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How do you balance synchronous and asynchronous communication in remote teams?

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Communication is vital for any team, but especially for remote teams that rely on technology to collaborate and stay connected. However, not all communication is created equal. There are two main types of communication: synchronous and asynchronous. Synchronous communication is when you interact with someone in real time, such as a video call, a phone call, or a chat. Asynchronous communication is when you exchange messages or information without expecting an immediate response, such as an email, a document, or a comment. Both types of communication have their advantages and disadvantages, and finding the right balance between them is crucial for remote team collaboration and engagement. In this article, we will explore some of the best practices and tools for synchronous and asynchronous communication in remote teams.

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Huy Tran

Cofounder @ Flexidata | SaaS Consulting, B2B Marketing & Sales

1 Benefits of synchronous communication

Synchronous communication can help remote teams build rapport, trust, and camaraderie. It can also facilitate brainstorming, problem-solving, and decision-making, as well as provide feedback and support. Synchronous communication can also convey emotions, tone, and body language, which can enhance understanding and empathy. However, synchronous communication also has some drawbacks. It can be disruptive, distracting, and exhausting, especially if there are too many meetings or calls. It can also create pressure, stress, and anxiety, especially if there are different time zones, cultures, or expectations. Moreover, synchronous communication can be prone to technical issues, such as poor connection, audio quality, or bandwidth.

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Kiersten Kaye

Leader, Storyteller, Sales Enabler, Talent Development Nerd, Mediator, Advocate/Ally
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I agree ... written communication has benefits: one can take their time, edit their thoughts, and multi-task. However, written communication doesn't build rapport like verbal communication. We all have had mishaps where we read something from others (or they read our writing) and we ascribe a tone that was not intended. This can be destructive to good working relationships. Younger generations in the workplace favor written modes of communication. But for the aforementioned reasons, I think written communication alone does not work. We need to ensure our work platforms support all modes of communication for relationship-building and collaborative work.

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Stephanie Denton

Chief of Staff | EOS Integrator | Operations, Strategy, and Client Services Expert | ClickUp Specialist | Innovation and Efficiency Champion | Masters Level | Licensed Practicing Counselor
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We work as much as possible async but I agree there are opportunities where sync communication is best. My best practices are - if there is more than 1 round of back and forth - jump on a call - if it's too complicated to write succicntly, it probably to complex to understand async- hop on a call, explain it, answer questions and then move it to async - you are more likely to get what you want - junior team members often need more sync interactions as they learn how to work in general, use this as an opportunity to train them, learn more about them and help guide them to be a great team member - it 100% is the way to have difficult conversations - don't have those async

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2 Benefits of asynchronous communication

Asynchronous communication can help remote teams work more efficiently, flexibly, and autonomously. It can also reduce interruptions, distractions, and multitasking, as well as improve focus, productivity, and quality. Asynchronous communication can also allow remote workers to manage their own time, pace, and schedule, as well as balance their work and personal life. However, asynchronous communication also has some challenges. It can be unclear, ambiguous, and misinterpreted, especially if there is a lack of context, clarity, or feedback. It can also create delays, confusion, and frustration, especially if there are urgent or complex issues. Furthermore, asynchronous communication can be isolating, lonely, and disengaging, especially if there is a lack of social interaction, recognition, or belonging.

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3 How to balance synchronous and asynchronous communication

Finding the optimal balance between synchronous and asynchronous communication in remote teams is not an easy task. However, there are some general guidelines and tips that can help. Firstly, define the purpose and goals of each communication. For example, use synchronous communication for high-priority topics, such as strategic planning, and asynchronous communication for low-priority topics, such as status updates. Secondly, establish the expectations and norms of each communication. For instance, use synchronous communication for clear and concise conversations, and asynchronous communication for detailed and comprehensive messages. Lastly, choose the appropriate tools and platforms for each communication. For example, use synchronous communication tools such as Zoom, and asynchronous communication tools such as Google Docs. Additionally, use the right medium for the right message, such as video for emotions or text for facts.

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Huy Tran

Cofounder @ Flexidata | SaaS Consulting, B2B Marketing & Sales
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Some tips to introduce and keep sync + async effectives: 1. Define clear communication flows, what are on sync and what are on async. For example, everyone setup clear agenda and everyone comment ideas topic on a shared docs pre-meeting, 15 mins read when started, then discussion. 2. Define clear channel and tools, how to use it and when to use it per department, projects, group of users. 3. Review and improve those overtime.

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Tracy Cheung

People & Talent Partner
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Asynchronous communications are useful to lay out complex issues and have a clear trail for items that require approvals. Synchronous communications are particularly suited for quick responses, informal communications and complement async comms - eg for clarification items in message. Both need their own rules so that people can manage disruptions /workflows. Both types should have guidelines e.g.using scheduled send times - this will accommodate flexible working and respecting that others may have different work schedules. While it should not be obligatory to have cameras on, I would encourage use of these, particularly for inductions, welcoming new people to meetings and encouraging and reinforcing collaborative behaviours.

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Rick Rittmaster

Principal, Leadership Solutions | Serving ESOP, EOS, and Privately Held Companies
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In my experience, having clear expectations is key. Typically this comes down to the manager and employee or manager and team relationship. Still, the prevailing wisdom is "don't over think it". Every communication tool has benefits and drawbacks. If you focus on clear communication, most tools can work well. In general, leadership in a virtual environment isn't a different skillset. It's learning how to use your skills differently.

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4 How to improve synchronous communication

Synchronous communication can be improved by following some best practices and using helpful tools. Before any synchronous communication, it is important to have a clear agenda, a specific objective, and a desired outcome. Additionally, prepare any materials, documents, or resources that you need to share or discuss, and test your equipment, connection, and environment. During the communication, be attentive, respectful, and courteous, and use active listening, open-ended questions, and constructive feedback to encourage participation and dialogue. Visual aids, polls, quizzes, or games can also make the communication more engaging and fun. After the communication, make sure you have a clear action plan, a specific timeline, and a shared responsibility. Send a summary, a recap, or a recording of the communication to all the participants, and solicit feedback, suggestions, or improvements for future communication.

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5 How to improve asynchronous communication

To improve asynchronous communication, it is important to write and read carefully. Make sure to be clear, concise, and accurate, and avoid jargon, slang, or abbreviations. Additionally, use emojis, gifs, or memes to add some personality, humor, or emotion. When reading any asynchronous communication, be attentive, respectful, and open-minded, and avoid assumptions, judgments, or biases. It is also important to respond and acknowledge the sender, the message, and the action. Use positive, polite, and professional language, and express your appreciation, gratitude, or support. Lastly, organize and prioritize your tasks, messages, and requests, and use tools, apps, or extensions that can help you automate, delegate, or streamline your communication.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you balance synchronous and asynchronous communication in remote teams?

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1 Benefits of synchronous communication

2 Benefits of asynchronous communication

3 How to balance synchronous and asynchronous communication

4 How to improve synchronous communication

5 How to improve asynchronous communication

6 Here’s what else to consider

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