Amy Gray / Project case study
2021Recorded work
Choose a launch date.
Build the episode plan
around it.
Amy Gray needed a reusable plan for each podcast episode. The build organized preparation, editing and post-launch tasks around an episode’s release date, with resource briefs and reusable task templates.
- Client
- Amy Gray
- Contribution
- First-person template build and handover
- Project status
- Asana template & sandbox date tests
Tools & working context
Project scope and implementation.
- Asana
- project templates
- relative scheduling
- Google Sheets
- HTML aggregation
01 / Business context
The problem
to solve.
A weekly release needs many actions around one deadline. Recreating that plan from a spreadsheet for every episode can leave the schedule and the working instructions disconnected.
The implementation organized an episode into a reusable Asana project template. Relative scheduling made the release date the reference point for the surrounding work.
Inside the workflow
A closer look
at the handoffs.
Start with the main path and its branches. Select a step for context, or switch to the technical map for implementation detail.
- Reusable episode template
Store production tasks, supporting briefs and the episode schedule. - Choose episode launch date
Use the release date as the scheduling reference for the episode. - Create project from template
The owner instantiates the Asana project using the chosen reference date. - Pre-production work
Prepare the episode’s pre-production tasks with dates relative to release. - Post-production work
Prepare the editing and post-production tasks around the same launch date. - Post-launch work
Keep follow-up tasks scheduled after release as part of the same template. - Owner assigns task responsibility
The handover intentionally leaves people assignment to the owner. - Maintain reusable template
The owner can update the task/resource template for later episodes.
Read the workflow notes
- 01 / Structure
Define the episode work
Tasks covered the stages before and after recording and launch. Resource briefs placed the supporting instructions with the relevant work.
- 02 / Schedule
Test dates relative to launch
A sandbox build checked the task dates produced around a selected launch date, rather than assigning permanent calendar dates to the reusable template.
- 03 / Handover
Instantiate and assign the plan
The owner received guidance for creating an episode project from the template and assigning the work. Those owner actions remained part of the process.
The work was completed for Amy Gray’s podcast-planning process.
03 / Implementation detail
How it
was built.
Each task needed the right timing before or after the episode’s release. The test session checked and adjusted how those dates were created from the selected launch date.
Automatic form-to-project creation was discussed but not built. Rescheduling and intake details still needed clarification, while assignment remained manual.
A separate newsletter experiment assembled text and attachment details, using placeholder images when audio files exceeded the plan limit. That experiment did not demonstrate a complete podcast-publishing process.
04 / Outcome & scope
Result
and scope.
The build produced a reusable episode plan, tests of its release-relative dates and instructions for the owner to create projects and assign people.
The scope was the episode template, task structure and scheduling logic; automated publishing was a separate step.