Episode 326 | Insider Secrets to a Top 100 Podcast | Courtney Elmer

How to Build Podcast Systems That Drive Real Audience Growth

If your podcast feels like a full-time job with no paycheck, you’re not alone. Fellow podcast host and recent PodLaunch® graduate Jen Edmonds was in the same boat—booking guests last minute, scrambling to release episodes, and promoting nonstop with nothing to show for it.

The problem? She had great content but zero podcast systems or strategy. Once Jen put these in place, her show transformed from a handful of downloads into a chart-ranking, client-attracting asset for her business. So how did she do it? (And more importantly—how can you do the same?)

Why Podcasting Feels Like a Full-Time Job With No Payoff

Jen didn’t expect podcasting to be this hard. “I talk for a living,” she told me. “I’m a yoga teacher. That’s literally all I do.” Talking was easy. But turning her podcast into something that actually grew her audience and business? Not so much.

“I had no plan. I was just winging it,” Jen admitted. “I’d wake up, realize I needed to publish an episode, and scramble to put something together.” 

By episode 15, she was ready to quit. “I remember looking at my stats and thinking, this isn’t working. I’m putting in all this time, but my downloads aren’t increasing, no one’s reaching out because of my podcast, and I have no idea what I’m doing wrong.”

But then she thought about the podcasters she admired—if they had figured it out, why couldn’t she?

“I wasn’t specifically looking for podcast help,” she said. “But I heard you on another show, and everything you said about messaging and positioning clicked. I realized—maybe it’s not that my show isn’t good enough. Maybe I’ve just been going about this the wrong way.”

That realization changed everything, and she decided right there and then to stop wasting time and start getting strategic.

The Hidden Time Suck That’s Slowing Your Podcast Down

Jen initially resisted podcast systems. “I barely had time to get episodes out as it was,” she said. “I figured a system would just add more steps and more work.” But winging it didn’t work either. She realized podcast growth isn’t about pouring in more hours—it’s about being strategic with the hours you spend.

“I thought podcasting was all about putting out good content,” Jen said. “But once I started treating my podcast like an asset instead of an afterthought, I realized how much opportunity I was missing.”

That one shift made all the difference.

“Before, I was obsessed with downloads," Jen admitted. "Then I realized I didn’t need huge numbers—I needed the right listeners.” Within weeks of relaunching with intentional podcast systems, 

• Jen’s hit #5 on the Aussie Apple Podcasts charts and ranked in the top 10 in multiple countries across the Middle East, Asia, and Europe.
  
• Her inbox started filling up with messages from listeners—not just saying they loved the content, but asking about working with her.
  
• Her show continued ranking in the top 100 after launch, proving that her strategy wasn’t just a quick spike, but the beginning of long-term, sustainable audience growth.

“I finally had control,” she added. “No more waking up panicking about what to post or record. I knew exactly what needed to happen and when.”

The Real Cost of Running Your Podcast Without a Strategy

Most podcasters think they’re treating their show seriously. hey put in the time. They release episodes consistently. They believe they’re doing everything right. But if your podcast doesn’t have the right systems and strategy behind it, it’s not a business asset—it’s just another content platform.

Jen used to believe consistency alone would lead to growth. “When you don’t have a clear plan, you’re just hoping people find you instead of making sure they do,” she said.

Podcasting without a strategy is like going to the gym three times a week without also dialing in your nutrition, hydration, and sleep. You can lift all the weights you want, but without those other pieces in place, results will come painfully slowly (or worse, never).

So yes, you can record, edit, and publish episodes every week—but without the right systems and strategy, that effort won’t translate into audience growth, new clients, or revenue.

The 3 Essential Podcast Systems That Drive Predictable Growth

The difference between Jen’s first podcast and her relaunch wasn’t the amount of time she spent—it was how she spent it.

"Once I started treating my podcast as a real asset instead of something I had to keep feeding content to, everything changed. I finally had a tool working for my business, instead of just another thing on my to-do list," she shared.

But it wasn’t enough just to realize she needed podcast systems. She needed the right ones:

1. Bingeworthy Messaging
   Before, Jen’s episodes weren’t grabbing attention. Her topics were scattered, guests were random, and her messaging was forgettable. Listeners clicked away because nothing compelled them to stay. But once Jen clearly defined exactly who her ideal listeners were, what kept them awake at night, and crafted episodes that solved their exact problems—everything shifted. Her listeners subscribed, shared, and stuck around. Her show finally became the go-to podcast in her niche.
   
2. Audience Growth Engine
   Jen used to promote episodes once or twice to her existing email list and social media. The result? Episodes quickly faded into obscurity because those audiences already knew about her show. But when she built a systematic Audience Growth Engine—leveraging strategic guest swaps, SEO optimization, and promotion to entirely new, cold audiences—her show consistently attracted fresh listeners daily. It’s exactly how she ranked #5 on Apple Podcasts in Australia and top 10 globally, creating sustainable momentum well beyond launch.
   
3. Profit Pipeline
   Getting listeners is great—but turning them into paying clients? That’s where real business growth happens. “At first, I just wanted downloads. But downloads alone weren’t paying my bills,” Jen admitted. By creating an intentional Profit Pipeline, each episode strategically led listeners deeper into her offerings, turning casual listeners into qualified leads who regularly filled her inbox asking about working together.

These aren’t just "nice-to-have" podcast systems. They're essential. Jen’s transformation proves exactly what’s possible when your podcast becomes a strategic business tool rather than just another content channel.

So if your podcast isn't growing like you expected it to or driving clients to your business, the solution isn’t more effort, more consistency, “bigger” guests, or more content—it's better systems. You can’t expect professional results from an amateur approach. 

Without these systems in place, you risk staying stuck in a cycle of constant output with little payoff. Every day you spend figuring this out alone is a day you could've been growing your audience, attracting clients, and turning your podcast into the asset it’s meant to be. 

So if you’re ready to finally see predictable results from your podcast (and want expert help building the podcast systems that drive them),  book a free strategy call with our team to find out if you’re a fit for PodLaunch®—it might be the most strategic conversation you have about your podcast all year.

Want even more? Hit "Follow" on Insider Secrets to a Top 100 Podcast in your favorite app, and you'll get weekly strategies on creating a bingeworthy show listeners can't ignore.

Up Next:

Think you missed your chance to start a podcast because the market feels too crowded? In the next episode, Alban Brooke from Buzzsprout shatters that myth by sharing what actually matters when it comes to growing your show. (Hint: It’s not timing.)

Alban breaks down how successful podcasters approach growth differently, why qualitative growth (like mastering your hosting skills) leads to explosive quantitative results later, and how knowing exactly who your audience is makes marketing your show easier than ever before. So if you're ready to get your podcast noticed and make your show the obvious choice for your listeners, don’t miss the next episode.