Standard Operating Procedure (SOP) for Podcast

Guest Outreach and Confirmation

1. Scouting Potential Guests:

We will divide the reach of strategy in 2 parts:

A. Research and Identify Potential Guests:

● Use online platforms like LinkedIn, Twitter, and professional networking sites to identify
immigrants living in the US who have achieved remarkable success in their work or as
startup founders.
● Look for individuals with inspiring stories and significant accomplishments.

We can first look for individuals who match the following:

a) Immigrants living in US who have achieved something incredible in terms of work or startup
founders

b) Immigrants living in US who are holding any official position in the government or in ruling
political party

c) Activists who are working towards some major issues. Fighting for rights of refugees, climate
change, rights of any gender and more

d) Any immigrant creator living in US who holds a good social media presence on either
Instagram or YouTube

e) Immigration Attorney with a fairly good social media presence on LinkedIn, Instagram or
Twitter

B. Personalized Outreach:

● Craft personalized emails or direct messages (DMs) to reach out to potential guests.
● Mention why you admire their work or achievements and why you believe they would be
a great fit for the podcast.
● Highlight how their story aligns with the theme of the show and how it can inspire others.
2. Initial Outreach: First Email

Subject - Welcome to The Saiman Shetty Show || Invitation to feature on our exclusive podcast

Dear [First Name],

I hope this email finds you well.

I'm reaching out on behalf of Saiman to extend an invitation to be a guest on our podcast, The
Saiman Shetty Show. We've been following your work closely and have been impressed by
your dedication and passion towards understanding and improving workplace.

Your insights into bridging the gap between different generations in the professional
sphere caught my attention. After delving deeper into your background, we believe that
your journey would make for a compelling and insightful episode for our listeners.

For context, our content reaches 100K+ folks across all platforms and has been instrumental in
helping our audience get inspired by and learn from real-life personal and professional growth
stories.

We understand that your schedule may be tight, so we assure you that we will be mindful of
your time commitments. Our team has already planned the logistics to ensure minimal
disruption on your end, should you choose to accept our invitation.

We are eager to hear back from you and are excited about the potential conversation we could
have together.

Looking forward to your response.

Regards,
XYZ

3. Follow-up Email

Subject: Re: Welcome to The Saiman Shetty Show || Invitation to Feature as a Guest

Dear [First Name],

I hope this email finds you well.

I wanted to follow up on my previous email regarding the invitation to feature as a guest on The
Saiman Shetty Show. We truly admire the incredible journey you've embarked on, from
your distinguished service in the Army to your impactful work in Project Management,
and ultimately founding GreenField Project Innovations. Your multifaceted experience
and dedication to personal and professional growth are truly inspiring.

We understand that your schedule may be quite busy, and we want to assure you that we will
make every effort to accommodate your time commitments. Our team has meticulously planned
the logistics to ensure a seamless experience for you, should you choose to accept our
invitation.

We are genuinely excited about the opportunity to have a conversation with you and share your
story with our listeners. Your unique perspective and experiences have the potential to inspire
countless individuals who are navigating their own paths to success.

We eagerly await your response and hope to have the honor of hosting you on our podcast.

Looking forward to your response.

Regards,
XYZ

4. Confirmation Email:

Subject: Confirmation: Guest Appearance on [Podcast Name]

Dear [Guest's Name],

I'm thrilled to inform you that we would be delighted to have you as a guest on The Saiman
Shetty Show. Your expertise in [mention expertise or relevant topic] will undoubtedly enrich our
discussions.

Please let us know your availability, and we will coordinate a short meeting to explain how we’ll
be proceeding with the podcast and a glance at the questions you can expect during the
episode. Additionally, we can provide more details about the recording process and any other
information you may need.

Thank you for accepting our invitation. We're looking forward to our conversation.

Looking forward to your response.

Regards,
XYZ
5. Meeting to Explain Podcast Recording Process:

Schedule a meeting with the confirmed guest to explain the podcast recording process,
including:

a. Introduction to the podcast format and structure.

b. Technical setup for remote or in-person recording.
c. Discussion topics and potential questions.
d. Recording logistics and scheduling.

6. Confirmation Consent:

Obtain confirmation consent from the guest through a signed agreement or official email
confirming their agreement to participate in the podcast episode. The agreement should outline
details such as episode recording date, release date, rights to the recording, etc.

7. Preparing for Recording:

Coordinate logistics such as scheduling the recording session, ensuring technical setup is in
place, and preparing any necessary materials or questions.

8. Recording Session:

Conduct the podcast recording session according to the agreed-upon schedule and format.

9. Post-Recording Follow-up:

Send a thank-you email to the guest for their participation and provide them with any relevant
information about the episode's release date and promotion plan.