CHAOSScast | CHAOSS Software

[geekygirldawn]

Please get approval from the CHAOSScast facilitator before creating a CHAOSScast episode release checklist issue. You can learn more about the process for CHAOSScast by visiting our CHAOSScast process documentation

Planning doc: https://docs.google.com/document/d/1qrfI_izG7Bo9jP2DzUhI_BMHFSgjfDhuxzyF9gph-7k/edit

CHAOSScast Episode Release Checklist

Scheduling an episode

• Step 1: Propose a topic and guest(s) (Anyone)
  • [x] Action: Discuss with facilitator to get approval for the episode topic and guest.
  • [x] Action: Recruit interview guest to finalize topic and content of the podcast together
• Step 2: Facilitate Episode (Facilitator)
  • [x] Action: Send invitation email to guest to find a few potential suitable dates and times (60-90 minutes.)
  • [x] Action: Notify organizer of guest's date and time possibilities, and confirm one.
  • [x] Action: Prepare the planning document (copy the Episode Planning Document template and start filling in information.)
  • [x] Action: Invite panelists from the CHAOSS community who have expertise in the episode topic.
  • [x] Action: Confirm panelists
  • [x] Action: Send calendar invitation with confirmed date of the podcast
  • The event has to be created in the CHAOSScast calendar
    • All organizers should have full access to the calendar (i.e., Make changes and manage sharing)
  • Name calendar event:🎙 CHAOSScast {Topic}
    • Start with the microphone emoticon (🎙 ) to signal recording meeting
  • [x] Action: Send out a confirmation email that includes the “how we podcast” document to guests and panelists
  • [x] Action: Update the episode overview table
  • [ ] Action: If the episode is more than two weeks out, schedule a reminder email for 1 week before the episode recording
  • [x] Action: Schedule a reminder email for 24-hours before the episode recording
• Step 3: Finalize Content (Organizer)
  • [x] Action: Update the episode planning document with the main topics and questions
• Step 4: Post-Episode Thank You Notes (Georg Link)
  • [ ] Action: Mail out thank you note with swag

Recording an episode

• On day of podcast (Organizer and Panelists):
  • [x] Action: Review the CHAOSScast Recording Procedures before the session starts
  • Feel good about yourself and get excited!
• When podcast session starts (Organizer and Panelists):
  • Join the Zoom room on time
  • [x] Action: Confirm that the podcast is being recorded.
  • Be yourself
  • Enjoy
• After the podcast is recorded:
  • [x] Action: Go to Zoom and get the link to the recording
  • [x] Action: Set the recording to not expire
  • [ ] Action: Email the link to Paul Bahr from Peachtree Sound

Publishing an episode (~30-40 min)

• Paul Bahr from Peachtree Sound will send the edited podcast and show notes (email) After podcast is edited
  • [ ] Action: Get edited podcast and show notes from Paul
  • [x] Action: Review the Episode Planning Document for the guest's profile pic, bio, and social media links.
  • [x] Action: Create the Cover Art by downloading a sample cover art from Dropbox and updating the episode number
  • [x] Action: Upload the shownotes to google drive and use Convert to Markdown to get markdown format
  • [x] Action: In Fireside, create missing panelists and guests
  • Slug is firstname-lastname (e.g., georg-link)
  • Status: public
  • The other information should be in the Episode Planning Document
  • [x] Action: In Fireside, create a new episode
  • Permalink: # (only the number of episode)
  • Visibility: Public
  • Title: Title from the Episode Planning Document
  • Title Format: Episode 123: My Great Title (default)
  • Content: Clean (unless we used swear words)
  • Summary: First paragraph from the Show Notes are a good starting point
  • Description: Insert the show notes in Markdown format.
    • Hint: convert show notes to Google Doc and export as Markdown
    • As the first line above the bolded episode info, add this line: Thank you to the folks at [Sustain](https://sustainoss.org/) for providing the hosting account for CHAOSSCast!
  • Keywords: (use sparingly to avoid keyword cannibilization)
  • Tags: (empty) -- we can use tags later for having sub-podcasts
  • Hosts and Guests: activate everyone who was on the show. Regular panelists are all hosts, even when they are guest on an episode.
  • Social Media Destinations: (ignore)
  • Apple Podcasts Settings: (ignore)
  • MP3 File: upload MP3 file provided by CPN through Dropbox
  • Cover Art: upload cover art with the correct episode number
  • Header Image: (ignore, will use default)
  • Transcript: (ignore)
  • PUBLISH
  • [x] Action: When the episode is scheduled for release that week, notify all participants via email, and send guests this link to a webform to get their mailing address
  • [x] Action: Update the template CHAOSScast Calendar
  • [x] Action: Post about it on Discourse and Slack (template)
  • [x] Action: Notify community manager for inclusion in upcoming CHAOSS newsletter
  • [x] Action: Post on social channels (LinkedIn, Mastodon)
  • [ ] Action: Advertise outside of CHAOSS
    • SustainOSS Forum (?)