How We Became Experts in Podcast Recording Troubleshooting
Like many things in life, podcast production is much more complicated than it appears. Podcast producers don’t just edit audio so conversations sound natural. In fact, we’re more like professional problem solvers. When things go wrong - and they do - we put on our podcast recording troubleshooting hats to save everyone time and frustration.
During pre-production, we do what we can to avoid any issues, such as finding out where the host and guests are recording (more on this below). We also make sure everyone receives a headset that is compatible with their computer, well in advance of the scheduled recording.
When we are recording the podcast, we are there to quickly solve problems that arise. In podcast production, keeping calm and carrying on is key to successful podcast recordings.
Podcast recording troubleshooting often starts with security settings
Imagine this scenario:
We expect a guest to join us from their New York office on a desktop computer. They have been a guest on our client’s podcast before, so we know their setup well. In fact, we previously worked with their IT department so they can connect to our online recording platform.
On the day of the recording, the guest tries to log on from his personal laptop in Mexico, but his organization’s VPN isn’t allowing audio or video to pass.
The topic is time-sensitive, so we have to do the recording today. What do we do? Well, this is not the first time we’ve run into a VPN issue.
As professional podcast producers, we have run into myriad challenges out there. And those challenges translate into valuable problem-solving experience. Certain locations, security settings, and equipment impact the ability to connect for recording.
For example, some industries and offices have heavy firewalls by default. Anytime we see that a guest works for a pharmaceutical company or will be joining us from their government office, we know we’ll need to work with their IT department for the best possible solution.
If our clients or their guests don’t have access to IT or AV people who can work with us, we know what questions to ask and how to guide them towards solutions. We are great at finding workarounds!
Sometimes, there’s nothing we can do but be patient. We once waited 13 hours for a single audio file to upload from Afghanistan.
Default audio settings sometimes change without notice
If one line of communication works (the guest can hear us but we can’t hear them), we know it’s either the audio settings or an operator error with the hardware. Again, we have run into this so many times that we can provide precise instructions to resolve the issue quickly.
The first thing we ask is whether they’re on a Mac or PC. Apple’s MacOS hasn’t changed their audio settings much at all in the past 20 years, but Windows is a different story. Microsoft seems to change their audio (and video) settings every year.
Our recording platform has screen-sharing functionalities, so as long as they can connect, we can troubleshoot and fix the problem before anyone has time to panic. And if they can’t connect, we can always troubleshoot via another popular videoconferencing platform.
Capturing quality audio during the recording process may require real-time adjustments
As I have written many times, the quality of your audio recordings will make or break the success of your podcast. This is why we send headsets to our clients that are universal - they work with any desktop or laptop, or even mobile device.
During sound check, we may ask users to modify their volume, but we may also ask them to adjust the microphone placement if it’s too close or too far from their mouth. (If you’re curious, the ideal length is one fist length away from your mouth.)
If someone is recording at the kitchen island, we might ask them to move to another room that has more sound-absorbing materials (like the living room with upholstered furniture, drapes, and an area rug). With so many hard reflective surfaces, kitchens are no friend to quality audio.
Even though our software records locally, guests may run into connectivity issues that cause the audio to drop briefly. What they said was recorded, but the host may miss a sentence. This can affect the conversation and flow. In such a case, we will ask the guest to repeat themselves.
Background noise can be an issue - or nothing to worry about at all
We listen for background noise during the soundcheck before we start recording. Noise reduction software has come a long way, so a consistent background noise, like an air conditioning running, won’t affect the finished product. However, a sudden loud noise (like a dog barking) can be difficult to filter out.
We never want to stop people in the middle of a conversation, so we ask guests to close their windows if we can hear traffic or birds chirping, put their phones on silent, and turn off notifications.
Podcast recording troubleshooting could turn into chaos - we don’t let it. We treat everyone and every scenario with grace and patience. If there are technical difficulties, we do our best to reassure the host and guests as we troubleshoot the root cause.
If someone is resistant to troubleshooting or not comfortable with technology, we don’t make it a big deal. We just focus on keeping everyone comfortable and getting the best audio.
We will manage your podcast recording to keep the process seamless and easy
Since 2017, we have helped small businesses, grant-funded scholars, nonprofits, law firms, large corporations and the PR and marketing firms who collaborate with them produce exceptional podcasts. Email us at info@volubilitypodcasting.com to get the conversation started.
