A News Reporter’s Guide to Vetting and Managing Podcast Guests

As the popularity of podcasts continues to surge, managing and vetting guests has become a critical skill for any podcaster looking to deliver high-quality content.

I’m Andrew Jose, a Washington, DC-based news reporter with bylines and work syndicated in over 100 national (US) and international outlets, including The Western Journal, Stacker, Daily Caller, and The National Interest.

I am the host of Strategic Wisdom with Andrew Jose, a news and international relations podcast specializing in war and security policy, and The Andrew Jose Show, a culture and entertainment show.

My four years of experience as a journalist, where I conducted interviews for text-based content, and my experience podcasting have taught me some key lessons to keep in mind when vetting and managing podcast guests, which I have decided to share with you in this guide.

This guide will dissect the essential steps and strategies for fellow podcasters and journalists aiming to elevate their shows by effectively selecting, vetting, and managing podcast guests.

Importance of Vetting Guests

Vetting guests is fundamental to maintaining the integrity and quality of your podcast. As a podcaster, ensuring that your guests align with your show’s theme and values is paramount. This process helps in avoiding controversial or unreliable figures that could damage your podcast’s reputation. Additionally, vetted guests are more likely to contribute meaningful insights and engage with your audience effectively. Thorough vetting also aids in preparing for interviews, enabling more profound and relevant questions. By dedicating time to research and verify potential guests, you can elevate the content of your podcast, foster trust with your listeners, and uphold a high standard of journalistic excellence. This meticulous approach not only enhances the credibility of your show but also contributes to long-term listener retention and growth.

Setting clear expectations with your podcast guests is crucial for a smooth and successful interview. Transparency from the outset can prevent misunderstandings and ensure that both parties are well-prepared. Begin by outlining the purpose of the episode and the key topics you intend to cover. Inform your guests about the format, duration, and any technical requirements. Additionally, provide them with an overview of your audience demographic to help them tailor their message accordingly. Clear communication about the logistics, such as recording schedules and deadlines, is equally important. By establishing these expectations early on, you create a professional environment that fosters trust and cooperation. This approach not only results in a more organized and efficient recording process but also enhances the overall quality of the content delivered to your listeners.

Establishing a workflow for managing podcast guests is essential for maintaining consistency and efficiency. Developing a standardized process that covers all stages of guest management — from initial contact to post-interview follow-ups — is recommended. Start by creating a checklist that includes researching potential guests, sending invitation emails, and scheduling pre-interview meetings. Use tools like calendar applications and project management software to keep track of these tasks and deadlines. During the pre-interview phase, share a preparation guide with your guests, detailing the interview format and key discussion points. Post-interview, ensure you have a system for editing, reviewing, and approving the final content before it goes live. This organized approach not only streamlines the production process but also ensures that each episode meets your quality standards. By having a clear workflow, you can manage multiple guests more effectively and focus on delivering engaging content to your audience.

Researching Backgrounds

Researching the backgrounds of potential guests is a critical step in the vetting process. Understanding your guest’s expertise, past work, and public reputation is important. Start by reviewing their professional profiles on platforms like LinkedIn and their personal websites. Look for articles, interviews, or podcasts they’ve previously participated in to gauge their knowledge and speaking abilities. Additionally, check their social media presence to assess their engagement with the public and any potential controversies. This comprehensive research helps ensure your guest brings valuable insights to your show and aligns with your podcast’s values. Moreover, it enables you to craft more informed and relevant questions, making for a richer and more engaging interview. By dedicating time to thoroughly research potential guests, you can significantly enhance the credibility and quality of your podcast content.

Evaluating the expertise and fit of potential guests is crucial for maintaining the relevance and quality of your podcast. It is recommended to assess whether the guest’s knowledge aligns with your show’s themes and audience interests. Begin by examining their professional accomplishments and credentials. Are they recognized in their field? Have they contributed to reputable publications or spoken at significant events? Additionally, consider how their perspectives and experiences mesh with your podcast’s objectives. It’s important to ensure that the guest can offer unique insights that will engage and benefit your listeners. Conducting a short pre-interview can also help gauge their communication skills and enthusiasm for the topic. By thoroughly evaluating a guest’s expertise and fit, you can make informed decisions that enhance your podcast’s credibility and appeal, leading to a more enriching experience for your audience.

Conducting preliminary interviews is a valuable step in the vetting process. These initial conversations are essential for assessing a guest’s suitability. A preliminary interview provides a more personal insight into the guest’s communication style and depth of knowledge. It’s also an opportunity to gauge their enthusiasm and preparedness for the main interview. During this session, ask open-ended questions related to your podcast’s theme to evaluate their ability to provide thoughtful and engaging responses. This interaction helps identify any potential red flags and ensures that the guest is a good fit for your audience. Additionally, it allows you to establish a rapport, making the actual interview flow more naturally. By taking the time to conduct preliminary interviews, you can ensure that your podcast features guests who not only have the right expertise but also contribute positively to the overall listener experience.

Providing Pre-Interview Materials

Providing pre-interview materials is essential for ensuring that your podcast guests are well-prepared and aligned with the episode’s goals. It’s recommended to share a comprehensive guide that includes the episode’s topic, structure, and key questions. This preparation helps guests understand the context and tailor their responses to better fit the conversation. Include any specific themes or points you want them to elaborate on, along with background information about your audience. Additionally, offer technical guidelines, such as audio quality requirements and tips for a smooth recording session. By equipping your guests with these materials, you foster a sense of professionalism and readiness. This proactive approach not only enhances the quality of the interview but also makes guests feel more comfortable and confident. Ultimately, well-prepared guests contribute to more engaging and insightful discussions, which resonate better with your listeners.

Setting up technical requirements is crucial for a seamless recording experience. Clear communication regarding technical specifications is important. Start by informing your guests about the necessary equipment, such as a good-quality microphone and headphones, to ensure clear audio. Provide instructions on using recording software and recommend a quiet, echo-free environment. Additionally, conduct a brief technical check before the interview to troubleshoot any potential issues. Share best practices for maintaining a stable internet connection and minimizing background noise. Offering a detailed technical guide or a quick tutorial can be highly beneficial, especially for guests who are less familiar with podcasting setups. By setting up these technical requirements in advance, you can avoid disruptions during the recording session, ensuring a professional-sounding episode that meets your quality standards and enhances the listener experience.

Discussing the content and format of your podcast episode with your guests is vital for ensuring a coherent and engaging discussion. It’s recommended to have a detailed conversation about the episode’s agenda well in advance. Outline the key topics you plan to cover and the sequence in which they will be discussed. Clarify the format of your podcast — whether it’s an interview, a panel discussion, or a storytelling session. If your show includes specific segments like listener questions or rapid-fire rounds, be sure to inform your guests. This preparation allows them to tailor their responses and anecdotes to fit the structure of your show. Additionally, discuss the tone and style you aim to achieve, whether it’s formal, conversational, or somewhere in between. By aligning on content and format, you ensure that both you and your guests are on the same page, leading to a more fluid and engaging episode for your listeners.

Managing the Interview Process

Building Rapport with Guests

Building rapport with your podcast guests is crucial for creating a relaxed and engaging interview atmosphere. Establishing a connection with guests helps in eliciting more honest and insightful responses. Start by having a casual conversation before the recording begins. This helps break the ice and puts your guest at ease. Express genuine interest in their work and experiences, which can make them feel valued and more open. Share a bit about yourself and your podcast to create a mutual understanding and comfort level. During the interview, listen actively and respond thoughtfully to their answers. This not only builds rapport but also makes the conversation flow more naturally. By fostering a positive and friendly environment, you enable your guests to feel more comfortable, leading to a more authentic and engaging discussion that resonates well with your audience.

Navigating difficult conversations during a podcast interview requires tact and sensitivity. Addressing challenging topics while maintaining a respectful dialogue is important. Begin by thoroughly researching the sensitive issues you plan to discuss. This preparation allows you to frame questions in a thoughtful manner. It’s crucial to build trust with your guest beforehand, so they feel comfortable engaging in these discussions. During the interview, approach difficult subjects gradually, signaling your intent to explore them respectfully. Use open-ended questions to encourage your guest to share their perspective without feeling cornered. If the conversation becomes tense, remain calm and empathetic, acknowledging your guest’s feelings and viewpoints. By handling difficult conversations with care, you can foster a productive and enlightening discussion that adds depth to your podcast, while also respecting the guest’s boundaries and maintaining the integrity of your platform.

Keeping the conversation engaging is essential for maintaining your audience’s interest. It’s recommended to prepare a mix of open-ended and follow-up questions that encourage detailed and thought-provoking responses. Actively listen to your guest and be ready to pivot based on their answers, allowing the conversation to flow naturally. Injecting relevant anecdotes or examples can also add depth and relatability to the discussion. Vary the tone and pace of the interview to keep it dynamic, and don’t shy away from light-hearted moments or humor when appropriate. Additionally, periodically summarize key points to reinforce important information and keep the audience engaged. By combining these techniques, you can create an interview that is not only informative but also entertaining, ensuring your listeners remain invested from start to finish.