Scheduling Etiquette Playbook for Assistants: Best Practices

Introduction

This playbook provides business-focused assistants with a practical, repeatable process for scheduling podcast guest appearances and media interviews. It covers pre-booking research, messaging templates, calendar management, time-zone handling, technical checks, stakeholder coordination, legal considerations, and escalation steps. The guidance is designed to save time, reduce friction, and protect reputations for both talent and hosts.

Principles of scheduling etiquette for podcast guests and media bookings

Assistants function at the intersection of busy executives, producers, publicists, and hosts. Applying consistent etiquette ensures efficient scheduling, clear expectations, and a professional guest experience.

Pre-booking research and preparation

Before contacting a host or producer:

• Confirm the guest's objectives (brand message, launch timing, product mentions).
• Verify the guest's availability windows and blackout dates on their calendar.
• Identify the format and length of the show or segment (panel, interview, solo, live broadcast).
• Collect required materials: bio, headshot, media kit, and preferred talking points.

Tip: Build a one-page briefing note for every booking with these items to reduce back-and-forth.

Communicating availability and windows

Offer availability clearly and sparingly. Too many options create decision fatigue; too few cause conflicts.

1. Provide 2–3 specific windows (day + time range) in the host's timezone when possible.
2. Include alternative days and one firm backup time.
3. Write availability in both local and host time if time zones differ (example: 'Tue 10–11 AM ET / Wed 3–4 AM GMT').

Confirmation and calendar invites

Confirmations formalize the commitment and reduce cancellations.

• Send a calendar invite immediately after the host confirms. Include: topic, proposed questions, estimated length, recording platform, dial-in/links, and prep call time.
• Set reminders: 48 hours (content prep), 2 hours (technical check), and 15 minutes (join link ready).
• Attach documents: guest brief, talking points, media release form (if required).

Time zone and technical checks

Time zones and technical issues are the top sources of schedule failure. Standardize checks.

1. Always confirm time zone in the invite and write it explicitly (e.g., '10:00 AM ET / 3:00 PM BST').
2. Schedule a 10–15 minute technical check 24–48 hours before recording for remote guests.
3. Document preferred technology (Zoom, Riverside, StreamYard) and required software versions.

Rescheduling and cancellations

Set expectations and a written policy for changes.

• Define standard reschedule windows (e.g., up to 72 hours before without penalty).
• If a guest cancels within 24 hours, propose a rapid alternative: a different guest, a recorded statement, or a reschedule slot within 7 days.
• Keep stakeholders informed with a short update email listing options and next steps.

Templates and scripts for assistants

Use templates to save time and to maintain a consistent brand voice. Below are short, practical templates you can adapt.

Cold outreach template (initial pitch to a podcast producer)

Use this when proposing your guest to a host or producer.

1. Intro: one line identifying the executive and role.
2. Value proposition: 1–2 sentences on why the guest fits the audience.
3. Logistics: propose 2–3 available windows and attach bio/headshot.
4. CTA: request confirmation of interest and preferred next steps.

Example: 'Hi [Producer], I'm [Name], assistant to [Guest]. [Guest] recently led [project] and can discuss [topic] relevant to your audience. Available: Tue 10–11 AM ET, Wed 2–3 PM ET, Fri 9–10 AM ET. Attached: bio and topics. Would you like to lock one of these slots or propose alternatives?'

Confirmation template (post-agreement)

Send a compact confirmation immediately after the host agrees.

1. Re-state date, time, and platform.
2. Include prep materials and reminders about the tech check.
3. Provide contact details for last-minute changes.

Example: 'Thanks for confirming. We've scheduled [Guest] for Tue, 10:00 AM ET via [Platform]. Please find bio and topics attached. We propose a 10-min tech check on Mon at 4:50 PM ET; confirm if that works. For last-minute updates contact me at [phone/email].'

Logistics and technical requirements

Define minimum technical standards and platform preferences before booking to avoid surprises during recording.

Platform preferences and audio/video quality

Be explicit about expectations:

• Minimum: stable broadband (wired preferred), recent browser or app, quiet room, headset or external microphone.
• Preferred: local recording software (Riverside, Zencastr) for higher audio fidelity.
• Provide a troubleshooting checklist for common issues (muting, background noise, echo, camera framing).

Media kit and prep materials

Assistants should package and deliver these items on booking:

1. Guest bio (50–75 words) and full bio (150–250 words).
2. High-resolution headshot and company logo.
3. Suggested topics and off-limit subjects as bullet points.
4. Brand guidelines or talking-wing fence (what to avoid).

Managing multiple stakeholders and calendars

When multiple assistants, PR teams, and producers coordinate, adopt a clear owner model and a transparent status board.

Prioritization framework

Use a simple RPI (Reach, Priority, Impact) scoring to prioritize bookings:

1. Reach: audience size of the outlet or show.
2. Priority: business alignment with current initiatives (product launch, earnings call, etc.).
3. Impact: estimated brand or lead impact (high/medium/low).

Score each booking and route high-scoring opportunities to the executive for expedited approval.

Compliance, legal, and PR considerations

Certain bookings require legal review, brand approvals, or coordination with PR. Assistants should know when to escalate.

NDAs, recording releases, and approvals

Establish triggers that require extra review:

• When discussing unreleased financial results, patentable technology, or merger activity.
• If the host requests a release form, send legal-approved language and collect signatures beforehand.
• Confirm any co-branding or sponsor mentions with PR and legal prior to final confirmation.

Contextual background: industry norms and statistics

Understanding the media landscape helps in setting expectations and benchmarks. Podcasts continue to grow in reach and professionalization: producers expect clear pre-interview prep and reliable guests. Industry research indicates that thorough pre-interview prep correlates with fewer cancellations and better episode quality (Edison Research; industry reports such as Podtrac and IAB show steady audience growth and greater host professionalization).[1]

Key context points:

• Host workload is high; producers prefer short, decisive communications.
• Recorded remote interviews dominate; local in-studio recordings are becoming more selective.
• Audio quality expectations have increased due to competition and listener standards.

Quick-answer cheat sheet

Key Takeaways

• Standardize responses: templates reduce errors and speed up booking.
• Give 2–3 specific availability windows and always include time zones.
• Send calendar invites immediately and include reminders and attachments.
• Schedule technical checks to prevent last-minute failures.
• Use a prioritization framework to allocate executive time to highest-impact opportunities.

Frequently Asked Questions

How many scheduling options should I offer to a podcast host?

Offer 2–3 concrete options. This balances flexibility for the host with cognitive ease. Avoid open-ended phrasing like 'sometime next week.' Include time zones to remove ambiguity.

When should I schedule a technical check?

Schedule a brief 10–15 minute technical check 24–48 hours before the recording. For high-profile guests or new platforms, test 48 hours ahead and again 30–60 minutes before the session.

What belongs in the calendar invite?

Include date/time (with time zone), platform link, dial-in numbers, expected duration, guest bio, episode topics, pre-interview contact, and reminder times. Attach any release forms or prep documents.

How do I handle last-minute cancellations?

Have a reschedule policy: propose immediate alternate slots within 7 days and communicate the impact to stakeholders. If cancellation is unavoidable, ask for a short recorded statement or an alternate representative when appropriate.

Should I require a media release or NDA before a podcast?

Use media release forms for most recorded appearances; NDAs are necessary when sensitive, non-public information is involved. Consult legal for high-risk topics or when the host requests special rights to content.

How can I reduce the likelihood of no-shows?

Reduce no-shows by sending timely confirmations and reminders (48 hours, 2 hours, 15 minutes), scheduling tech checks, and providing clear contact points. A concise pre-session checklist improves readiness.

What metrics should assistants track to measure scheduling efficiency?

Track: average time-to-confirmation, cancellation/reschedule rate, number of communication touchpoints per booking, and episode completion rate. Use these to refine processes and templates.

Sources: Edison Research; industry reports on podcast growth and production best practices. Internal benchmark figures represent common efficiency gains reported by PR and talent teams.