Build the workflow that starts after prep and ends when the episode media is approved. This is where the raw recording becomes the long-form episode, transcript, production notes, and short clips. Stage 2 makes the media. Stage 3 packages and distributes it.
The recording is not the asset yet. It is the raw material. If the raw video, transcript, edit notes, clip ideas, revisions, and final files live in separate places, production becomes a scavenger hunt.
This playbook teaches members to build the second layer of a podcast system: one production record for the episode, one clear place for raw files and transcript, one editing status path, and one short-clips table connected to the same episode.
The goal is to know exactly where an episode sits between "we recorded" and "this is ready for asset creation."
Recording and production owns the media files. Long-form edits, audio edits, transcripts, short clips, revisions, and final approved files all happen here.
Do not turn this into the full distribution workflow. Titles, descriptions, show notes, social captions, email copy, guest-share assets, and sponsor delivery move into Playbook 03 after the final media exists.
Guest prep, recording details, sponsor notes, and recording link from Playbook 01.
Save files, create transcript, review the recording, and capture production notes.
Edit the long-form episode and create short clips from the same raw footage.
Approved final video, audio, transcript, and clips ready for Playbook 03.
If you already have an Episodes, Podcast, or YouTube table, add these fields there. If you do not, create a simple Podcast Production table first. This record becomes the production home base.
Working title or internal episode name. This can change later during asset creation.
Connect this production record back to the guest, sponsor, or partner prep record from Playbook 01.
The actual recording date and time. Keep the scheduled date from prep, but update this if it changes.
Who is responsible for recording, handoff, editing, and approval.
Scheduled, Recorded, Raw Review, Transcript Ready, Editing, Clips In Progress, Internal Review, Revisions, Approved, or Handed to Distribution.
Any sponsor read, offer, call to action, or required mention that should survive the edit.
The production record prevents the team from asking, "Where is the raw file?" or "Did this get reviewed?" Every file and decision points back to the same episode.
This is where production quality is protected. Before the editor spends time on the episode, someone should confirm the files are usable, the audio is acceptable, the right people were recorded, and any must-keep moments are noted.
The raw review also catches awkward starts, false starts, tech issues, sponsor mentions, sensitive comments, and segments that should be removed.
Create these as fields on the production record. If your system supports tasks, create one task called "Raw recording review" and assign it to the producer.
The transcript is not only for show notes later. In stage two, it helps the team find edit points, pull timestamps, identify short clips, and create a clean handoff to the editor.
Link to the full transcript from Descript, Riverside, YouTube, Otter, or another transcript tool.
Needed, Uploaded, Cleaned, Reviewed, or Ready for Assets.
A plain-English internal summary of what the conversation covered, useful for editors and downstream asset creation.
Specific timestamps, cuts, audio issues, b-roll notes, sponsor mentions, sensitive sections, and anything the editor needs before starting.
Initial list of strong moments from the transcript. This is a bridge into the short-clips table, not the final clip asset.
The long-form edit needs a clear path. Otherwise everyone has a different version of "done." Build a production status that shows where the episode is, and use file fields or links for each major version.
Keep the editing workflow simple enough that a founder, producer, or assistant can scan it without opening ten tools.
Playbook 03 should not start until the final long-form media is approved, unless your team has a deliberate reason to draft assets from a rough cut.
Raw files, transcript, edit notes, sponsor notes, desired length, format, and deadline.
First edited version for internal review.
Timestamped changes requested by the host, producer, or sponsor approval contact.
The approved long-form video file or YouTube-ready export.
Required if the episode also publishes as audio podcast.
The date the final media was approved and ready to hand to asset creation.
Shorts, Reels, TikToks, and LinkedIn clips belong in stage two because the team is already inside the raw footage, transcript, and editing tool. Stage three can distribute the finished clips, but the clip selection and editing should happen here.
Internal name for the clip, not necessarily the final caption or headline.
Start and end time from the raw recording or transcript.
The first idea viewers should hear or see. This helps the editor preserve the moment.
Strong opinion, useful tip, surprising story, emotional moment, transformation, objection, or clear teaching point.
Short, Reel, TikTok, LinkedIn clip, YouTube cutdown, or custom platform format.
Working text for captions, headline overlay, speaker labels, or visual context.
Crop, b-roll, jump cuts, captions, cleanup, speaker framing, and any brand or sponsor restrictions.
Identified, Assigned, Clipped, Captioned, Internal Review, Revisions, Approved, or Ready for Distribution.
The approved short-form file. This is what moves into Playbook 03 for scheduling and posting.
When clips are tracked as production work, a founder can see how much usable media the team is creating without micromanaging the edit tool.
These prompts are meant to run from the transcript, raw review notes, and prep record. They do not replace the editor. They create cleaner handoffs and faster review.
Review this raw podcast recording transcript and production context.
Episode name: [EPISODE NAME]
Guest: [GUEST NAME]
Sponsor or CTA requirements: [SPONSOR OR CTA NOTES]
Transcript: [PASTE TRANSCRIPT OR LINKED TRANSCRIPT TEXT]
Producer notes: [RAW REVIEW NOTES]
Return:
- 5 sentence summary of the recording
- Strongest sections to keep
- Sections that may need trimming
- Awkward starts, repeated points, or filler sections
- Sponsor, CTA, or resource mentions that should not be cut
- Possible sensitive or unclear claims to review
- Timestamped edit notes for the editor
Do not write marketing copy. Create production direction.Create an editor handoff for this podcast episode.
Episode name: [EPISODE NAME]
Raw file links: [RAW VIDEO AND AUDIO LINKS]
Transcript link: [TRANSCRIPT LINK]
Desired final format: [YOUTUBE, AUDIO PODCAST, BOTH]
Desired length or pacing: [LENGTH AND STYLE NOTES]
Raw review notes: [RAW REVIEW NOTES]
Sponsor/CTA notes: [SPONSOR OR CTA NOTES]
Return:
- Editing objective
- Required files
- Must-keep moments
- Must-cut or review moments
- Audio/video cleanup notes
- Sponsor or CTA preservation notes
- Deliverables needed
- Deadline and review path
Make this clear enough for an editor to start without asking basic follow-up questions.Find short-form clip candidates from this podcast transcript.
Episode name: [EPISODE NAME]
Audience: [DESCRIBE YOUR AUDIENCE]
Transcript: [PASTE TRANSCRIPT]
Brand or sponsor restrictions: [RESTRICTIONS]
Find 8 to 12 possible clips. For each clip, return:
- Clip title
- Start and end timestamp
- Hook
- Why this moment is useful or interesting
- Suggested format: Short, Reel, TikTok, LinkedIn clip, or YouTube cutdown
- Caption or on-screen text idea
- Editor notes for crop, b-roll, jump cuts, or context
- Any reason this clip should be skipped or reviewed before publishing
Prioritize original, useful, specific moments. Avoid generic motivational soundbites unless the moment is genuinely strong.Turn these review comments into clean revision notes for the editor.
Rough cut link: [ROUGH CUT LINK]
Reviewer comments: [PASTE COMMENTS]
Transcript or timestamps: [TRANSCRIPT OR TIMESTAMPS]
Return a concise revision list with:
- Timestamp
- Requested change
- Reason for the change
- Priority: required or nice-to-have
- Any question that needs host approval
Do not rewrite the episode. Organize the revision work.Click each item as you confirm it. The goal is an episode that is ready for asset creation and distribution, not a folder full of mystery files.
Production record is linked to the guest, sponsor, or partner prep record
Raw video, raw audio, backup files, and transcript are linked in one place
Raw recording review captures quality, keep notes, cut notes, and sensitive sections
Editor handoff includes files, transcript, desired format, sponsor notes, and deadline
Short Clips table exists and every approved clip links back to the episode
Final long-form media and final short clips are approved before moving to distribution