Darian Vance

Posted on Jan 3 • Originally published at wp.me

Solved: Need advice: Automating a podcast workflow – Google Workspace or Airtable + Make?

#devops #programming #tutorial #cloud

🚀 Executive Summary

TL;DR: Podcast creators often struggle with inefficient manual workflows, leading to disjointed communication and asset management. This guide evaluates automating podcast production using either Google Workspace with Apps Script or a specialized Airtable + Make stack, providing practical solutions to streamline content creation and publishing.

🎯 Key Takeaways

Google Apps Script enables custom, in-house automation within Google Workspace, ideal for teams comfortable with JavaScript and already invested in the ecosystem for basic workflow enhancements.
The Airtable + Make stack offers superior relational data management and visual, no-code workflow automation for complex integrations across numerous external services and intricate business logic.
A hybrid approach, leveraging Airtable for structured data, Google Drive for asset storage, and Make for orchestration, provides the most robust and adaptable solution for a growing podcast operation.

Unlock efficiency in your podcast production by automating key workflows. This guide compares Google Workspace and the Airtable + Make stack, offering practical solutions and configuration examples for IT professionals to streamline content creation and publishing.

Understanding the Podcast Workflow Automation Challenge (Symptoms)

For many content creators, particularly podcasters, the creative process often gets bogged down by repetitive administrative tasks. Manual workflows lead to bottlenecks, errors, and lost time that could be spent on content generation or audience engagement. The symptoms of an un-automated or poorly automated podcast workflow are common:

Disjointed Communication: Guest scheduling via email, producer notes in a separate document, editor feedback scattered across platforms.
Manual Asset Management: Creating folders for each episode, manually uploading audio files, show notes, and promotional graphics to multiple locations.
Inconsistent Tracking: No centralized place to track episode status (recording, editing, review, published), guest information, or release dates.
Repetitive Task Creation: Manually setting reminders for tasks like social media promotion, transcript generation, or cross-posting.
Lack of Visibility: Difficulty in quickly understanding where each episode is in the production pipeline or identifying potential delays.
Error Prone: Typographical errors in show notes, incorrect audio file attachments, or missed publishing deadlines due to manual oversight.

These challenges highlight a clear need for a robust, automated system that can orchestrate the various stages of podcast production from concept to distribution.

Solution 1: Google Workspace as a Centralized Hub

Leveraging Google Workspace (formerly G Suite) is a popular and often cost-effective approach for teams already entrenched in its ecosystem. It provides a suite of tools that, when integrated, can form a powerful automation backbone without additional subscriptions for core functionality.

Core Components and Their Roles:

Google Sheets: Functions as your central database for episode tracking, guest information, release schedule, and task lists.
Google Drive: Your primary storage for all media assets (audio, show notes, cover art, transcripts).
Google Calendar: For scheduling recordings, guest interviews, and publication dates.
Google Forms: Excellent for guest intake, collecting bios, headshots, and consent forms.
Gmail: Primary communication channel, which can be automated for notifications.

Automation Capabilities with Google Apps Script (GAS):

Google Apps Script is a JavaScript-based language that lets you extend Google Workspace applications and build powerful automations. It’s ideal for custom, in-house solutions.

Example: Automating Drive Folder Creation and Sheet Updates for New Episodes

Imagine you have a Google Sheet where you list new episode ideas. When you mark an episode as “Ready for Production,” a script can automatically create a dedicated folder structure in Google Drive and update the sheet with a link to that folder.

/**
 * Triggers on a Google Sheet edit to automate episode folder creation.
 * Configure this script to run on an 'onEdit' trigger in your Sheet.
 * (Extensions > Apps Script > Triggers > Add trigger > Select event type: On edit)
 */
function onEditTrigger(e) {
  const sheet = e.source.getActiveSheet();
  const range = e.range;
  const editedRow = range.getRow();
  const editedColumn = range.getColumn();

  const episodeTrackerSheetName = 'Episode Tracker'; // Your main sheet name
  const statusColumnIndex = 3; // Column C for 'Status' (1-indexed)
  const episodeTitleColumnIndex = 2; // Column B for 'Episode Title'
  const driveFolderLinkColumnIndex = 6; // Column F for 'Drive Folder Link'

  // Ensure we're on the correct sheet and a status column was edited
  if (sheet.getName() === episodeTrackerSheetName && editedColumn === statusColumnIndex && editedRow > 1) { // >1 to skip header row
    const status = sheet.getRange(editedRow, statusColumnIndex).getValue();

    if (status === 'Ready for Production') {
      const episodeTitle = sheet.getRange(editedRow, episodeTitleColumnIndex).getValue();
      if (!episodeTitle) {
        Logger.log('Error: Episode Title is empty for row ' + editedRow);
        SpreadsheetApp.getUi().alert('Error', 'Episode Title is empty. Cannot create folder.', SpreadsheetApp.getUi().ButtonSet.OK);
        return;
      }

      const rootFolderId = 'YOUR_ROOT_PODCAST_DRIVE_FOLDER_ID'; // Replace with your actual Drive folder ID
      const rootFolder = DriveApp.getFolderById(rootFolderId);

      try {
        // Create episode specific folder
        const episodeFolder = rootFolder.createFolder(episodeTitle.replace(/[^a-z0-9\s]/gi, '').trim()); // Sanitize title for folder name
        const episodeFolderUrl = episodeFolder.getUrl();

        // Create subfolders
        episodeFolder.createFolder('Audio_Raw');
        episodeFolder.createFolder('Audio_Edited');
        episodeFolder.createFolder('Show_Notes');
        episodeFolder.createFolder('Promotional_Assets');

        // Update Google Sheet with folder link
        sheet.getRange(editedRow, driveFolderLinkColumnIndex).setValue(episodeFolderUrl);
        Logger.log('Folder for "' + episodeTitle + '" created and link updated.');

      } catch (error) {
        Logger.log('Failed to create folder or update sheet: ' + error.toString());
        SpreadsheetApp.getUi().alert('Error', 'Failed to automate folder creation: ' + error.message, SpreadsheetApp.getUi().ButtonSet.OK);
      }
    }
  }
}

To implement this:

Go to your Google Sheet.
Click “Extensions” > “Apps Script”.
Paste the code.
Replace 'YOUR_ROOT_PODCAST_DRIVE_FOLDER_ID' with the actual ID of your parent podcast folder in Google Drive.
Save the script.
Click the “Triggers” icon (looks like an alarm clock) on the left sidebar.
Click “Add Trigger”.
Choose onEditTrigger for “Choose function to run”.
Choose “From spreadsheet” for “Select event source”.
Choose “On edit” for “Select event type”.
Click “Save”. You might need to authorize the script.

Now, when you change the status in your sheet to “Ready for Production”, the script will run.

Solution 2: Airtable + Make (formerly Integromat) – The Specialized No-Code Stack

For those requiring more structured data, powerful integrations, and visual workflow automation without writing extensive code, Airtable combined with Make is a compelling option. This stack offers database flexibility with robust integration capabilities.

Core Components and Their Roles:

Airtable: A hybrid spreadsheet/database that serves as the central source of truth for all structured data related to your podcast. Its linked records and varied field types make it highly adaptable.
Make (formerly Integromat): A powerful integration platform that allows you to connect Airtable with hundreds of other services. It excels at complex multi-step workflows with conditional logic.

Example: Episode Workflow Automation with Airtable and Make

Let’s outline a common scenario: when a new episode record is created in Airtable, Make automatically creates a Google Drive folder, sends a Slack notification, and updates the Airtable record with the Drive folder link.

Airtable Base Structure Example:

Table: Episodes

Episode Title (Single line text)
Guest (Linked record to ‘Guests’ table)
Recording Date (Date)
Status (Single select: Idea, Scripting, Recording, Editing, Review, Published)
Drive Folder Link (URL)
Show Notes Draft (Long text)

Table: Guests

Name (Single line text)
Email (Email)
Bio (Long text)
Episodes (Linked record to ‘Episodes’ table)

Make Scenario Flow:

1.  **Trigger:** Watch Records in Airtable
    *   **Module:** Airtable
    *   **Action:** Watch Records
    *   **Configuration:** Select your Base, Table (e.g., "Episodes"), and specify a field to watch for new records (e.g., when 'Status' is set to 'Recording'). Set a limit to process one record at a time.

2.  **Action:** Create a Folder in Google Drive
    *   **Module:** Google Drive
    *   **Action:** Create a Folder
    *   **Configuration:**
        *   **Parent Folder ID:** Your root podcast Drive folder ID.
        *   **New Folder Name:** Map to the 'Episode Title' from the Airtable trigger (e.g., `{{1.Episode Title}}`).

3.  **Action:** Create Subfolders in Google Drive (using the folder ID from step 2)
    *   **Module:** Google Drive
    *   **Action:** Create a Folder
    *   **Configuration:**
        *   **Parent Folder ID:** Map to the ID of the folder created in step 2 (e.g., `{{2.id}}`).
        *   **New Folder Name:** "Audio_Raw"
    *   *Repeat this step for "Audio_Edited", "Show_Notes", "Promotional_Assets".*

4.  **Action:** Send a Message to Slack
    *   **Module:** Slack
    *   **Action:** Create a Message
    *   **Configuration:**
        *   **Channel:** Your #podcast-production channel.
        *   **Text:** "New episode '{{1.Episode Title}}' is ready for production! Drive folder: {{2.webViewLink}}"

5.  **Action:** Update a Record in Airtable
    *   **Module:** Airtable
    *   **Action:** Update a Record
    *   **Configuration:**
        *   **Base:** Your podcast base.
        *   **Table:** "Episodes".
        *   **Record ID:** Map to the ID of the record from the initial Airtable trigger (e.g., `{{1.id}}`).
        *   **Field:** 'Drive Folder Link' -> Map to the `Web View Link` from the Google Drive module (e.g., `{{2.webViewLink}}`).

This Make scenario ensures that as soon as an episode is initiated in Airtable, all necessary resources and notifications are automatically generated, keeping the team aligned and assets organized.

Solution 3: Hybrid & Advanced Approaches

Sometimes, a single solution isn’t enough, or specific needs dictate a more layered approach. A hybrid strategy combines the strengths of both Google Workspace and Airtable + Make, while advanced considerations might bring in specialized tools.

Hybrid Approach: Airtable for Data, Google Workspace for Collaboration

This is often the most practical and powerful setup:

Airtable: Acts as the definitive database for all structured data. Episodes, guests, tasks, marketing assets, sponsorship details – all live here. Its relational capabilities make it superior for complex data management compared to Google Sheets.
Google Drive: Remains the central repository for all files (audio, documents, images). Make can easily connect Airtable to Drive for automated folder and file management.
Google Docs/Sheets: Still used for collaborative writing (show notes, scripts) or simple data entry that doesn’t require Airtable’s database power. These documents can be linked directly within Airtable records.
Gmail/Calendar: Used for core communication and scheduling, with Make scenarios automating calendar invites or email notifications based on Airtable data.

This hybrid approach allows you to leverage Airtable’s structured data and Make’s powerful integrations while keeping Google Workspace as your familiar collaboration suite.

Advanced Considerations & Further Automation:

Dedicated Task Management: For larger teams, integrate tools like Trello, Asana, or Monday.com (via Make) to manage specific tasks within the podcast production pipeline (e.g., “Edit Audio,” “Write Show Notes,” “Design Cover Art”).
Direct Podcast Hosting Integration: Some podcast hosting platforms (e.g., Libsyn, Buzzsprout, Transistor.fm) offer APIs. Make can be used to directly upload audio files, populate show notes, and schedule episodes from Airtable data, eliminating manual uploads.
AI-Powered Automation: Integrate AI services for tasks like automatic transcription (e.g., using a webhook to trigger a transcription service when an audio file is uploaded to Drive), content summarization, or even generating social media copy drafts based on show notes.
RSS Feed Generation: For highly custom setups, you could potentially use Make to generate an XML RSS feed dynamically based on Airtable data, though this is usually handled by dedicated podcast hosts.
Version Control for Show Notes/Scripts: While Drive offers version history, for highly collaborative scriptwriting, consider integrating Git-based solutions (though this might be overkill for most podcasts) or dedicated collaborative writing platforms.

Comparing the Core Stacks: Google Workspace vs. Airtable + Make

To help you decide, here’s a comparison of the two primary solution architectures discussed:

Feature/Aspect	Google Workspace (with Apps Script)	Airtable + Make
Primary Strength	Cost-effective if already licensed, unified ecosystem for documents/email/calendar. Good for basic, custom automations.	Superior structured data management, highly visual workflows, extensive integration possibilities with minimal code.
Data Structure	Google Sheets offers robust spreadsheet capabilities but lacks true relational database features, leading to potential data integrity issues in complex workflows.	Excellent relational database capabilities, linked records, varied field types (attachments, checkboxes, formulas, etc.), providing a flexible and robust data model.
Automation Flexibility	Google Apps Script allows for highly custom automations within the Google ecosystem. Requires JavaScript coding skills. Integrations outside G-Suite often require third-party connectors (like Zapier/Make anyway).	Visual, no-code/low-code scenario builder for complex, multi-step workflows. Connects to hundreds of apps. Excellent for conditional logic and branching paths.
Learning Curve	If already familiar with Google Workspace, the core tools are intuitive. Apps Script requires coding knowledge.	Airtable is easy to grasp for spreadsheet users but has a steeper learning curve for advanced database concepts. Make has a visual builder, but designing complex scenarios requires logical thinking.
Cost Model	Included with Google Workspace subscription (often already in place). Apps Script is free.	Airtable has a free tier; paid tiers scale with features/records. Make has a free tier; paid tiers scale with operations/data transfer. Can be more expensive than just GAS for complex needs.
Scalability	Good for small to medium teams. Can become unwieldy with highly complex data relationships or extensive custom scripts.	Highly scalable for managing complex data and workflows. Make can handle high volumes of operations and intricate business logic.
Ideal For	Teams already heavily invested in Google Workspace, comfortable with light coding, or with simpler automation needs focused mostly within G-Suite.	Teams needing a powerful, flexible database, complex integrations across many apps, visual workflow building, and who prefer a low-code/no-code approach.

Choosing Your Path

The “best” solution depends entirely on your team’s specific needs, technical comfort level, and budget. For a small podcast team with minimal development resources and an existing Google Workspace subscription, starting with Google Sheets and Apps Script is a very viable and cost-effective entry point into automation.

However, if your podcast workflow involves intricate data relationships, frequent interaction with many external tools (social media, specific podcast hosts, marketing platforms), or you prefer a visual, no-code approach to building complex logic, then the Airtable + Make stack will likely offer greater power and flexibility in the long run. Often, a hybrid approach leveraging Airtable’s data management with Google Workspace’s collaboration tools, all orchestrated by Make, provides the most robust and adaptable solution for a growing podcast operation.

Start small, identify the most repetitive pain points, and iterate your automation strategy. The goal is to free up your creative energy, not to get lost in the complexity of the tools themselves.