012: Scaling with Heart: How Haley Hatcher Built a Podcast Business That Runs Itself

Behind the Workflow

Are you running your podcast like a business—or a bottleneck? In this episode of Behind the Workflow, Simona Costantini and Taly Melo sit down with podcast agency founder Haley Hatcher of Heart Centered Podcasting to talk about workflows that serve your mission and your life.

From SOPs that make scaling a breeze to calendar boundaries that preserve your sanity, Haley shares how she went from overnight solopreneur to full-service agency owner—without ever touching the editing timeline herself. If you’re ready to grow your podcast biz without micromanaging every episode, this one’s for you.

In this episode, you’ll learn:

• How Haley launched her agency overnight (and never looked back)
• What SOPs and project tools help her team run multiple shows with ease
• The simple guest booking system that saves hours every week
• How to set and enforce boundaries with clients using automations
• Why building before you're ready is the fastest path to growth
• How Asana became the heartbeat of her production process
• Tips for hiring, delegating, and detaching your identity from your business

🎁 Grab our free 3P Workflow Download → https://northflow.kit.com/3-p-framework

💻 Learn more about Northflow: https://www.northflow.io

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#PodcastWorkflow #PodcastAgencyTips #WomenInPodcasting #NorthflowTools #BehindTheWorkflow #PodcastSystems #CreativeOps #PodcastDelegation #PodcastProduction #ScalingYourAgency

We talk about:

• 00:00 Intro
• 01:05 Haley’s Origin Story: From Shutdown to Startup
• 04:00 What a Heart-Centered Podcast Workflow Looks Like
• 07:00 Client Check-Ins, Boundaries, and HoneyBook Automations
• 09:15 Game-Changing Tools: Asana, Slack, Canva, Riverside
• 12:00 Guest Booking Workflows That Save Time
• 14:55 Content Planning & Batching for Visibility and Sanity
• 17:20 SOPs, Templates, and Team Training via Loom
• 21:15 Haley’s Current Team Structure + Delegation Tips
• 24:15 The Emotional Work of Scaling a Business
• 28:00 How Haley Built a 3–4 Day Workweek That Actually Works
• 30:15 Her #1 Workflow Hack (Spoiler: It’s Not Fancy)
• 31:45 Advice for Podcast Agencies Learning to Let Go
• 34:00 Final Thoughts + Key Takeaways

Connect with Haley

• Instagram: https://www.instagram.com/heartcenteredpodcasting/
• LinkedIn: https://www.linkedin.com/in/haley-hatcher/
• Website: https://www.heartcenteredpodcasting.com/

Connect with us

• Instagram: https://www.instagram.com/gonorthflow
• YouTube: https://www.youtube.com/@gonorthflow
• LinkedIn: https://www.linkedin.com/company/northflow
• X: https://x.com/goNorthflow
• Website: https://northflow.io/