How To Be a Successful Podcast Guest

As a producer, host or speaker on more than 300 podcasts, I’ve learned a bit about the craft. Here are 11 tips for making your appearance as a podcast guest the best it can be.

1. If  possible, read the questions or script in advance

Unless you’re comfortable shooting from the hip, you should know what questions will be asked of you. Change or delete any questions you’re uncomfortable with.  Hosts usually want you to sound your best and will willingly comply.

2. Jot down a few notes…

…but don’t prepare a script. If you script your answers, the interview will sound wooden and artificial. It’s better to work from talking points.

3. Find a quiet place

Avoid open windows and doors, shut off air conditioners for the duration of the recording and silence cell phones and computers.

4. Use a landline phone

When it comes to reliability and sound quality, you still can’t beat a wire.

4a. Use Skype

The quality of VOIP services absolutely rocks, but you need access and a few dollars’ worth of hardware to use them. Also, many corporations block Skype access and the service does you no good unless both parties on the call are using it. That’s why this recommendation doesn’t merit a full-blown tip.

5. If possible, use a headset

It’s more comfortable and minimizes the risk of distortion from contact with the microphone.

6. Speak at a measured pace

You’re talking faster than you think you are. Slow down and articulate. Think about what you’re going to say before you say it. This is a recording, so we can edit out the pauses.

7. Be animated

Use your voice to add texture. Vary the pitch, speed and volume to emphasize or downplay parts of the message. Avoid speaking in a monotone. Nothing will lose a listener’s interest faster than that.

8. Don’t hesitate to start over

If you start a sentence and then get lost, stop, take a breath, collect your thoughts and begin again. Fumbles can be edited out.

9. Time your answers

Figure 60 to 90 seconds for an answer. Beyond that, you had better be interesting, because your audience’s attention span begins to wane.

10. Beware of verbal tics

These really stand out in a recorded interview. Some common bad habits include “Like,” “You know,” “OK” and “Ummmm.” Minimize them. No one is competing with you for the microphone, so take your time and speak deliberately and in complete sentences. Sometimes you can’t help your tics. In that case, they can be fixed in the editing process. If losing them is too distracting, don’t let this point trip you up.

11. Review the show notes

Podcasts should always include a written companion in the form of a blog entry. Be sure this information reflects accurately what you said. It’s the only information the search engines will see.

A note on length

The most common question I’m asked about podcasts is what is the ideal length? At the risk of being flip, my answer is “As long as it’s interesting.” I really mean that. If you look at the 10 most highly rated podcasts of all time at IT Conversations, they average a remarkable 55 minutes. Having listened to many of these programs, I can tell you that the speakers could easily keep me engaged much longer than that.  In contrast, I have listened to excruciatingly dull podcasts that lasted less than 10 minutes.

What’s the difference? Uninspired content – often rooted in a product pitch – and lack of stories that bring the message to life. Storytelling is the most basic of human communication devices, yet it’s amazing how few communicators use it. A podcast is not a research paper or a collateral sheet. It is a human voice, which is the oldest form of rich communications. Use your voice to its fullest potential, tell stories and make the interaction personal. That’s what will keep your audience engaged. And when they’re engaged, no one cares how long you talk.

Influencer Marketing: Not Your Typical PR

In my last issue, I made a case for extending PR strategies to encompass influencer marketing.  With mainstream media rapidly declining in scope, influence is increasingly being exerted from below by individuals using the power of self-publishing to reach out to their peers.

In recent influencer engagements, we’ve learned a few things about how to work with these new media. An important point to remember is that they do not behave like reporters. Journalists are skilled in the “game” that goes on with public relations professionals. You know, it’s the one in which PR is paid to keep pushing and the journalist is paid to be skeptical. The two parties engage in this back-and-forth with a wink and a nod, knowing that each has a job to do.

Influencers often don’t work this way. To them, their online outpost is a display of their passion for the topic that they cover. They care deeply about the subject matter and they usually know at least as much as the PR person who contacts them. Often they know quite a bit more. In some ways, engaging with influencers is like pitching to product reviewers.

Know Your Stuff

You’d better come prepared to this engagement, because some influencers will take lack of knowledge on your part as an insult. This can capsize junior agency people who aren’t prepared for the depth of questions they will get or the scorn they may endure if they can’t answer. Again, journalists know how the game is played, but influencers are more likely to expect the person on the phone to share their enthusiasm. I recommend you put experienced people on this job.

Influencers are also likely to have an opinion. While journalists are expected not to share any biases, bloggers often do what they do precisely because they have opinions to share. Fortunately, a little advance reading can often clue you in to someone’s agenda and even help you decide if they’re worth contacting all. You don’t want to come in with a strong Windows pitch, for example, to a blogger who’s passionate about the Mac. You also don’t want to be blindsided by someone who has made his or her opinions clear and who is offended by the fact that you don’t know them. Again, 15 to 20 minutes of reading can save you a lot of aggravation.

Finally, influencers are more likely to want to get their hands on the product or to talk in depth with the people who develop it. Unlike journalists, they’re probably not interested in analyst quotes or customer case studies. It’s more likely they’ll want to talk to the VP of engineering or the CEO than to the head of marketing. Before you start an influencers program, be sure that you have these people on board.

Their time will be well spent. The right influencers have as much credibility in their community as product reviewers or analysts. They usually have extensive networks of online and real-world contacts and they’re likely to have experience with not only your products but those of your competitors. Engage in a conversation. You might learn something from them.

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Our Podcasts are Now Slidecasts

For the past three years, podcasts have been one of our most popular businesses, with nearly 300 programs produced for our clients as well as our own MediaBlather series. Now we’re pleased to take the service to the next level with the addition of slidecasts. A slidecast is an audio podcast with slides built in. It’s a great way to add a visual element to your audio program. Slidecasts are encoded as movie files for viewing on a desktop computer or iPod. Since about 80% of all podcasts are listed to on a PC, they help keep your audience engaged in the content while they listen. Here’s a sample we just produced for our client, Awareness.

Our slidecasts can support transitions, builds and even video clips. We’re offering them as a modest upgrade to our basic podcasts. We work with you to determine where you want slides to appear in the program and then we deliver both an audio MP3 and a video file in the format you choose. We can even add this capability to podcasts you’ve already posted. So if you want to try the next generation of Internet audio programming, drop us a line and let us create your first slidecast!

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Subscribers Get Half Off at Inbound Marketing Summit

The Inbound Marketing Summit in San Francisco is less than four weeks away, and I have a small supply of 50% discount codes for subscribers to my newsletter. The Summit is for marketers who are convinced that the world is changing forever and who want to drive a new form of high-quality engagement that turbo-charges their careers. We’ll have Web 2.0 visionaries like Tim O’Reilly, Chris Brogan, David Meerman Scott, Jason Falls and Brian Solis on the program. More importantly, we’ll have practitioners from companies like Cirque du Soleil, Harley Davidson, French Maid TV and Microsoft talking about how they’re putting new media to work right now, achieving results and measuring those results. E-mail me to get this special discount!

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Tip of the Week: Hosting for SEO

Are you still hosting your blog on Blogspot.com, WordPress.com or one of the other hosted services? You’re paying the price in search engine performance. I recently learned this the hard way when someone convinced me to consolidate my various blogs under a single domain. Search engine performance plummeted. In one case, Google wasn’t seeing my site at all. Once I moved it out of the subdomain and onto its own hosting account, visibility improved dramatically. Hubspot has an article on why this is the case. Hosting on your own domain isn’t difficult, and we can even show you how.

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Deriving Value from Social Media and User-Generated Content

Social networks are beginning to yield some interesting payoffs in applications ranging from customer support to product evangelism. This afternoon, I’ll present a one-hour webcast describing the different ways in which businesses can derive value from these networks. The webcast is sponsored by Keibi Technologies, Inc. and you can register here. Best of all, it’s free.

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Just for Fun

I came across a wonderful collection of pictures online that gave me more than one smile. I wanted to share it with you somehow, then realized I have the perfect opportunity in my Just For Fun. So enjoy Marco Folio’s collection of hilarious, odd, and adorable pictures! They’re organized by month of posting, so click through to any gallery for about two minutes of delight.

FAQ on Social Media – Part 1

I’ve recently conducted a couple of online seminars about social media topics. The Q&A sessions at these events are almost always too short to get to the issues that are on people’s minds. So over the next few issues of this newsletter, I’ll run down a few of the best questions I didn’t get to. For a good, free webcast on this topic, check out the recent event sponsored by Listrak.

To subscribe to my weekly newsletter, just fill out the short form to the right.

Q: What is the best way to find blogs that are applicable to your business?

A: I have half-day seminars that address this question, but I’ll try to be succinct! First of all, remember that a blog is simply a way to display information. There is no industry standard definition of a blog, so the only way to identify one is by looking at it. Even the search engines that specialize in blog search don’t always get it right.

That said, you should start with search. The blog search tools I use are Google Blog Search, Technorati, IceRocket, Bloglines and Blogpulse. There are others, but I’m less familiar with them. Tip: Use advanced search; it will save you time and better refine your results.

When you find bloggers who look important to you, look in their blogrolls, which are lists of other bloggers that they pay attention to. Blogrolls can usually be found on the home page. This can save you a lot of time because the bloggers have already done the searching for you.

I also recommend searching social bookmarking sites like Delicious and Reddit. People share and comment upon favorite bookmarked pages there. Very often you’ll find sites on social bookmarking services that don’t show up prominently in search engines.

Q: Can you review the different social media for different communication goals?

A: Chapter 2 of my latest book, Secrets of Social Media Marketing, goes into quite a bit of detail about this, but here’s a synopsis:

Blogs: Easy, fast and flexible. Think of them as a podium. You’re the speaker and you can say your peace and invite commentary. Blogs are good for telling a story, but not very good for interaction or conversation.

Podcasts: These are basically audio blogs. They’re very good for communicating a message but have almost zero interactivity. Podcasts are very popular with busy executives who like the efficiency of being able to learn when they can’t read. They’re basically a one-way medium, however.

Video podcasts: Good for telling a story visually, but people tire of them quickly if the content isn’t compelling. Video podcasts are excellent vehicles for humor or offbeat content. They have almost no interactivity. Think of them as TV commercials that viewers can easily share with each other.

Social networks: These are great places to listen to ongoing conversations and to gain insight on customers and markets. You can also use them to pose general questions about you market. Don’t be too specific, though; social networks are public forums. Popular topics can yield insight into new product possibilities.

Private Communities (for example, Communispace and Passenger): These are next-generation focus groups. Usually run by firms that specialize in community management, the members are hand-selected, carefully nurtured and often bound by confidentiality agreements. Private communities are a great way to get advice from a lot of perspectives in a hurry. The downside: high cost

Microblogs (for example, Twitter and a host of others): Very fast, targeted and responsive, they’re a great way to ask questions and get quick answers or to promote a timely idea or service. Interactivity is excellent, but content is limited to short messages and it’s difficult to integrate multimedia.

Virtual worlds (for example, Second Life and others): These venues may be good for real-time events, but the software is still too clunky for most people to use. Virtual worlds fare best with techie audiences. They’re unique in that you can observe group dynamics, such as facial expressions and body language. They’re also good for events with a strong visual component.

Q: We run a lodging resort and saw negative comments someone had posted about their experience here on their blog. How do you turn a negative blogger into a positive blogger?

A: The tactics that work in the physical world also work online: invite feedback, listen, confirm what you heard and offer some kind of relief or explanation. In 80% to 90% of these situations, the naysayers can be neutralized or even turned into advocates with these tactics. Since bloggers can’t see their audience, they tend to write in strong terms, sort of like shouting into the wilderness. Once you personalize the interaction, they usually back down. Start by commenting on the blog and also by sending a private e-mail. It may even be worth picking up the phone. The more you humanize the interaction, the quicker you’ll bring them around.

Podcasting’s Quiet Power

Last week I participated in a B-to-B magazine webcast about social media marketing. Editor-in-chief Ellis Booker kicked things off by asking the audience which Web 2.0 applications they were using. To my surprise, podcasts came out on top, narrowly beating out blogs. In fact, some 60% of the b-to-b marketers in attendance said they’re using podcasts in some capacity.

In retrospect, I shouldn’t have been surprised. Podcasts are one of the most useful and least appreciated social media tools. They were the subject of intense interest in 2006, but podcasting’s popularity was eclipsed by the arrival of sexier technology like YouTube video. But they’ve quietly built a head of steam in b-to-b markets in particular that can’t be denied.

Emarketer reported early this year that the audience of active podcast listeners will grow from 10 million this year to 25 million in 2012. More importantly, the demographics are compelling. The research revealed that twice as many podcast listeners have advanced degrees as non-listeners and that podcast users are twice as likely to have incomes over $100,000.

Search engine Podnova lists 90,000 podcast programs in its directory and Podcast Alley lists more than 37,000. More important than the numbers, however, is the names of businesses that are using the medium for point purposes. They include General Motors, Purina, Hewlett-Packard, IBM, Kodak, Wells Fargo and many others. Nearly every major information technology companies is now using podcasts in some capacity.

Why is this channel so popular? In my opinion, it’s all about time-efficiency. Podcasts are talk radio for your portable media device. People can download educational and informational programs and listen to them when they want. This may not be all that exciting in the consumer world, but for busy corporate executives, podcasts are a godsend.

Last year, I worked with a client that was launching a social network for chief information officers (CIOs). In the course of our research, we spoke to many CIOs about their information needs. Almost everyone we interviewed was a regular podcast listener. The reason? CIOs are busy people with voracious appetites for information. They need to learn constantly, and podcasts are a way for them to absorb information when they’re commuting, flying, mowing the lawn or disconnected in some other way.

This doesn’t mean podcasting is a no-brainer for snagging CIOs. Good podcasts are scripted, tightly edited and optimized for the target listener. I’ve produced more than 150 podcasts over the last three years and have learned that listeners have little tolerance for irrelevant chatter and marketing messages. They want useful content and they’re quick to tune out when they don’t get it.

If you’re a b-to-b marketer, you should be looking seriously at podcasting. As my B-to-B webcast experience demonstrated, your competitors are already there. This is one of our core areas of expertise. Let me know if we can help.

A Fast and Flexible Approach to Developing Content

One of my clients has been experimenting with an innovative and efficient approach to content development and I want you to know about it.

The company is in a highly specialized and big-ticket b-to-b industry. Its executives are very busy and very well paid. The VP of marketing wanted to develop some thought leadership white papers, but the prospect of pinning down these executives for hours to develop the content wasn’t practical. Instead, the marketing departing is using podcasts to construct white papers from the ground up

Here’s how it works: We schedule a 30- to 45- minute phone call with these busy executives to capture background information and hot topics in their areas of expertise. I then create a list of questions that are intended to draw out the executives’ thinking (journalists are pretty good at this!).

We record an interview of approximately 30 minutes’ duration. An edited version is posted as a podcast on the company’s website, but the marketing group also has the full interview transcribed via a low-cost outside service. Marketing cleans up and reorganizes the transcript and posts the document as a position paper.

Over a series of interviews, an executive’s observations and experiences can be rolled up in interesting ways. Multiple interviews with one executive can yield an in-depth white paper. Or point interviews with several executives can be combined into a corporate backgrounder. Customers and prospects can also subscribe to the podcast series. For the small transcription fee (services can be had for as little as a dollar a minute) and some inexpensive editing, the VP has a series of byline articles from the most visible people in his company.

Rethinking Research
I’ve recommended this approach to more and more clients lately. New online tools enable us to rethink our approach to assembling complex documents. It used to be the process demanded hours or days of research. Now we can take notes in real-time and assemble them later.

Blogs are ideally structured as collections of thoughts, observations and insights expressed in short bursts. It’s fast and easy to capture these brainstorms online. Got an idea? Twitter it for prosperity. When you go back and look at information assembled in this way, you often see relationships that weren’t obvious at the time. Between search, tags and bookmarks, it’s possible to assemble these building blocks in different ways.

Some thought leaders take this to the limit. Marketing guru Seth Godin, for example, is known for writing entire books based on collections of interesting blog posts. The blog is his notepad for ideas that can be combined into coherent themes.

In some (though certainly not all) cases, this is a more efficient way to research a topic than spending hours mining the Web or library stacks. For my client, it’s also a way to repurpose content across multiple media. Maybe it will work for you. What do you think? Twitter me @paulgillin.

Five Tips for a Killer Q&A

While YouTube has grabbed all the headlines in this young year, podcasting has quietly gone mainstream. An increasing number of businesses, particularly in the high-tech field, are using podcasts to communicate with prospects and customers about very specific messages.

Paul Gillin Communications has produced more than 70 podcasts in the past year, the majority in the simple but effective Q&A format. We’ve learned a lot in the process, and thought we’d share some best practices with you.

Q&A isn’t the only valid podcast format, but it works very well for business marketing. It exposes the talent in your organization, is reasonably fast and easy to produce and segments the program into manageable soundbites that are easy to consume. There’s a big difference between a Q&A that excites your listeners, though, and one that bores them. Usually, the following five factors make the difference.

Be interesting– This may sound blatantly obvious, but it’s advice I wish more of our interview subjects would heed. You need to get your message across, but you also need to wrap it in a bigger message that gives the listener immediate value or new insight. Too often, speakers just fall back to delivering a product pitch. This is death. Podcast listeners have lots of choices and they will quickly pull the plug on content that doesn’t interest them. Try to give your listeners at least one nugget of useful information every five minutes. That’ll keep them hooked.

Think about your answers – I always provide my interview subjects with questions for the Q&A at least a day in advance, and if it’s your podcast, I’d recommend you do the same. Your podcast will be much more satisfying if you jot down talking points and anecdotes to guide your responses. This doesn’t mean you should read from a script. Believe me, the audience will figure that out in a minute. But there’s nothing wrong with having an outline to make sure you get your points across. An outline also helps you stick to answering the question that was asked and prevents you from talking on tangents, which brings us to our second tip.

Keep it short — The most common mistake I hear speakers make is to drone on with repetitive answers that run four and five minutes for each question. You may care passionately about the details of your product, but remember that your listeners probably can’t parse your message at that level. They want to get a quick summary of the market and the issues. Here’s a suggestion: Put an egg timer in front of you and turn it over whenever you start a new answer. By the time that a timer is half way down, you should be wrapping up. If the timer runs out entirely, stop talking.

Tell stories — Reporters know that readers respond to anecdotes and first-person accounts. They bring a topic to life and frame the message in a way that listeners intuitively understand. Your case studies are a valuable resource here. Cite examples of what customers are actually doing with your products or tell a first-person story about a customer you visited or spoke with. Or just talk about your own experience using or seeing the product. Personalize your message and people will understand it better.

Speak clearly and deliberately — Be aware of any verbal tics you have — “you know” is a common one — and make an effort to eliminate them when you’re on the air. I call these “verbal placeholders.” They are a tool that people use unconsciously to mark time while deciding what to say next. Avoid them. They will be much more obvious on a recording than in a conversation. Practicing your answers before it’s time to record and sticking to an outline, which provides your next point if you lose your place, will help you prevent yourself from “you know”ing your way through a podcast.

Whoops! I lied. There are SIX tips:

Take advantage of the medium — Unlike broadcast media, podcasts are forgiving. You can easily rerecord what you say and splice it seamlessly into the program. If you don’t think you answered a question very well, just do it again. Audio editing software makes it possible to replace your old answer with the new one in just a few minutes.We are often asked what is the ideal length of a podcast? The truth is that it depends. An excellent speaker will get much more leeway from the audience than a poor one. This 48-minute speech by Steve Wozniak will have you spellbound whereas I’ve moderated 15-minute podcasts that were just awful.Personally, I like to keep podcasts to less than 20 minutes, including eight to 10 question-and-answer pairs and an introduction. I find that 15 minutes is about ideal.

Here are some links to podcast interviews that went particularly well:

Preventing Digital Crime – Government Regulation or Industry Standards – Howard Schmidt is a former national security czar, but he’s also an energetic and exciting speaker who’s on top of his subject. It was a great idea on Qualys’ part to use him as a resource like this. (You have to register to download this one.)

SaaS Advantage Podcast Series with Greg Gianforte – The CEO of RightNow Technologies knows when to stop talking and that makes his answers more effective. He’s also just an interesting person, which I would recommend your speakers be, also.

How to Encourage Innovative Thinking: An Interview With Larry Weber — Note how Larry tells stories throughout this interview to get his points across. By using examples, he brings the topic to life and makes his answers easier to relate to. I guarantee you will remember at least one anecdote from this interview.

Podcast Innovators

If you haven’t fired up your digital music player and tuned in to a podcast lately, it’s time to familiarize yourself with this technology. Because podcasting is going to be very big very soon and marketers should understand the phenomenon and its potential.

You can find a good definition of podcasting at Whatis.com and my column in February’s BtoB Magazine introduces the topic. So I won’t go into a detailed explanation here. There are some very innovative applications of podcasting I’ve seen recently that marketers should become familiar with. This is a story of two of them.

General Motors launched a podcasting initiative about a year ago to complement its GM FastLane Blogs. Most people don’t think of GM as an early adopter but the company has been fast and innovative in experimenting with community media.

Maybe that’s because it’s put much of the responsibility in the hands of one person and let him go to work. Michael Wiley, director of new media and a longtime public relations professional, said the decision to launch blogs two years ago and podcasts in 2005 took less than a day. GM Vice Chairman Bob Lutz loved the idea and has been an active contributor to both forums.

The podcasts have been a home run for GM at very low cost. They spotlight different vehicles, often in conjunctions with re-designs or launches, and usually interview executives who are responsible for them. The short segments are nothing flashy, but they’re clean, well-paced and informative.

“You need to have a strong ethical policy and write in a clear, conversational style,” Wiley says of GM’s blogging efforts. “No one wants to read marketing copy or press release type writing.”

And do they perform. Last summer’s podcast interview with Corvette chief architect Dave Hill was downloaded more than 70,000 times. Some FastLane blog entries get more than 500 comments. Market research like that would cost a fortune. GM’s cost? “We’ve never spent a dollar on a podcast,” Wiley says. In fact, GM isn’t spending on promotion, either. “We want [the podcasts] to stay grass roots and for people to find out through word of mouth,” he says.

What’s got some people at GM really excited about podcasting, though, is its potential inside the firewall. The company has a vast network of dealers, service outlets and suppliers and all of them need constant communication. Distributing catalogs and videotapes is expensive and wasteful. Digital distribution is so much more efficient.

“It’s low- to no-cost,” Wiley says. “It’s an opportunity to give people extreme detail, if necessary. It can be used for so many different things – tutorials, help desk, service professionals. The opportunities are unlimited.”

And wait till Apple’s rumored new full-sized video iPod comes out. Bye-bye VHS tapes.

Over at Whirlpool USA, the appliance maker launched a podcast series last summer that embodies the spirit of social media. The Whirlpool American Family podcasts are updated about once a week.

There’s nothing about home appliances in these programs. They’re about child-rearing, schooling, health, work/family issues, nutrition and a host of other family concerns. They’re the brainchild of Audrey Reed-Granger, a Whirlpool publicist who admits that she didn’t even know what a podcast was until a few weeks before she suggested the idea to Whirlpool management.

“I listened to a few podcasts and it struck me that this was the reason I got into journalism,” she says. “It was very earnest, just average people reporting on things that go on in normal life. I wanted to capture that.”

Her bosses liked the idea and the nominal cost. The first podcast launched in late July. By September, the online buzz became apparent.

“There was a lot of blogosphere chatter about Whirlpool,” Reed-Granger says. “We figured out that it was about American Family. People were endorsing the podcasts in their blogs and other bloggers were tuning in. I started getting e-mail from people suggesting speakers.”

What started as interviews with friends and contacts has become a mainstream radio program. Book publishers and PR agencies pitch their clients as guests on American Family Podcasts. Whirlpool had logged more than 30,000 downloads when I spoke to Reed-Granger in January but the series is also carried on more than a dozen independent podcast sites that don’t release statistics.

The benefit to Whirlpool? It’s hard to say. Both GM’s Wiley and Whirlpool’s Reed-Granger acknowledge that ROI is a tough call in the blogosphere. You have to think about these media experiments as a branding play, like public relations.

“It gave us a fresh image,” Wiley said. “It’s humanized us.”

Adds Reed-Granger, “It’s less about the brand than the essence of the people that market the products. It’s made us more likeable.”

Both podcast series deliver the goods on usefulness. GM’s is the more marketing-oriented of the two efforts, but it’s essentially an information play to enthusiasts. Whirlpool doesn’t even pretend to pitch its products in the audio program. It’s strictly a valuable information service to potential purchasers of its appliances. This is what social media marketing is all about. You need to be transparent, honest and helpful.

In a future issue, I’ll look at some of my favorite podcasts and talk about best practices for content producers.