Day 19: Reach Out To Podcast Guests

Today we discuss the steps to reach out to potential podcast guests and the necessary actions to take to ensure you successfully get them on your show.

Steps for Skill Mastery:

1. Create an interview schedule
2. Choose someone to reach out to
3. Research them a little bit
4. Reach out using email
5. Follow Up

Step 1: Create an Interview Schedule

Now let’s create an interview schedule for yourself. Batching your recording for maximum efficiency is the best way to go when creating content. For example, record 4 interviews in 1 day vs 4 interviews on 4 different days.

You will want to create a set of days for yourself that you an consistently keep open for interviews so that you schedule in advance and have a steady flow of content being produced.

When creating your schedule be sure to consider how long it takes you to record, edit, and upload your episodes.

Activity: Set Aside Time for Interviews

Based on your current commitments and schedule, what days and times could you set aside for interviews?

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I recommend setting up an online calendar like Calendly or Acuity to schedule your guests. These are online booking software that makes it seamless for people to find and schedule time on your calendar. You can set your availability in both time and days.

Things to consider when setting up your calendar:

• On the calendar, you will define your availability to the guest. You can set to a firm schedule for each day of the week, say, 3:00 pm – 8:00 pm Monday thru Friday, and have this apply to every week. Or, you can set a unique time for each day and manage this as your schedule changes.
• There are two advanced options in Calendly called “Events Max Per Day” and “Minimum Scheduling Notice”. For the “Events Max Per Day”, think about how many recordings you are comfortable doing in a single day. For me, I have this set to 2. For “Minimum Scheduling Notice”, think about how much time you would need to prepare for the recording – research, etc. For me, I have this set for 48 hours. This gives me time to do my research on this guest and make any changes needed to my schedule to fit the interview in. You may want to set this shorter or longer. At this point, your calendar will be active and ready for guest to use.

Activity: Create Your Scheduling Calendar

Using Calendly or another scheduling software, create a calendar for guests to easily book interviews with you.

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Once you have your interview calendar setup, it's time to reach out to the list of guest that you had created before.  

Note: You will be completing steps 3-6 for all the potential guest you will be reaching out to. I recommend sending out emails to more guests than you need. For example, if you need 3-5 guest interviews to start your content bank, I recommend reaching out to 10-15 people.

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Step 2: Identify Who to Reach Out to

Reaching out to have a potential guest on your show is an important step so we are going to discuss what you should be saying as you we reach out to these people.

• First, be sure to establish your authority/credibility and make your request an appealing one for your potential guest – what’s in it for them? If you don’t have any authority/credibility just yet, then be sure to include a compelling reason why your guest should want to be on your show.
• Then, include some specifics about your show: what type of content do you share with your audience?
• Follow this up with why you think they’d be a perfect fit for your show, and thank them for their consideration.
• End by making sure that the process is as easy for your potential guest as possible. Give them a link to schedule a time for the interview, and include any other details about the interview you think would be helpful.

Now that we know the things we should be telling these guests in our reach out, let’s actually reach out to these people.

Let’s start with identifying the potential person you would like to reach out to. You should have started building a list of potential guests from the last couple lessons in the audio course so go back and pick someone to reach out to.

As a reminder, these people should add value to your listeners. How do you know if they can add value to your audience?

• Their audience has the same or similar goals as your audience
• Your audience can benefit from their expertise
• They can help solve a pain point your audience has

Activity: Choose a Potential Guest to Reach Out to

Choose someone from you potential list of guests to reach out to. Before reaching out, answer the following question:

• How will this guest add value to my audience?

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Once you have chosen someone, lets start get to reaching out to them.

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Step 3: Research This Person a Little Bit

Now it’s time to do a little research on that person before reaching out to them. Why? Well, have you ever got an email and feel the person on the other end knows nothing about you? Where does that email end up? In the trash…

I make sure to always research my potential guest and find out a little specific information about them so my outreach does not come off as a spam blast.

I specifically look for things I can mention to them in my email that will better connect us. For example, some things that work great for this are:

• Congratulate them on a recent accomplishment in their life or business.
• Podcast episodes or blog articles you see them in and share what you loved about their insights or ideas.
• People in your network that you are both connected with (bonus points if you can get an introduction from this person)
• Events you both attended, or ones you seen them speak at.
• Other life organizations you are a part of like school alumni groups or same hometowns.

Activity: Conduct Some Brief Research

Before reaching out to your potential guest, do some brief research on them to answer the following question:

• What things recently happened in my potential guest’s life I can congratulate them on?
• What places have I heard my potential guest speak that I can mention?
• What things or people do I have in common with my potential guest?

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These will help our emails we will craft in the next step.

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Step 4: Reach Out Using Email

Now that we have a way to connect with our guest in our reach out, let’s actually reach out to them. Social media can be an easy and convenient way of reaching out to potential podcast guests. But I still think email is the most effective method here.

You can often find people’s email address on their websites (especially in there terms and conditions), Linkedin profile, or use tools like Hunter.io to determine someone’s email address.

The strategy I use when reaching out uses two emails. In the initial email, I do not ask them to join the podcast, I just use it to introduce myself and the podcast.

Once you receive a reply email from the person and they have expressed interest, this is where you ask them to be on your podcast. In your response to them, let them know you are excited to have them on your podcast and give them a link to book a time slot on your Calendly or Acuity calendar.

Here are 4 different email templates you could use to reach out to your potential guests. Do not copy these templates word for word. We’ve provided this as an example so you can use the ideas and flow, but in your own words. Every Podcast is unique; make it your own!

Sample Email Template 1

Hey [Name]!

Your Instagram and Facebook Group has TRANSFORMED my apartment because my girlfriend loves it! She has been talking about it so much, and I have been following your story now, and what you have built with [business name] is incredible*

*This intro where you are mentioning things you found in your brief research of your guest to better connect with them before asking them to be on your podcast.

If you're open to it, I'd love to interview you on my podcast [podcast name]

[Podcast Name] helps [people in your audience] to [do something] - and I'm talking to people like you who have figured out how to make that work.

It's a high production show working through the podcast network. It;s been featured in x, y, & z.*

*Introduce what your podcast is about and why this is a good show for you guest to come on to.

Would you be interested in a [time limit of interview] online interview? *

*Let them know how long the interview will be and how it is recorded (online, in person, ect).

We have 28 episodes out now including [name some of your past guests here]. *

*Use some social proof and list your 2-3 of your most popular or well known guests. For example: Michael Keeler, Cofounder of INC 500's fastest growing company Mark Fisher Fitness.

It's going really well, and I'd love to tell your story. If you're up for it, I'll send you a scheduling link. No rush, and thanks for the consideration!

Brandon Stover

Sample Email Template 2

Hey [Name]!

I recently heard your fantastic talk at the [some industry event] about [topic or business name]. Congrats on being named the fastest growing company in the nation! It is easy to see why with the quality of your product and the strategies you use to work with your customers to make it a no brainer for them to choose your product.*

*This intro where you are mentioning things you found in your brief research of your guest to better connect with them before asking them to be on your podcast.

I wanted to reach out because I thought you would be a great guest with your thought provoking discussions [their topic or expertise]. Would you be interested in a [time limit of interview] online interview? *

*Be sure to connect it back to their specific knowledge and why you want them on your show. Let them know how long the interview will be and how it is recorded (online, in person, ect).

Some of our most recent guests have been [name some of your past guests here]. *

*Use some social proof and list your 2-3 of your most popular or well known guests. For example: Michael Keeler, Cofounder of INC 500's fastest growing company Mark Fisher Fitness.

My name is Brandon Stover. I'm the host for the Evolve podcast. Focused on evolving the world through evolution of the individual, the show is a masterclass in life and business diving into the world's most thought provoking leaders and successful business founders to educate, inspire, and empower startup founders to succeed and leave an impact. *

*Introduce yourself, share what your podcast is about and why this is a good show for you guest to come on to.

Let me know your thoughts, I would be honored to have you on.

Brandon Stover

Sample Email Template 3

Hey [Name]!

My name is [Your Name], and I host a podcast called [your podcast name]. I came across your story on another podcast and it sounded super interesting so I was wondering if you’d be open to a discussion on my podcast? I haven’t had any guest talking about [their specific topic or expertise], so I would love to dive into that with you. I’d love to hear [mention some things they talked about in the other interview, talk, or event].

*This intro where you are mentioning things you found in your brief research of your guest to better connect with them before asking them to be on your podcast. Tell them what you want to interview them about.

I focus on one-on-one interviews with people who are [describe the type of people who you interview and how their expertise helps your audience].

*Tell them why they are a good fit for your show the type of content do you share with your audience.

Let me know your thoughts, I’d love to have you on.

Hope your week is off to a great start!

Brandon Stover

Sample Email Template 4

Hey [Name]!

I would be thrilled if you would join me on [show name], a [any accolades like “top-ranked” or “#1 in New & Noteworthy”] podcast averaging over xxx unique downloads each month in over xxx countries. *I know you are busy, and that's why [show name] is an easy 30-minute audio only interview over Zoom*.

*Make sure this statement is true of your show. If you do video, plan on interviewing for more than 30 minutes, or use something other than Skype to record, then you should note that here.

We've had incredible guests such as [name some of your past guests here], share their inspiring journey [or whatever it is that your guests provide/share] with our audience. [Show name] has been featured in [any magazines or well-known sites where you’ve been featured] because of [why you were featured].

I would be honored if you would be willing to share your [what will you be asking them to share?], as it will surely [do X, i.e. “inspire”] for our listeners. ** I know all to well that voice that says "If I just work a little more, I can build it fast and achieve more." But having a wife and passions outside of entrepreneurship, I know how difficult it can be to justify taking time away for those other priorities in your life. With you having a family, I am sure you can relate.**

**Insert something here about your own experience so your potential guests knows why you feel it’s important to share their insights with your audience.

If you accept, I will be humbled / grateful / thankful / excited / pumped, as your story will [what will it do for your audience?].

Let me know your thoughts, I’d love to have you on.

Brandon Stover

Activity: Email Your Guest

Choose one of the scripts above or create your own. Reach out to your potential guest.

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Now comes the important part!

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Step 5: Follow Up

After the initial reach out we will have one of three things happen:

• They respond to us and say yes they want to be on the show.
• They respond to us and say no.
• They do not respond to us at all.

Let’s talk about what to do in each scenario.

They Say Yes

If they respond yes to us then great! Once you receive a reply email from the person and they have expressed interest, this is where you ask them to be on your podcast. In your response to them, let them know you are excited to have them on your podcast and give them a link to book a time slot on your Calendly or Acuity calendar. You can either direct them to the booking page on your website or directly to Calendly or Acuity.

A possible response email back to them would be:

Awesome! You can find a time slot that works for you here: yourcalenderlink.com

I will send you over information about the interview before that date.

Let me know if you have any questions

Brandon

They Say No

If they say no, this has nothing to do with you as a person. Maybe the show is just not the right fit or their schedule is already super busy. These people get asked to be on 100’s of shows and there is only 24 hours in a day, they can’t possibly be on all of them. Just keep them in mind as your show grows and ask again later.

They Don’t Reply

People are busy, so you have to follow up with them after you send them an email request. In fact, I would follow up 3 times, 2-3 days apart if you don’t hear back.

It doesn’t have to be a long follow up. Simply say you’re checking in to be sure they received your request and that you look forward to their reply.

Don’t ever be the one to stop the conversation (unless you’ve followed up 3 or 4 times with no reply – at that point, you might consider reaching them through another channel).

Activity: Follow Up with Your Guest

Depending whether they said yes, no, or did not reply, send the appropriate follow-up email to your potential guest.

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Hopefully your guest said yes and you are getting them scheduled!

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Skill Lesson Mastered

Demonstrate mastery of the knowledge and skills presented in this lesson by applying it to the above activity. If, and only if, you have a full understanding and have mastered the knowledge and skills presented in this lesson, select the next lesson in the navigation.