recoded podcast episodes on time, but editing took weeks, and sponsors complained about missing ad reads. After adopting a podcast template, the team halved its production time and established a consistent process that could be reused for every season.

Benefits include:

• Organize every episode with the same structure, from intro to outro.

• Automate handoffs between writing, editing, and promotion.

• Track guest status, sponsor approval, and show notes in one place.

• Create a repeatable workflow that supports future growth.

• Adapt the template to fit your style while avoiding setup work for each new show.

How to use the podcast template

Getting a podcast from idea to published episode requires more than inspiration. You need a repeatable system that tracks scripts, sponsor messages, editing steps, and promotion tasks without losing momentum. 

Asana’s podcast template provides you with that system, guiding you step by step so that every episode follows the same structure, from intro to outro. 

1. Draft the introduction

Use the Introduction section to plan how each episode begins. Assign ownership to a writer, set a due date, and capture episode type, such as “interview” or “solo.” You can also track script status to ensure the copy is complete before recording starts.

Include details like tone, key talking points, and music cues so your team knows exactly how to set the stage. With everything logged in one place, you avoid last-minute rewrites that can throw off your recording session.

2. Add the sponsor message

Enter sponsor details in the Sponsor Message section. Capture copy, length, and placement, along with feedback from stakeholders. Fields like guest status and approval dates help you meet contractual obligations.

Sponsors often require edits, so log revision rounds in real time. Having every draft attached to the right task makes it easy to reference the approved version during recording.

3. Organize the main content

Break down your episode’s core material in the Main Content section. Create tasks for each segment, such as “topic one discussion” or “guest interview.” Add effort estimates to anticipate how much recording and editing time will be required.

Attach supporting docs, slides, or media files so producers and hosts have everything they need. Whether it’s AI images for social promotion or GIFs for in-show references, your material stays tied to the episode itself.

4. Smooth the transitions

Plan how you’ll move between sections in the Transitions section. Use tasks for music stingers, ad breaks, or narrative cues. Mark progress with editing status so you know what’s ready and what still needs attention.

Transitions can make or break an episode’s flow. Logging these details ensures consistency and helps your editing team build a polished final product.

5. Build the call to action (CTA)

Use the Call to Action section to design listener prompts. Add tasks for directing listeners to subscribe, download a free template, or visit your website. Assign responsibility to promotion team members who will monitor follow-up actions.

A well-placed CTA turns passive listeners into active supporters. Tracking ownership ensures that you include your callouts at the correct times and reach your marketing channels.

6. Wrap with the outro

Plan your closing remarks in the Outro section. Record thank-yous, next episode previews, or reminders for social media follows. Use due dates to avoid rushing these critical details.

Because it’s easy to overlook the outro, assigning ownership ensures it gets recorded with the same level of polish as the introduction. Keeping it in the workflow elevates the professionalism of your show.

Recommended features for your podcast planner template

Features in Asana make your podcast template more than a static checklist. They transform it into a workflow you can repeat and adapt across seasons or multiple shows.

Custom fields

Custom fields give you the flexibility to track script status, guest status, and recording platform. By standardizing these details, you make it easy to filter or sort by priority and spot what still needs work.

Project views

Project views allow you to toggle between list, board, or calendar modes. A weekly calendar helps you pair episode deadlines with editing or promotion, while board view provides a quick snapshot of where each episode is in the process.

Workflows

Workflows let you automate repetitive actions. When a producer moves a task to “Ready to Record,” the template can automatically assign an editing task or notify a stakeholder. Automation keeps the momentum going without extra follow-ups.

Dashboards

Dashboards provide visibility across the whole podcast season. You can see how many episodes you’ve recorded, which ones are in editing, and whether promotion tasks are on time. Dashboard insights make it easier to reassign tasks or resolve bottlenecks quickly.

Approvals

Approvals make sure nothing goes live without the proper sign-off. Whether it’s a sponsor message, final shownotes, or a complete audio file, stakeholders can approve directly in the project, which helps reduce delays and missed communication.

Recommended integrations for your podcast template

Integrations can improve your podcast template by connecting it to the apps you already use. Instead of bouncing between platforms, you keep everything linked within one workflow. Review our complete list of apps and integrations to find the software and apps you use daily.

Dropbox

Dropbox integrates directly with tasks so you can attach podcast cover art, thumbnails, or raw audio files. Having these assets linked to the right task makes it easier to give feedback or finalize content.

Google Drive

Google Drive lets you upload script drafts, sponsor agreements, and promotion plans directly into your podcast planner template. Linking these files means your team always has the latest version ready to review, without having to search through shared folders.

Microsoft Teams

Microsoft Teams delivers real-time updates where your team already communicates. If an editing task changes status or a sponsor message needs approval, notifications appear directly in Teams.

YouTube

Podcast teams track YouTube videos inside the same project as their audio episodes. Project views display progress from scripting to uploading and promotion. You deliver both formats with consistent quality and timing.

Canva

Canva helps you design visuals such as podcast logos, fonts, cover images, social media graphics, or episode thumbnails. By attaching these directly to tasks, your feedback loop becomes shorter and your branding more consistent.

FAQs about podcast templates