Using Trello for Podcast Production: Kanban Workflow Guide

TL;DR: Trello's visual kanban boards let you track podcast episodes through production stages, automate repetitive tasks, and see your entire workflow at a glance—perfect for podcasters who think visually.

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Table of Contents

• Why Kanban Works for Podcast Production
• Setting Up Your Podcast Board
• Essential Lists for Episode Workflow
• Card Templates and Checklists
• Butler Automation Rules
• Team Collaboration Features
• FAQ

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Why Kanban Works for Podcast Production

Every podcast episode moves through predictable stages: idea, scheduled, recorded, edited, published. Kanban boards make this progression visual—you literally drag cards from left to right as work progresses.

Here's the thing: When you open your Trello board, you instantly see which episodes are stuck in editing, what's recording next week, and whether anything's blocked. No digging through lists or checking status columns. The board tells the story.

Trello works particularly well for podcasters because:

• Visual progress: See your entire production pipeline without clicking into details
• Flexible structure: Add lists for your specific workflow stages
• Low friction: Drag a card to a new list in one motion
• Free tier: Unlimited cards and up to 10 boards per workspace
• Mobile app: Capture episode ideas anywhere

The simplicity is the feature. Trello doesn't try to be everything—it's a board with cards. That constraint makes it easier to maintain than more complex project management tools.

Setting Up Your Podcast Board

Create a new board and give it a clear name like "Podcast Production" or your show name. Choose a background that won't distract from your cards.

Board settings to configure:

• Workspace: Create one for your podcast to keep boards organized
• Visibility: Private for solo podcasters, workspace for teams
• Power-Ups: Enable Calendar and Card Repeater if you have a consistent schedule

Your board structure should match how you actually work, not some idealized process. Start with the basics and add complexity only when you feel friction.

Quick start: Duplicate an existing podcast workflow template from Trello's gallery or community boards. Modify it to fit your process rather than building from scratch.

Essential Lists for Episode Workflow

Lists represent stages in your production process. Cards (episodes) move through lists from left to right as work progresses.

Recommended list structure:

Some podcasters add a "Blocked" list for episodes stuck waiting on external dependencies—guest availability, sponsor approval, or legal review.

List management tips:

• Limit work-in-progress by capping cards per list (3-5 in editing prevents bottlenecks)
• Archive completed cards monthly to keep the board clean
• Use list position to indicate priority within each stage

The Published list becomes your episode archive. Search past cards when you need to reference what you covered, who appeared, or what worked. For tips on booking high-profile guests, keep guest outreach tracked in a separate list.

Card Templates and Checklists

Every episode card should capture the same core information. Trello's card templates ensure consistency without manual setup each time.

Create an episode card template with:

Description section:

Episode Number:
Recording Date:
Publish Date:
Guest (if applicable):
Topic Summary:

Checklists:

Pre-Recording:

• Research topic/guest
• Outline key points
• Send guest prep materials
• Test equipment

Recording:

• Backup recording running
• Capture verbal consent
• Note timestamps for highlights

Post-Production:

• Edit audio
• Add intro/outro music
• Create chapter markers
• Write show notes
• Design artwork
• Upload to host

Promotion:

• Schedule social posts
• Send newsletter
• Update website
• Follow up with guest

When creating a new episode, select "Create from template" to get this structure instantly. Check items as you complete them—the progress bar on the card face shows completion percentage at a glance. For a deeper dive into the editing workflow itself, create a linked card with detailed audio editing steps.

Butler Automation Rules

Trello's Butler feature automates repetitive actions. Set rules once and let the system handle them automatically.

High-value automations for podcasters:

When a card is moved to "Recording":

• Add due date 7 days from now (editing deadline)
• Add label "In Production"
• Move to top of list

When a card is moved to "Published":

• Mark all checklists complete
• Remove due date
• Add label "Complete"
• Post comment "Episode published! Update show notes."

Every Monday at 9am:

• Move cards due this week to top of their lists
• Send board digest to team members

When checkbox "Upload to host" is checked:

• Move card to "Scheduled" list
• Add label "Ready to Publish"

Butler automation runs on Trello's free tier with limited commands per month. Paid plans offer unlimited automations plus more complex triggers and actions.

Pro tip: Start with 2-3 automations that save real time. Automating everything creates maintenance burden.

Team Collaboration Features

Trello shines when multiple people work on your podcast. Assign cards, leave comments, and mention team members to keep everyone aligned.

Collaboration workflows:

• Assign members: Drag a team member's avatar onto a card to assign ownership
• Comments: Use @ mentions to notify specific people
• Due dates: Set deadlines that appear in members' calendars
• Labels: Color-code by owner, urgency, or episode type

For podcasts with editors, assign cards when they move to the "Editing" list. The editor receives a notification and knows exactly what needs work.

Guest coordination: Add guest email addresses as board members or create a dedicated "Guest Prep" list with cards containing information guests need. Share specific cards via link without giving full board access.

Integration options: Connect Trello to Slack for card notifications, Google Calendar for due dates, or Dropbox for file attachments. These integrations reduce context-switching between tools.

Calendar View for Release Planning

Enable the Calendar Power-Up to see episodes plotted by due date. This view helps maintain consistent release schedules and spot gaps in your content calendar.

Calendar workflow:

1. Set due dates on cards when episodes are planned
2. Open Calendar view to see the month's releases
3. Drag cards between dates to adjust schedule
4. Identify weeks without episodes and fill gaps

The calendar respects your list structure—cards show their current status color so you can see if an upcoming episode is still in editing (concern) or already scheduled (fine).

For podcasts with multiple shows or content types, use labels to filter the calendar view. Show only "Interview Episodes" or "Solo Episodes" to focus planning.

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FAQ

Is Trello free for podcast production?

Trello's free tier includes unlimited cards, up to 10 boards per workspace, and 250 Butler automation commands per month. Most solo podcasters never outgrow free. Paid plans ($5-10/month per user) add unlimited boards, advanced automations, and admin features useful for larger teams.

How does Trello compare to Notion for podcasting?

Trello excels at visual workflow management—seeing episodes move through stages. Notion offers more flexibility with linked databases and rich content within pages. Choose Trello if you think in kanban flows. Choose Notion if you need interconnected databases and detailed documentation alongside tasks.

Can I use Trello templates from other podcasters?

Yes. Trello's template gallery includes podcast-specific boards, and community members share templates through blogs and marketplaces. Most templates are free. Copy them to your workspace, then customize lists, labels, and checklists to match your actual workflow rather than using them as-is.

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Photo by Felipe Furtado on Unsplash

Want to find specific moments from past episodes while planning new content? Try PodRewind to search across all your transcripts instantly.