Definition of asynchronous communication

In simple words, asynchronous communication groups any communication where a person provides information and the recipient takes time to absorb the information before providing a response. There is a time gap – an intrinsic pause in the dialogue. The communication may involve two or more people and it takes place when employees communicate without being physically present at the same time. Their dialogue is intermittent and broken by other tasks, meetings or any other activity.

Asynchronous communication versus synchronous communication

Both asynchronous and synchronous communication are ways to collaborate. However, for individuals involved in the communication, the experience is extremely different. Synchronous communication requires the presence of all the individuals engaged in the conversation at the same time. On the other hand, asynchronous communication gives more space to the individuals who make a conscious choice of when they engage in the conversation. Some people use the analogy stating that synchronous communication is “our time” whereas asynchronous communication is “my time”.

Examples of synchronous communication

Below are some examples of synchronous communication in the workplace. This is not an exhaustive list. Synchronous communication includes:

Organised face-to-face meetings:

These occur when interlocutors are physically present for the meeting. They often take place in a pre-booked meeting room.

Casual discussions:

They regularly take place in hallways, at the coffee machine or around desks. These discussions are spontaneous between colleagues or with leadership team members.

Videoconferencing:

This way of communicating at work has boomed in the last few years due to the rise in remote working. Participants are present virtually and can see each other through video. They interact in a similar way to a face-to-face meeting.

Phone calls:

This is one of the most common ways to communicate live but yet from a distance.

Live chat support:

Customer-centric businesses use this means of communication a lot, particularly to address millennials.

Examples of asynchronous communication

Asynchronous communication is broken in its nature. Specific tools are required for this type of communication where the recipient is not present at the time of the message. This means the response is unlikely to be immediate. Below are some examples of asynchronous communication:

Emails:

Emails are one of the top means of communication in the corporate environment. There is no instant time pressure to respond to them.

Instant messaging applications:

Most organisations have implemented software solutions that allow their employees to communicate with each other internally. These tools, such as Microsoft Teams or Slack, facilitate collaboration between employees.

Project management messages:

These are messages that come through a project management solution. Communications will be specific to the project in question.

Intranet:

Using intranet portals enables businesses to communicate to large groups and share documentation at a company or business unit level.

Demos:

Demos are a type of training communication. They are built to explain a process or the use of a solution. The recipient can absorb the content in their own time.

Cloud collaboration:

Team members can work together on a document or a set of documents that are shared online. This streamlines collaboration on common projects.

Benefits of asynchronous communication

Asynchronous communication has many benefits for organisations that manage to use it well. There is a fine balance to find between asynchronous communication and synchronous communication as asynchronous communication cannot and should not be the only type of communication in the business. We explore below some benefits of asynchronous communication.

Time management flexibility

The respondent has more freedom as to when they reply to the message. If an employee working from home is focussed on a project, they do not need to get out of their “flow”. They can continue to focus and read the email or the chat message they have received later. 

Communication exchanges can be tracked

By default, as the communication goes through a tool, it is saved in its system. This means that shared messages can be reviewed at a later stage. This recording of the information may save a lot of back and forth. The content of the message is documented by default. This means the communication can be referred back to over time if and when needed, making it a powerful backup tool.

May be more direct and honest

People are often more direct via email than they are on the phone. This phenomenon exists because of the nature of asynchronous communication. The sender knows that the audience is not in front of them. They can be more honest and straight to the point as the consequences will not be immediate and they will not have to manage their emotions directly. In technical words, this is called the online disinhibition effect.

Stronger intentions

In an asynchronous work environment, communications are delivered consciously, when decided by its transmitter. This is not the case in a physical work environment where there is a start and an end to the day. Meetings are booked back-to-back with often limited time in between them. Although it should not be the case, it is possible that there is little space for unplanned communication in a physical office.  With asynchronous communication, the response is not urgent. This results in messages being delivered more mindfully, with care and insuring all the content is as relevant as possible.

Waives stress and supports mental health

The working environment has drastically evolved in the past few years. Requirements to be online, available and responsive during set hours are obsolete. These expectations create a lot of stress and may bring little value to the business.  Technology also blurs the line between work hours and home time. In a global work environment, employees receive emails around the clock due to time differences. This hyper-connection can be stressful. Using asynchronous communication ensures that individuals choose when to absorb the communication and when to respond to it. It gives them space. Check our article on flexible working schedules for more information. 

Increased efficiency

As the recipient makes a conscious choice of when to reply to the message or question, they can be more effective in other tasks they are conducting. This ultimately boosts productivity. Asynchronous communication allows employees to plan their workday according to their most productive time. Some will pick the morning for heavy tasks that require a lot of focus, others will split their time throughout the day. When it comes to asynchronous communication, time management is a “to each their own” matter.

The above points highlight the benefits of asynchronous communication in the workplace. There are many more, such as easier communication across time zones or better planning.

What to watch out for when using asynchronous communication

Regardless of all the benefits of asynchronous communication, it is essential to have a blend of asynchronous and synchronous communication to ensure that people do not feel the down sides of too few direct connections. Too much asynchronous communication may create issues and will not solve all collaboration challenges. Below are some points to be aware of when it comes to asynchronous communication.

Misinterpretation:

Misunderstanding and misinterpretation easily occur with indirect communication. The time lapse between the interlocutors may deprive the communication of richness and create issues.

Response waiting time:

The nature of asynchronous communication means that the respondent is unlikely to respond immediately. This makes this type of communication inadequate for urgent matters.

Deprived of emotions:

Tone of voice and spontaneity are absent in asynchronous messages, which reduces the emotion in this type of communication. The use of emojis may help make the dialogue more human.

Isolation and lack of connection:

The lack of connection and direct interaction with others may result in some employees feeling isolated.

Watch out for these disadvantages of asynchronous communication and find the right balance between different types of communication to get the best of both.

Asynchronous communication: an essential tool for remote work

Asynchronous communication has boomed and emerged as a prime way to communicate in the remote work environment. The COVID-19 pandemic accelerated the shift to home or remote working, thus having a direct impact on the use of asynchronous communication.

Asynchronous work in the remote environment results in deeper focus, greater output and better business performance. It also has a positive impact on employee mental health, giving them breathing space and, when managed well, a healthy work-life balance. It waives the hyper-stimulation we are constantly dealing with in the outside world and allows employees to take a step back and focus on what matters. For more information on remote work and work-life balance, check our article here.

For more information on communication in the workplace, we highly recommend our dedicated article on this topic that you can access here.