This is a guest post by Marina Barayeva, host of Marketing for Creatives. It’s a podcast for creative entrepreneurs and business owners about how to market a small business. Marina is also a portrait photographer based in Beijing, China. Her mission is to inspire people to do what they love and help to grow it as a business. 

When you reach out to people to invite them to become a guest on your podcast, or they pitch you their ideas, it can be overwhelming to organize all the information about the guest, outreach process, podcast topics, etc.

In the beginning, you get in touch with only a few people. The more you grow and the more episodes you post, the more guests you reach out to. Some of them will say ‘No’, some will say ‘Write to me in two months again’, some will not reply for a long time. It’s so difficult to remember all of these.

I tried Excel, Evernote, Google Docs and several other CRMs, but it still wasn’t productive and really effective.

While something like Excel can be a simple solution, I almost gave up when I started the Marketing for Creatives podcast because to manage the podcast guests and clients of my main business was crazy.

You no need to go through all these tests too. I’ll show you more advanced and still easy way of tracking the data by using the HubSpot system. Free features will be more than enough for you.

Manage podcast guest’s outreach with HubSpot

It will take you about 1 hour to set up your account and will save you a ton of time in the feature. Later all you will need to do is add the new contacts with the necessary information and manage the stages of the interview process. It will look similar to this

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Manage podcast guest’s outreach with HubSpot
The setup process includes the next stages:

  1. Creating your profile
  2. Creating properties for collecting additional information about the contacts
  3. Creating Deal properties for a podcast guest outreach
  4. Creating a Pipeline for a podcast guest outreach
  5. Customizing the profile and properties for the new deals and contacts
  6. Customizing a contact page
  7. Adding a new contact
  8. Adding a new podcast interview deal
  9. Customizing a Deal page
  10. Working with a Deal page to manage the interview process

I recommend doing all these steps at one time as it may be a little complicated for non-tech people. But no worry, every step goes with the images. Get your coffee and let’s start.

Create your HubSpot profile

First, create your profile on HubSpot. Start with CRM Free. That’s not a free trial. It’s forever free with unlimited users. Also, you can save up to one million contacts, companies, deals, and tasks. If you want more features for your business you can upgrade anytime.

Get started with HubSpot for managing your guests

Fill your data.

Fill your data for registering on HubSpotEnter your website and company name.

Enter your website and company name when you register on HubSpotAfter you register, check your email box and verify your email.

Verify your email when you register on HubSpot

Complete the rest of the steps to start using CRM

Complete all the steps to start using HubSpot

Creating properties for collecting information about the contacts

HubSpot set the basics for you from the beginning. Before you start adding new contacts and deals, you’ll want to customize the profile. We’ll start with your contacts.

I prefer to keep some info about the person so I can easily find it anytime. You can add there the same properties for the contact as shown below. Or feel free to pass on those that you don’t need, and add your own.

Go to Contacts tab. From the Customize menu pick Edit Properties.

Creating properties in the HubSpot system for collecting an information about a podcast guest

The Contact information section already has the main things you may need.

Creating properties in the HubSpot system for collecting an information about a podcast guest

Add new properties to the Social media information section

You may want to add a few more properties to the Social media information section. I have properties for all the main social media networks such as YouTube, Facebook, Instagram there.

To add a new property click Create a property.

Creating properties in the HubSpot system for collecting an information about a podcast guest

Create your Label. An Internal name will be the same as the label, but you can modify it if you want. A Description is optional, but you can put there some information that may help if you add the assistant to the system, and he or she will fill the people’s data for you.

In the Group pick ‘Social media information’ and the Field type is Single-line text.

Creating properties in the HubSpot system for collecting an information about a podcast guest

I also want to note how many followers a person has on the network. Let’s add the new property for that. Click Create a property again and fill the new form. At the field type pick Number.

Creating properties in the HubSpot system for collecting a social media information about a podcast guest

If you want to edit any information later click Edit for the property you want to edit.

Creating properties in the HubSpot system for collecting a social media information about a podcast guest

Here is the list of the properties I have for the Social media information tab.

Creating properties in the HubSpot system for collecting a social media information about a podcast guest

Create properties for an extra information about the person

If you want to add some further information about the person, then you can either add new properties to any of the current groups or create a new property group.

Let’s create the new group Additional Information.

Creating properties in the HubSpot system for collecting an information about a podcast guest

Creating properties in the HubSpot system for collecting an information about a podcast guest

As it’s empty, we need to create new properties there.

Your network is your net worth. Your goal is to organize the main information about people that you think may be useful for you in the future so you won’t need to go search the internet all the time. There is no need to fill all the fields for each person you will add, put what you think is valuable for you.

Here is the list of properties I have:

Creating properties in the HubSpot system for collecting an information about a podcast guest

Blog topics section shows me what the person writes about. As I focus on business and marketing for creative entrepreneurs and small business owners, I’m interested in working with people who share content such as:

  • Business/Entrepreneurship
  • Social Media Marketing
  • Blogging
  • Productivity

I would also like to know if the person focuses particularly on creative entrepreneurs and small businesses, which are exactly my audience or on women entrepreneurs, which also resonates with me.

As I believe in collaboration these points not only show me what topics can be interesting to my audience if I invite them for the interview, but also tells me in which areas I can bring value to the person and his/her community.

For this property pick Field type Multiple checkboxes and add all labels you need.

Creating properties in the HubSpot system for collecting an information about a podcast guest

Think about them as the tags that will help you to quickly find the right group of people. Later you can filter your contacts with specific topics form this list. Very convenient when you have a lot of contacts.

It’s also useful to know how you engaged and on what projects you worked with the person. I label it Connection Points. It’s kind of your relationship history.

As with some people I engaged for a few years it’s always good to remember how so when you get to their radar once in a while you can refer to the situations.

Creating properties in the HubSpot system for collecting an information about a podcast guest

When you work on several projects at one time it’s good to note what deal is in the progress right now with your prospect.

Let’s create a new property Deal in Progress. It’s more effective to not overwhelm people and have only one deal at one time. For this property choose Dropdown select and add labels for the projects you usually working on.

Creating properties in the HubSpot system for collecting an information about a podcast guest

What can be practical is to add some notes about what Social Presence the person has. One of the easiest ways to connect with the person is to get familiar with their content and refer to it in the email.

If they have a book – read it. If they are speakers then more likely they have their videos on YouTube – watch it. Also, speakers are often good podcast guests as they got used to talking and sharing their experience.

Here are some checkboxes you can add:

Creating properties in the HubSpot system for collecting an information about a podcast guest

As a podcaster, one day you will want to be a guest on other podcasts too. It’s good for marketing your own podcast. Furthermore, it’s always easier to get in touch with people who host a podcast.

If the influencer has the podcast or you want to get connected to any podcast hosts you can start building the relationship by leaving a review for their podcast, listen to their episodes and send them some notes, questions, or just a grateful email.

Create the property for the podcast data.

Creating properties in the HubSpot system for collecting an information about a podcast guest

The properties above cover most things you may need, but there are times you may want to add some extra notes. I have two more fields: Specialization and Extra Notes.

In Specialization, I put what exactly topics person talks about. For example, they write about business, but their specialization is how to build a personal brand. You can often find it in Summary of their LinkedIn profile.

Creating properties in the HubSpot system for collecting an information about a podcast guest

And in the Extra Notes anything else you want to add. I often write there who the person was introduced by, at what conference we met or on which online conference I found him/her, etc. The form settings will be the same as above.

Filed type for both sections is Multi-line text.

Feel free to add any other properties or use only a few from listed above.

Create Deal properties for a podcast guest outreach

To organize the podcast projects, make them easy to find and manage let’s create a few extra properties.

Go to the Deal properties tab.

Creating properties in the HubSpot system for collecting an information about a podcast guest

Create a new group of properties specifically for the podcast guest outreach.

Creating properties in the HubSpot system for collecting an information about a podcast guest

We’ll need three properties there for keeping the process organized.

Date of the first request is when you first time reached your guest. Sometimes it may take you a few months to reach an influential guest. You use the same field if someone reached you out for the interview.

Group is Podcast Request and the Field type is Date picker.

Creating properties in the HubSpot system for collecting an information about a podcast guest

Date of the Interview and Publication Date are similar. Check the settings here

Creating properties in the HubSpot system for collecting an information about a podcast guest

Creating properties in the HubSpot system for collecting an information about a podcast guest

Create the Pipeline for the podcast interviews

Next step, go to the Sales tab of the right menu and click Deals. Your free account allows you to have one Pipeline.

You already have one created automatically. Click Edit to modify it.

Creating the process of managing podcast guests in the HubSpot system

You can change the name of the pipeline there if you want. These are all steps of the process that were created by HubSpot:

Creating the process of managing podcast guests in the HubSpot system

Change the stage names as shown below. Then, for updating the stage properties click Edit Properties. We’ll start from the Interview Request stage.

Creating the process of managing podcast guests in the HubSpot system

Scroll to the Podcast Requests group in the left list and check Date of the First Request and save the property.

Creating the process of managing podcast guests in the HubSpot system

Then edit property for the Interview Scheduled stage. Check Date of the Interview.

Creating the interview process for managing podcast guests in the HubSpot system

For Scheduled for a Blog stage set Publication Date property.

Creating the interview process for managing podcast guests in the HubSpot system

Also, set properties for Closed Won – Closed Won Reason and for Closed Lost – Closed Lost Reason.

Check that you have all these stages with the right properties:

Creating the interview process for managing podcast guests in the HubSpot system

When you finish, click Save to save the pipeline settings.

Customize the properties you want to fill when you create a new deal

When you create the Deal for each person for your podcast interview it’s good to have certain fields that you fill right away.

On the top of the same setting page, click Manage for Set the properties your team sees when creating deals.

Creating the interview process for managing podcast guests in the HubSpot system

Choose Start from scratch.

Setup properties of the form when you create a new podcast interview request

Remove all preset categories. From the left menu pick those that we created for the Podcast Request group and save the settings.

Setup properties of the form when you create a new podcast interview request

Customize the properties you want to fill when you create a new contact

Every time you add the new contact you need to fill out the form. While we have a lot of properties in the system, let’s pick those that you want to fill most of the time.

Go to Contacts & Companies tab and click Manage for the Set the properties your team sees when creating contacts.

Setup properties of the form when you create a new podcast guest contact

Choose Start from scratch.

Setup properties of the form when you create a new podcast guest contact

There will be the required properties at the top and below optional. Pick from the left column those that you want to fill in the beginning when you add the new contacts. You also can make them optional or required by marking the checkbox on the right. I leave all the fields optional.

Setup properties of the form when you create a new podcast guest contact

Customize a contact page

Next, go back to the Contacts page of HubSpot. Click Customize, then Edit Columns.

Customize a contact page with the list of podcast guests

On the left side, you see all the properties you have. On the right side those that shown on the contact page. Pick those that you want to see right away, then drag and drop in the more convenient order.

I would suggest having at least Email, Website URL, Deal in Progress and the rest is up to you

Customize a contact page with the list of podcast guests

How to add a new podcast guest contact

Now let’s add your first contact. Click Create Contact.

How to add a new podcast guest contact

You need to add an email and the name.

Go to the site or the person who you want to reach. On About page, you more likely will find the name of the owner if the site named differently.

Also, there is usually a contact form on the site, but I prefer to send a direct email. My two favorite extensions for Google Chrome are Hunter and Ninja Outreach. 99% that you will find an email of the website owner or closest assistant with them.

How to add a new podcast guest contact

Fill out the data you know in the HubSpot form.

After you create the contact you will have all the data that you collect in one place. You can add any notes and activities there.

How to manage the podcast guest information

Let’s modify About section to have all the main information about the person that you want to see right away.

Scroll down and click View All Properties.

How to manage the podcast guest information

The next page shows you all the properties and data that you have for the person.

For displaying the necessary information about the contact on the main page in the About section choose Set default properties.

How to manage the podcast guest information

Then, pick the properties you want to see on the main page from the left column and drag and drop the order of the fields on the right side. Click Save.

How to manage the podcast guest information

When you have done that, click Back to contact record link at the top to go back to the contact page.

How to manage the podcast guest information

How to add a new podcast interview deal to the contact

Now we finally will bring together everything we set up before. On the person’s main page scroll down to the Deal section and click Create deal.

How to add a new podcast interview deal to a podcast guest

Write the deal name as the name of the person and potential title of the interview.

Pick the Pipeline ‘Podcast Interview’. Then, the date when you reached the person for the first time.

Set the Deal stage to the current step of the outreach. In my case, it’s the Interview Requests.

I recommend filling this form right away when you sent a request to the person. There is no need to fill the rest of the fields if you don’t know them yet.

How to add a new podcast interview deal to a podcast guest

After you create the deal you will see the deal page. At the top, there is the name of the person and the title and the stages of the interview. For now, it’s on the first stage Interview Requests.

How to add a new podcast interview deal to a podcast guest

How to customize a Deal page

Let’s customize the left menu of the Deal page. Go to the View all properties of About section.

How to customize a Deal page

On the opened page click Set default properties.

How to customize a Deal page

From the left menu pick all properties that you want to see on the main page of the deal.

How to customize a Deal page

Remove all unnecessary properties left from the About section so you will have only next fields left.

How to customize a Deal page

Go back to the deal record. Now on the left side, you will see right away all the interview process details.

How to customize a Deal page

How to work with a Deal page for the podcast interview process

In the middle section, you will track all the information about the podcast interview process. Notes option is for the basic data related to the interview.

How to work with a Deal page for the podcast interview process

In the Email tab, you can connect your email service. I prefer to use Log activity for that. Pick how you contacted the person.

How to work with a Deal page for the podcast interview process

Here will be very helpful to set up the date when you sent the request and create a follow-up reminder. This is where HubSpot will take your assistant role. When you mark the checkbox, it will send you an email reminder to follow up on the tasks you note there.

How to work with a Deal page for the podcast interview process

There is often the question: how many times to follow up and how often? When I do any outreach I’m ready to send at least three emails. If I’m very interested in the guest I’ll send more.

Someone said one day “I’ll try to reach so many times till they say No.”

I would add to that also that No means only Not right now. Circumstances on his/her or your side can be changed and the person can say Yes another day. Even if you hear No, but still would like to have a project with the person you can try again in a few months or when you feel you can have a better chance.

This follow-up function is very helpful when the person tells you to reach out again in a few months.

I set the task to follow up in 5 business days.

Every time I send a follow up I create the new Log activity to track the process.

You can also manually create a task. Pick the date when you need it done and create a task to send you an email about it.

How to work with a Deal page for the podcast interview process

On the schedule tab, you can create a task Interview, set the date there and sync with Google Calendar.

How to work with a Deal page for the podcast interview process

All your activities for the deal will be listed below.

How to work with a Deal page for the podcast interview process

How to manage each step of the interview process

When you get to the next stage of the interview process mark it on your timeline. Click on the stage Interview Scheduled.

How to manage each step of the interview process

It will show you the pop-up message asking to pick the date of the interview (remember we set that in the Deal settings?).

How to manage each step of the interview process

There is another way to visually manage the stages. Go to the Deals tab.

How to manage each step of the interview process

Choose the Board style. Now you will see all the same stages where you can drag and drop the person’s card to any parts.

How to manage each step of the interview process

Follow Up Later stage is for those prospects that told you to follow up in a month or after a certain event. They may be busy with a conference or writing a book at the moment you reached out to them. Create the task for that person in his deal card that HubSpot sends you an email reminding you about that.

When you move the card between the stages there, it will also show you the pop-up messages for the previously set steps. For example, if you move it to the Scheduled for a Blog step you’ll be asked to pick the Publication date.

Track the results of the interview

After we created our Pipeline of the interview process in the beginning, we got two stages Closed Won and Closed Lost. When you move the deal card to any of those places type the result.

Track the results of a podcast interview

Track the reasons why your proposal got rejected.

Track the results of a podcast interview

To go back to the deal itself just click on the title of the deal and you will see your information organized in one place.

Track the results of a podcast interview

Remember to change the status of the contact on her/his contact page every time you work on the deal with the prospect.

Track the results of a podcast interview

Conclusion

If you follow the steps I’ve outlined in this guide, the whole process of adding new contacts and following the podcast guest’s outreach process will be easy.

To make it even easier you can add your assistant as a team member to the system and delegate part or all the organizing work to then. Here are the instructions:

How to add users to your HubSpot account.

When you have more contacts, it will be easy to search for the information based on the properties we created in the beginning. Here is how to use HubSpot filters:

How to create saved filters

A Slew of New Features for Filtering in HubSpot

The last, but not least, here is how you can export any data from your database:

How do I export my contact, company, and deal records in the CRM?

Let me know if you have any questions I’ll try to answer them. And I’d love to hear about your results as well. Simply leave me a comment below.