How Asynchronous Communication Can Benefit Distributed Teams (Remote or Hybrid)

Since the announcement of the COVID-19 pandemic, it has brought about drastic changes in our lives, from the need for isolation, the mandatory use of protective face masks, to the way people work, as overnight, entire companies were forced to work in a way never thought before: remotely.

Well, more recently, the hybrid model has been the market's response to reoccupying empty offices due to the pandemic and its restrictions, but it does not diminish the need for mastery of different modes of communication, especially asynchronous communication.

And although the introduction of this text focuses on the work model, the way of communicating is what deserves emphasis because establishing it promotes human connections, and its failure is one of the main problems encountered in different social contexts.

Different modes of communication

Synchronous Communication - Quite simply, it is when the communicator and the interlocutor exchange messages in real-time. For example, when you chat at a bar.

Asynchronous Communication - It is when communication does not occur in real-time. For example, when you send a letter (does anyone still do that nowadays?).

Just like in synchronous communication (real-time), you need to consider the approach, clarity, and objectivity of language. In asynchronous communication, it is no different, but you need to be attentive to the complexity of the topic.

Low Complexity

Specific and seasonal subjects, specific to your context, that do not impact the entire team (notices, questions, feedback...).

Give priority to using text through a messaging application (Slack, WhatsApp, Discord, etc.).

Medium Complexity

Broader topics that can impact other teams (notices, questions, replanning, agreement reviews).

Writing a text here is still effective, but you may need to illustrate the message further to facilitate reading and understanding. It is important to avoid making the text too long. Feel free to provide further clarifications synchronously (virtual meeting).

High Complexity

Broad and/or recurring topics that impact other individuals and teams (notices, planning, process definition, agreement establishment, presentations...).

At this level of complexity, it is ideal not to use asynchronous communication to avoid interpretation failures. Give priority to meetings with well-defined agendas and a limited timebox (15 to 30 minutes). An extra tip here is to make sure not to exceed the established timebox, and if the subject does not have a resolution, schedule a short follow-up session for discussion. Always make note of the resolutions and share them at the end and beginning of the follow-up meeting (if applicable).

Some general tips

1. Since asynchronous communication depends on more objectivity to establish itself effectively, it is important to keep in mind that:
2. You don't need to wait for a response to "Hi, how are you?" before you start stating what you need.
3. If you are not from the same area and/or do not know your coworker, it is interesting to briefly introduce yourself. I said briefly (haha...).
4. Establish a connection by providing context to the subject at hand, explain the reason for the contact. If possible, illustrate (tip 5).
5. Be available for further clarifications, including synchronously.
6. When available, use visual support to provide context. Tools like Google Jamboard, Miro, Mural are great for illustrating what you are conveying.
7. Do not address urgent matters asynchronously.

The COVID-19 pandemic has brought about significant changes in how we work and communicate. It is crucial to master asynchronous communication to establish strong human connections and avoid interpretation failures. By adopting appropriate approaches (asynchronous or not), with objectivity and respect, bonds are strengthened.

This post had the contribution of my former coworker Isadora Brunner , who must be counting sheep under the Australian sky at this time. 😴