What is Asynchronous Communication? Find out why it's the secret to effective collaboration

In the workplace, the way we communicate with each other has a big impact. Not only on productivity and knowledge sharing but on company culture as well.

How many of you have thought that a colleague might be mad at you because they didn't reply to your email?

Or how many of you have received a message outside of your working hours, from a colleague in a different timezone and felt like you had to reply immediately so they wouldn't think badly of you?

It's something we all do because we want to make sure we're communicating in the right way. Something that can be hard in a remote setting.

Due to this challenge, companies have adopted different types of communication styles that make it easier to work collaboratively. One of those styles is asynchronous communication.

Unlike instant messaging, asynchronous communication allows colleagues to send and receive messages without expecting an immediate response.

This isn't about giving your colleagues permission to ignore your messages, quite the opposite.

It's about using the methods of an asynchronous communication style to work more effectively together in different time zones and schedules.

What is Asynchronous Communication?

The name might look new to you but it's likely that you're already using this type of communication.

If you've ever sent an email to a colleague with no expectation of an instant reply, you've used asynchronous communication.

This means that messages, emails or other forms of communication can be sent and received at different times without requiring your recipient to be online or available to respond.

It's great for sharing information that is important to your teammate but doesn't need to be actioned right away.

For example, if you've had a meeting with a client and need to share notes with your colleague in New York, you'd use async communication to share the notes via email, without any expectation of a response.

This type of communication means teams can be more flexible and aligned on what's important.

Project management platforms and emails are brilliant when used effectively, but they can be a time drain when not used to their fullest.

If you've ever started your workday by checking your emails and the next time you look at the clock it is 1 pm and you're still in your inbox, you'll know exactly what we're talking about.

When a business doesn't set requirements and expectations around emails and messaging, it can be hard to know what is important and what can wait, unless you read every message as soon as it's received.

That's where asynchronous communication comes in, as it sets those expectations for you and allows you to focus on crucial tasks and not get bogged down by tasks of lesser priority.

It's especially important in companies where remote workers are in different time zones or have hectic schedules.

It means information can be shared without constant interruptions and distracting your colleagues. It helps teams to differentiate between what needs collaboration and what can be looked at later.

While synchronous communication (calls or meetings) is still the preferred method of collaboration, asynchronous communication has its place by increasing productivity and boosting information sharing.

For effective communication, they are designed to be used together. It's up to you and your organization what that looks like for you.

Tools for asynchronous communication

There are many tools that you're probably already using that can be used for asynchronous communication.

Chances are you're using them but not in an asynchronous way.

The key to this type of communication is setting clear expectations with information sharing and emails, to make sure everyone is on the same page.

So if comments and emails are sent outside of one person's working hours, there is no expectation to respond.

Emails

Depending on the size of your company, emails are typically seen as the platform for external communication and for sharing in-depth information or larger files and updates with teammates.

Unlike calls and meetings, emails allow teammates to read and reply when it is convenient for them.

Unless an email is marked as urgent, your recipient knows they can review the email when they have time, meaning they can focus on the task at hand, with fewer interruptions.

Project management tools

We're talking Asana, Monday.com, Trello, ClickUp, the list goes on.

Whichever you use it can be used asynchronously. Assigning and monitoring tasks, without the need to talk it through or get feedback is a prime example of asynchronous sharing.

By doing this, the project is still being kept on track just with fewer unnecessary virtual or face-to-face meetings. Tasks are being completed within the deadlines, but at a time that is convenient for the team.

Collaborative documents

Again, regardless of what you use, Google Docs, Microsoft Word etc., each can be used for this type of communication.

You can add your work or comments when it suits you and allow your teammates to add theirs when it works for them.

This is a great way to continue the teamwork but through a more asynchronous approach. It also fits around flexible schedules and different time zones without stunting productivity.

Digital whiteboards

Another great tool for collaboration that is also great for asynchronous communication is Miro, a digital whiteboard.

It allows teammates to map out projects and ideas without the need for a live conversation or in-person meeting.

It's ideal for remote employees and limits the need for constant communication.

On Miro, ideas can be shared and proposed, others can share feedback and changes can be made, all without the need for immediate attention.

Internal or external forums

If your company has a dashboard for internal forums this is considered an asynchronous system.

For example, if this is the place for company updates, notifications or upcoming events then by leaving a comment or asking a question, you're using asynchronous communication as you're not expecting an immediate reply.

Video recordings

Another tool we love for asynchronous communication is Loom.

It allows you to record videos and do screen recordings to share both internally and externally which is ideal for remote work. It's great for sharing how to do something without organising a real-time conversation.

By sharing a quick video highlighting exactly how to do something, you've saved yourself 5 minutes of scheduling and 15 minutes on a call or in person, sharing something you could have done from your computer at home.

Texting

Whether you speak to your colleagues by text or not, it is a form of asynchronous communication.

The only thing with texting though is making sure you're doing it without the need for an immediate response, so if you're using it for that reason, it's considered asynchronous.

Benefits of asynchronous communication for remote work

When done correctly, asynchronous communication can transform the way you share information and work together.

Don't just take our word for it, here are the advantages of asynchronous communication:

Increased flexibility, productivity and efficiency in the workplace

Without the pressure to reply to non-urgent emails immediately, you're free to work at your own pace and focus on what you want to, when you need to.

Without these distractions, you can do deep work and not feel like you're getting dragged in every direction, on every platform.

By using project and task management tools, deadlines are still met and with fewer meetings, so everyone has the time to complete their assigned tasks.

This increases productivity which decreases stress levels and can boost job satisfaction. As a result, you may also see reduced attrition rates as well.

Improved team communication and transparency

When communication isn't rushed, you provide more thoughtful responses. It also means less back and forth as you have had time to think about your response.

By having clear expectations around asynchronous and synchronous communication, teams learn to work more efficiently and communicate more effectively.

By reducing the number of calls and in-person meetings, everything is documented. This means you can review conversations and save key pieces of information to refer back to when needed.

This can reduce the need for unnecessary communication as everyone has a record of all information shared which minimises misunderstandings.

Enhanced work-life balance

Let us set the scene: it's a Friday evening and you're spending time with your friends but your phone keeps vibrating because your colleague in America is just getting into their day.

They're sharing endless amounts of information and you end up feeling stressed and can't get your mind off work. You end up leaving early to respond to your colleague because you assume it's urgent (why else would they have messaged you that many times) only to find it's not and you've missed out on a lovely evening with your friends.

Now picture this: it's the same Friday evening, you see the first email from your colleague and you are able to put your phone back in your pocket and carry on with your evening.

All because you know your colleague is just replying to the messages you sent them earlier and know that there is no expectation to reply right now.

It's pretty clear which version leads to better work-life balance.

Reduced meeting fatigue

We all remember the height of the COVID-19 pandemic when in-person meetings became endless Zoom calls and Google Meets.

For some reason, we all thought that every question or project needed a call to discuss. If we were to do that again today, asynchronous communication would be the saviour.

With this type of communication, meetings are reduced as information and video recordings can be shared in their place. Which means less meeting fatigue!

Suited for different time zones

For global teams, time zones no longer have to stunt collaboration. Using emails, project management systems and other types of asynchronous communication means everyone can collaborate regardless of their location.

Tasks can be allocated, comments and feedback can be shared and information can flow, without needing to wait for a meeting to discuss.

Work and information can flow with fewer interruptions

Getting into the state for deep work can be tough (if you haven't read about deep work, this is your sign too!).

It's something that's becoming more and more valuable but harder to achieve with so many things trying to distract us.

By using asynchronous communication, employees can stay focused on their work, without being interrupted by non-urgent emails.

This leads to a more in-tune, productive team that feels relaxed and content knowing they've been able to concentrate on their important tasks.

Challenges of asynchronous communication

As we've said, if this communication style is done right, it has the power to transform the way your company works together.

So what are the challenges that might impact its effectiveness?

Lack of immediate feedback

Asynchronous communication often falls short when you need prompt responses to keep a project moving.

When you send a message and have to wait for a reply, things can get delayed. This is especially important in situations where decision-making and productivity have to be put on pause until a response is received.

To manage this, we'd recommend establishing timelines for responses to manage expectations effectively and not stunt productivity. When implementing asynchronous strategies, you should define these timings and make sure you stick to them. That way everyone has clear expectations and deadlines can still be met.

Consider incorporating status updates or alerts to ensure that crucial information doesn't sit unchecked. If one of your colleagues can't get to that email in the time allocated, have another teammate who can step in.

Potential for miscommunication

Without contextual cues, sometimes asynchronous communication can lead to misunderstandings. Without hearing a person's tone or seeing their body language it's hard to understand someone's intentions or mood, which is why emails and messages can be misconstrued.

We've all received an email at work and wondered whether our colleague is mad at us.

This is one of the challenges of this type of communication. Asynchronous ways of communicating are great when you need to share information without needing a response, but not ideal when you need to hash out an idea.

It is designed to work alongside synchronous communication for this reason, as one is not designed to replace the other.

Set clear frameworks around each type to help reduce misinterpretations.

Consider using voice notes or video recordings as well to add a personal element to the messages and to make the intention clear.

Over-reliance on written communication

What you don't want to do is isolate your team from each other and limit their opportunities for connection with their teammates.

In fact, this should be encouraged. Find other ways to connect by scheduling regular check-ins or virtual team quizzes so you don't miss out on the connection.

Also, make sure you're planning a company retreat at least once a year to get your team together in person. This will help overcome any communication barriers within the company and strengthen collaboration skills.

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Asynchronous vs synchronous communication

We've talked about both styles of communication. Here are our tips on how to use both in harmony for seamless and frictionless information sharing and collaboration.

Understanding when to use each type

Knowing when to use asynchronous or synchronous communication can enhance workflow efficiency.

On the other hand, synchronous communication is great for in-person or virtual conversations where decisions need to be made or ideas need to be generated. We'd recommend using synchronous methods for urgent matters that need quick resolution or when personal engagement is a priority.

Popping your head into someone's office to quickly discuss something is also considered a type of synchronous meeting.

Using asynchronous and synchronous communication together for optimal results

Both have their benefits and challenges, but using them together means better communication and stronger collaboration.

By using asynchronous communication for non-urgent, detail-oriented information and reserving synchronous approaches for immediate input and interaction, you'll have a balance that enhances team capacity and tackles the issues of traditional communication styles.

As we've mentioned, set clear timelines and deadlines for when and how to use both to ensure your workforce fully understands and follows them.

This is the only way you'll stay on top of deadlines and still have a well-connected team.

Conclusion

Implementing asynchronous communication can transform collaboration, for both remote teams and those in the office.

By integrating this approach with synchronous communication, you create a balanced communication strategy that understands each person's schedule and allows everyone to collaborate effectively.

Understanding when to use each type is the key to success with asynchronous communication.

Start by setting clear guidelines and timelines and using the right tools, including project management software, to suit your needs.

So if you want a happier team culture with a better work-life balance, start implementing these strategies and practices. It's the future of work and your team will thank you.