Overview
What It Is
The Podcast Pitching Automation researches podcasts in your target market, analyzes their content and guest patterns, and generates personalized pitch emails at scale. It tracks responses, manages follow-ups, and helps executives land guest spots on shows that matter.
Why It Matters
Podcast guesting is one of the most effective ways to reach targeted audiences with long-form thought leadership. But pitching is time-intensive. Automation lets you pitch 100 shows in the time it would take to manually pitch 10.
Who It's For
- Executives wanting to build personal brand
- Marketing teams running thought leadership programs
- PR agencies managing multiple clients
- Founders looking to build awareness
Preconditions
Required Tools
- Podcast research tools (Listen Notes, Rephonic)
- Email outreach (Lemlist, Instantly)
- GPT-4 for pitch generation
- CRM for tracking
- Clay for enrichment
Required Fields/Properties
- Speaker bio and expertise areas
- Target podcast criteria (topic, audience size, format)
- Past guest experience and episode links
- Topic pitches (3-5 specific ideas)
- Scheduling availability
Definitions Required
- Ideal podcast profile (downloads, topics, audience)
- Pitch personalization requirements
- Follow-up cadence
- Booking vs. pass tracking
- Success criteria
Step-by-Step Workflow
1
Build Podcast Target List
Goal: Identify podcasts that reach your target audience.
Actions:
- Define ideal podcast criteria (topic, size, format)
- Use Listen Notes/Rephonic to find matching shows
- Extract host contact information
- Analyze recent episodes for relevance
- Score and prioritize targets
Implementation Notes: Quality over quantity. A niche podcast with 5K engaged listeners in your ICP is better than a general business show with 100K downloads. Focus on audience fit.
Automation Logic:
Podcast Targeting Criteria:
1. TOPIC ALIGNMENT
- Primary topic matches your expertise
- Recent episodes cover relevant themes
- Audience interested in your domain
2. AUDIENCE PROFILE
- Listener demographics match ICP
- Show targets decision makers
- Industry/vertical alignment
3. SHOW QUALITY
- Minimum episode count (20+)
- Active publishing schedule
- Professional production
- Guest format (not solo only)
4. REACH CONSIDERATIONS
- Download estimates (if available)
- Social following of host
- Review count and ratings
- Cross-promotion activity
Scoring: Weight each factor, prioritize top 20%
2
Research and Enrich
Goal: Gather personalization data for each podcast.
Actions:
- Listen to recent episodes (or get AI summaries)
- Identify host's interests and interview style
- Find past guest patterns
- Extract social profiles and content
- Note any mutual connections
Implementation Notes: The best pitches reference specific episodes or topics. Use AI to summarize recent episodes and identify themes. Mention what you liked about a specific guest or topic.
Automation Logic:
// Example: Podcast enrichment with Clay
const enrichPodcast = async (podcast) => {
// Get recent episodes
const episodes = await listenNotes.getEpisodes(podcast.id, 5);
// AI summarize for themes
const themes = await gpt4.analyze({
prompt: `Identify 3 main themes from these episode titles
and descriptions: ${JSON.stringify(episodes)}`,
});
// Find host social profiles
const hostLinkedIn = await clay.enrich({
name: podcast.host_name,
company: podcast.show_name,
type: 'linkedin'
});
// Check for mutual connections
const mutuals = await findMutualConnections(
hostLinkedIn.url,
ourNetwork
);
return {
...podcast,
themes,
host_linkedin: hostLinkedIn,
mutual_connections: mutuals,
recent_episodes: episodes
};
};
3
Generate Personalized Pitches
Goal: Create compelling, customized pitch emails.
Actions:
- Build pitch template with personalization variables
- Generate unique angles per podcast
- Include relevant topic suggestions
- Reference specific episodes or themes
- Add social proof and past appearances
Implementation Notes: Generic pitches get deleted. Every pitch should answer: Why this show? Why this guest? Why now? The more specific to the show, the higher the response rate.
Automation Logic:
GPT-4 Pitch Generation Prompt:
Create a podcast guest pitch email for {{host_name}} of {{show_name}}.
Research Context:
- Recent episode themes: {{themes}}
- Episode I'm referencing: {{specific_episode}}
- Host's background: {{host_info}}
- Mutual connections: {{mutuals}}
Guest Information:
- Name: {{speaker_name}}
- Title: {{speaker_title}}
- Expertise: {{expertise_areas}}
- Past appearances: {{past_podcasts}}
Topic Suggestions:
1. {{topic_1}}
2. {{topic_2}}
3. {{topic_3}}
Generate a pitch that:
1. Opens with genuine compliment about specific episode/aspect
2. Bridges to why I'd be relevant to their audience
3. Proposes 2-3 specific topic ideas
4. Includes brief social proof
5. Ends with clear, low-friction next step
Tone: Professional but conversational. Not salesy.
Length: Under 200 words.
4
Configure Outreach Sequence
Goal: Set up email sequences with appropriate follow-ups.
Actions:
- Build email sequence (3-4 touchpoints)
- Set follow-up timing (5-7 days between)
- Create value-add follow-ups (not just "checking in")
- Configure reply detection
- Set up booking link/scheduling
Implementation Notes: Follow-ups should add value, not just nudge. Share a relevant article, mention a recent episode you enjoyed, or offer a new topic angle. Persistence without being pushy.
5
Track and Optimize
Goal: Measure results and improve pitch effectiveness.
Actions:
- Track opens, replies, and bookings
- Analyze which pitch angles work best
- Record feedback from hosts
- Build relationship with booked shows
- Iterate on pitch templates
Implementation Notes: Document why pitches succeed or fail. Was it the topic? The personalization? The timing? Use this data to improve future campaigns.
Templates
Initial Pitch Email
Subject: Guest idea for {{show_name}} — {{topic_hook}}
Hi {{host_first_name}},
{{personalized_opener}} — I especially loved your conversation with {{recent_guest}} about {{topic}}.
I think your audience would find value in a discussion about {{topic_pitch}}.
Quick background: I'm {{speaker_name}}, {{title}} at {{company}}. I've {{relevant_credential}} and recently {{recent_achievement}}.
{{#if past_podcasts}}
I've been a guest on {{past_podcast_examples}}, where we discussed {{topics}}.
{{/if}}
A few angles we could explore:
• {{angle_1}}
• {{angle_2}}
• {{angle_3}}
Would any of these resonate with your audience? Happy to share more or jump on a quick call.
Best,
{{speaker_name}}
{{signature}}
Follow-Up 1 (Value Add)
Subject: Re: Guest idea for {{show_name}}
Hi {{host_first_name}},
Wanted to follow up and share something you might find interesting—{{value_add_content}}.
I thought of you and your audience because {{relevance_connection}}.
Still happy to discuss {{topic_pitch}} if that's of interest. No pressure either way.
Best,
{{speaker_name}}
Follow-Up 2 (New Angle)
Subject: Quick thought for {{show_name}}
Hi {{host_first_name}},
One more idea that came to mind: {{new_topic_angle}}.
This came up because {{context}}—and I think it would make for a different kind of conversation than you typically have on the show.
Would love to chat if you're open to it. If not the right fit, no worries at all.
Cheers,
{{speaker_name}}
Podcast Pipeline Tracker
| Podcast | Host | Audience | Pitched | Opened | Replied | Booked | Status | |---------|------|----------|---------|--------|---------|--------|--------| | SaaS Growth Show | John Smith | SaaS founders | Dec 5 | Yes | Yes | Pending | Scheduling | | Revenue Rebels | Jane Doe | RevOps | Dec 5 | Yes | No | - | Follow-up sent | | Scale or Die | Mike Johnson | CEOs | Dec 6 | Yes | Yes | Yes | Recording Jan 15 | | GTM Podcast | Sarah Chen | GTM teams | Dec 6 | No | - | - | Sequence active |
QA + Edge Cases
Test Cases Checklist
- Podcast list uploaded → enrichment completed within 24 hours
- Pitch generated with specific episode reference → personalized correctly
- Email sent → opens/clicks tracked
- Reply received → follow-up sequence paused, alert sent
- Booking confirmed → calendar and tracking updated
Common Failure Modes
- Generic pitches: Mass-email feeling kills response rates. Ensure personalization references specific show details.
- Wrong contact: Pitching the wrong person (producer vs. host). Verify contact is correct before outreach.
- Topic mismatch: Pitching topics that don't fit the show. Research recent episodes before suggesting angles.
- Over-aggressive follow-up: Too many emails too fast. Space follow-ups 5-7 days apart and limit to 3-4 touches.
Troubleshooting Tips
- If open rates are low: Test subject lines, check deliverability
- If replies are low: Improve personalization, adjust topic angles
- If bookings don't convert: Review what happens after reply, streamline scheduling
- If list quality is poor: Refine targeting criteria, focus on niche relevance
KPIs and Reporting
KPIs to Track
- Response Rate: >15% response rate on cold pitches
- Booking Rate: >30% of responses convert to bookings
- Podcast Appearances: X appearances per month/quarter
- Audience Reach: Cumulative audience reached through appearances
- Cost per Appearance: Track time/cost investment per booking
Suggested Dashboard Widgets
- Pitch Pipeline: Shows by stage (pitched, replied, booked)
- Response Rate Trends: Response rate over time by pitch angle
- Upcoming Recordings: Scheduled appearances calendar
- Audience Reach: Estimated audience from appearances