How a Podcast Agency Freed 160 Hours While Booking 19 Ideal-Fit Calls

Podflare, a boutique podcast marketing agency based in Los Angeles, had built an impressive reputation for helping B2B brands launch and scale successful podcast shows. Their team knew how to create compelling audio content, book high-profile guests, and drive measurable engagement. But when it came to filling their own pipeline, they were stuck in a time-consuming manual outreach cycle that was draining resources and limiting growth.

About Podflare

Podflare specializes in end-to-end podcast production and marketing for B2B companies. They help brands leverage podcasting as a content marketing channel, handling everything from show concept and production to guest booking, distribution, and performance analytics. Their client roster includes technology companies, SaaS businesses, and professional services firms looking to establish thought leadership through audio content.

Despite their expertise in helping clients amplify their message, Podflare's own business development process was unsustainable—relying heavily on manual prospecting, one-off networking, and time-intensive relationship building that left little room for scaling.

The Challenge

Podflare's business development challenges were threefold:

• Time-intensive manual prospecting: The team was spending 15-20 hours per week researching prospects, crafting personalized outreach, and managing follow-ups manually—time that could have been spent delivering client work or refining their service offerings.
• Inconsistent pipeline: Without a systematic approach to lead generation, deal flow was unpredictable. Some months brought a flood of opportunities; others left the team scrambling to fill the calendar.
• Niche positioning without targeting: While Podflare had developed clear expertise in B2B podcast marketing, they hadn't translated that positioning into a targeted outbound strategy to reach ideal-fit companies proactively.
• Low conversion from cold outreach: Previous attempts at cold outreach yielded minimal results, leading to skepticism about whether outbound could work for their niche service.

"We knew podcasting inside and out," said Sarah Mitchell, founder of Podflare. "But when it came to our own lead generation, we were essentially winging it. We'd spend entire afternoons researching companies, writing custom emails, and hoping for a reply. It wasn't scalable, and it definitely wasn't sustainable."

The Clearhaven Solution

Clearhaven partnered with Podflare to design and implement a scalable outbound system that would free up the team's time while generating qualified opportunities from their ideal customer profile.

Precision Targeting Based on Podcast Readiness

Rather than casting a wide net, we worked with Podflare to identify companies that showed strong indicators of podcast readiness:

1. Active content marketing teams: Companies with dedicated content or marketing departments
2. Thought leadership focus: Brands investing in long-form content, speaking engagements, or industry education
3. B2B SaaS and professional services: Sectors where podcasting drives measurable ROI through relationship-building and authority positioning
4. Companies without existing podcast shows: Organizations that hadn't yet tapped into podcasting as a channel

Messaging That Resonated with Marketing Leaders

Clearhaven developed a message framework that spoke directly to the challenges Podflare's ideal clients were facing:

• We highlighted the gap between their content marketing ambitions and execution capacity
• We positioned podcasting as an efficient channel for thought leadership and relationship building
• We demonstrated Podflare's unique value in reducing the operational burden of launching and scaling a show
• We included social proof and specific results from similar B2B brands

Automated, Multi-Touch Outreach System

Clearhaven built and managed an outbound campaign that included:

• Automated email sequences tailored to each prospect segment
• Strategic LinkedIn engagement to warm up prospects before email outreach
• Follow-up sequences with valuable content (podcast strategy frameworks, industry insights)
• Calendar automation to make booking discovery calls frictionless

Most importantly, the system ran on autopilot—freeing Podflare's team from the manual research and follow-up grind.

The Results

Within 90 days of launching the campaign, Podflare saw transformational outcomes:

• 160+ hours saved: By automating research, outreach, and follow-up, the team reclaimed nearly a month's worth of work hours
• 19 qualified discovery calls with ideal-fit prospects—companies that matched their target profile and were genuinely interested in launching podcast shows
• 5 new retainer clients signed, representing a significant increase in recurring revenue
• Predictable pipeline: Podflare now had a consistent flow of qualified opportunities rather than relying on sporadic inbound leads or manual outreach

Beyond the immediate metrics, the partnership fundamentally changed how Podflare approached business development. Instead of trading time for leads, they now had a repeatable system that generated opportunities in the background.

"Clearhaven didn't just get us meetings—they gave us our time back. We went from spending 15-20 hours a week on manual prospecting to spending maybe an hour reviewing qualified leads. The quality of the conversations improved too. These were companies that fit our ideal customer profile, understood the value of podcasting, and were ready to move forward. It completely changed the trajectory of our business."

— Sarah Mitchell

The partnership continues as Podflare scales their client base and expands their service offerings in the B2B podcast space.