CASE STUDY: UNTANGLING LEADS & CLIENT WORKFLOWS FOR PODFOX MEDIA
The Challenge: When Growth Outpaces Systems
Podfox Media was thriving—Sarah Heeter and her team had built a strong reputation in podcast production. But behind the scenes? Their systems weren’t keeping up.
Too many booking links, too much confusion. A potential client’s experience depended on which random link they got.
Follow-ups were inconsistent. Leads were slipping through the cracks because no one had a structured way to track them.
The tech wasn’t helping. HoneyBook was in place, but it wasn’t actually solving their biggest challenges.
Sarah and her team needed clarity, consistency, and a process that didn’t rely on memory.
The Strategy: Asking the Right Questions
Rather than jumping in with a one-size-fits-all fix, we spent time unpicking the mess—together.
“I’m going to ask a lot of questions,” I told them right from the start. “We’re not looking for tech solutions yet—we need to figure out exactly what needs to happen at every stage, and then I’ll help you find the right tools.”
And so, the questions began...
Step 1: Defining the Lead & Client Journey
Me: “So let’s start at the very beginning. Someone hears about Podfox. Where do they go?”
Sarah explained that they had three separate URLs—one for launching a podcast, one for booking strategy sessions, and one for existing podcasters.
Me: “Why do you have three different URLs?”
Sarah: “Because we have different availability.”
Digging deeper, we uncovered that each team member had their own separate calendar, meaning clients had to choose a strategist before even knowing what they needed.
Me: “So in an ideal world, would you rather have a single entry point that guides people based on their needs?”
Sarah: “Yes! But… we need to make sure we’re not giving them too many choices at once.”
That gave us our first breakthrough—they needed one main intake form that guided clients to the right service without overwhelming them.
Step 2: Creating a Smart Follow-Up System
Next, we tackled why so many potential clients weren’t booking—or ghosted after a call.
Sarah admitted:
“Right now, follow-ups are just me remembering to do them. Which means… they don’t always happen.”
We mapped out:
✅ Who should get follow-ups and when.
✅ What objections people had and how to address them.
✅ How to separate ‘Not Yet’ leads from ‘Never’ leads.
Me: “If someone doesn’t book, what do you want them to hear from you?”
Sarah: “I want them to feel like they’re not forgotten, but I don’t want to spam them. Maybe a check-in that reminds them what we talked about?”
We worked through the balance between persistence and annoyance, ultimately mapping out:
A gentle abandoned cart reminder for people who started but didn’t book.
A “Maybe Later” nurture sequence that keeps them engaged without pressuring them.
A DIY podcaster follow-up, reminding them of how much time they’re spending editing when they could be outsourcing.
Step 3: Finding the Right Tech (After Defining the Process)
With the process mapped, we turned to tech.
Me: “What’s frustrating about HoneyBook?”
Katie jumped in first: “I hate that I have to dig through forms to find what clients wrote when they first booked.”
Matt added: “And it doesn’t block out my Google Calendar automatically.”
Sarah: “Oh yeah, and we’ve literally never added anyone from HoneyBook to our email list because it doesn’t integrate with MailerLite well.”
So… HoneyBook wasn’t the answer.
Instead of forcing it to work, I researched a near-perfect-fit all-in-one platform that:
✅ Handled booking & lead tracking in one place.
✅ Automated follow-ups without losing personalization.
✅ Worked across multiple team members' schedules seamlessly.
The Impact: Clarity, Confidence, and a System That Works
Sarah and her team left with a clear, strategic workflow—one that actually made sense for how they worked.
✅ One intake form instead of scattered URLs.
✅ A mapped-out follow-up system that doesn’t rely on memory.
✅ A tech solution that actually meets their needs.
Sarah summed it up best:
“Our old system was a scrappy workaround. Now, we finally have an all-in-one solution that actually works for how we operate and where we’re headed. The best part? I can see this scaling with us, not just for 2x growth, but 10x. That makes me excited to grow.”
What This Means for You
If you’re constantly chasing leads, losing potential clients, or relying on memory to keep your business running—there’s a better way.
I help service-based businesses like Podfox Media map out strategic workflows that:
✔️ Simplify client intake & booking
✔️ Automate follow-ups without losing the human touch
✔️ Make choosing the right tech easy after defining the process
Want to untangle your business systems? Let’s talk.
