The Asynchronous Shift: 7 Tactics for the New World of Work

Clear communication is the bedrock of high-performing teams. For remote organizations, it's not just important—it's absolutely critical. When you can't tap your colleague on the shoulder or read body language across a conference room table, how you communicate becomes the difference between teams that thrive or merely survive. A communication strategy that prioritizes mental health and flexibility can become a cornerstone of your employee value proposition.

We've explored the macro view, the numerous benefits of asynchronous communication. We've also covered high level strategies leaders can use to promote asynchronous collaboration. But culture isn't just top-down; it's built by every individual, every day, in every interaction.

That's why today, we're zooming in on the micro—the personal tactics that each of us can adopt to become stewards of this new way of working. These aren't just best practices; they're the building blocks of a more thoughtful, inclusive, and productive work environment.

Regardless of your role or title, these seven tactics offer a pathway to not just participate in, but to actively shape the future of work. They're an invitation to rethink how we communicate, how we collaborate, and ultimately, how we contribute value in a distributed world.

Are you ready to be a change agent in your organization? Let's explore how.

1. Choose the Right Asynchronous Communication Tool

If the only tool you have is a hammer, it is tempting to treat everything as if it were a nail. - Abraham Maslow

Selecting the appropriate tool for the job is always important, but this is often overlooked, particularly when it comes to how we communicate. People tend to pick the medium they are most comfortable with rather than the one that is best for themselves, the recipient, and their organization. Here's a quick guide:

Email:

The default method for communicating externally. Email is a universal language, so it's always a safe fallback option. It's also great for conversations that you think may start internally but go external (needing to be forwarded). It's not an ideal communication method in any other way though, so for almost everything else, there's probably a better option. Keep in mind that even for external communications, if you are working with another tech-savvy, remote-first company, they may prefer to communicate with one of the other options below.

Instant Message (Slack/Teams):

Messaging is the default for internal communication, and it's one of the most flexible options in that it can be used for real-time conversations but also for totally asynchronous collaboration. That kind of flexibility can be a problem too though; it introduces a lot of gray area where different teams and individuals may have different expectations around responsiveness and etiquette. Think of instant messaging as your catch-all for any communication that doesn't fall into another category. To get better at building culture for asynchronous teams, check out or Fun Slack Channel Ideas Guide.

Video Message (Loom/Vidyard):

In our opinion, this is the most underutilized communication method. Showing someone how to do something, regular status updates, and sending customized videos to customers are just some of the applications. There are tons of different ways video messaging can help you avoid a huge back-and-forth thread in Slack (or worse yet, an email chain) and minimize meetings that are mostly just people presenting information on their screen. Turning all of that into video messages allows you to have those conversations asynchronously and it allows you to have a record of it too so anyone who couldn't make a meeting can still participate and keep up to speed.

Recording yourself takes some getting used to, so if you want to get value out of using these tools internally, you just have to get past the first few videos feeling awkward. Before long you won't give it a second thought and your calendar will be thanking you.

Meeting (Zoom/Teams/Meet):

Sometimes the hate for meetings feels overdone, and maybe it is… but only barely. Synchronous meetings can be a good way to whiteboard out new ideas and catch up with teammates. They allow you to see people's body language, have more focused discussions, and make quick decisions. That is, if you do them right - most organizations don't. Synchronous meetings should always have context and an agenda provided ahead of time, a structured way to approach the discussion, and a defined outcome with takeaways. Anytime you're not ready to do all of those things, it might be better to start the conversation asynchronously instead.

Remember, most meetings can be emails, most emails can be instant messages, and many long IM threads could be a 30-second video. This is the essence of efficient asynchronous work.

2. Prioritize Clear and Direct Communication

In asynchronous collaboration, it's crucial to get to the point quickly. That means never just messaging someone "Hi". This isn't about being unfriendly; it's actually really respectful of the recipient's time. When you start off with a standalone greeting, it creates a situation where the conversation can't proceed until the other person reciprocates and then waits for you to follow up. That means it applies pressure for them to drop what they're doing and answer you because the alternative could be you waiting hours for an answer. By getting straight to the point of what you need, it allows the other person to triage your message and respond to it with the appropriate amount of urgency. This is particularly important if you are a leader or in HR; you don't want to leave the recipient stressing about hypotheticals!

Here was the scene at my desk when you messaged “Hi”. When I get it sometime later and respond, you probably won’t get that right away either!

This doesn't mean you can't be friendly. It's fine to put a warm greeting and your ask in the same message or to engage in some small talk after you've addressed the topic at hand.

Conversation with an Async Amateur-

Jake Peralta 9:07 AM

Hi Captain!

Captain Holt 9:20 AM

Hello Detective Peralta. What do you need?

Jake Peralta 9:25 AMIt's about the Morgenthau case

Captain Holt 9:28 AMWhat about the Morgenthau case?

Jake Peralta 9:31 AMI think I found a new lead

Captain Holt 9:35 AMPeralta, the pace of this conversation is highly irksome. What is the new lead you've discovered?

Jake Peralta 9:38 AMOh right, sorry. I found a connection between the victim and a local pawn shop. Can I get approval to stake it out tonight?

Captain Holt 9:42 AMApproved. However, we need to discuss your communication protocol. This exchange was highly inefficient.

Conversation Between Async Pros-

Leslie Knope 9:25am

Good morning Ron! 🌞 🤗

I just finished creating custom Zoom backgrounds for everyone!! I was thinking for our team building event later we could make digital scrapbooks on Miro showcasing everyone’s favorite work memories. For the closing ceremonies we could do Taylor Swift themed Zoom karaoke! What do you think?

Ron Swanson 9:27am

…..Fine. I will be off camera.

and on mute.

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3. Provide Comprehensive Context

When communicating asynchronously, anticipate questions and provide sufficient context to minimize back-and-forth.

For example, if a software tool isn't working as you'd expect, send a screenshot or a video. Explain what you are trying to do, what's happening instead, and how any relevant settings are configured.

Whether your problem is tech-related or not, imagine what a customer support person would tell you and just take care of all of that up front. This helps people to help you faster and it saves you from waiting an hour for an answer just to be asked if you've tried turning it off and back on again.

4. Be Mindful of Tone and Intent

With written communication, it's easy to misinterpret messages without visual cues. Always consider your tone and give others the benefit of the doubt. When possible, try not to use language that could be misinterpreted. If you're ever unsure about how your language will be taken, throw in an emoji that makes your intentions clear. We are way past the era where emojis were considered unprofessional. Sending messages that get misinterpreted is unprofessional. A well-placed "😉" can be the difference between your hilarious joke landing or you being the topic of someone's vent session at the dinner table tonight.

On the flip side, always assume positive intent, even when faced with ambiguous messages. People sometimes have quirks in their writing style that can be confusing or even just plain annoying. A common example is the infamous "…". When I dot-dot-dot somebody, I am trying to send a very clear (often negative) implication. But some people just use "…" a lot in their written messages. It's important not to give everyone the benefit of the doubt. A good rule of thumb is not to put more thought into the wording of a message than the person writing it did. It's a Slack message, not the Constitution; don't spend more than 2 seconds pondering the punctuation or wording choices if there's a positive interpretation you can go with.

5. Embrace Documentation and Knowledge Sharing

Documentation is the ultimate asynchronous communication tool. Every piece of quality documentation saves hundreds, if not thousands of messages and emails. It’s also a great way to cement your own learnings and to uncover any misunderstandings proactively.

Remember rule #1 and consider which asynchronous collaboration tools to use for documenting different things. Creating a written guide to a software tool is fine, but it takes longer to make and might be harder to follow in some cases than a more informal option like using Loom to record processes and procedures.

In addition to written “how-to” type content, document processes, SOPs, your communication charter, everyone’s user guides and so on. It’s also a good idea to document important meetings by storing the recordings in a logical and organized place. This is great for internal meetings that someone might’ve missed and has only gotten better now that we can have AI summarize the notes and query past meetings to get quick answers to something. If you have external meetings it’s great to keep those too. Keep a few of the best sales demos or support calls on hand to serve as examples for new hires.

Finally, build a culture of checking documentation before asking questions. This can be a hard reflex for some people to develop so it might require some coaching for anyone who is accustomed to just firing off a few Slack messages anytime they feel unsure. It’s really important though. Your most knowledgeable teammates are going to get a lot of questions, making a good faith effort to self resolve before phoning a friend is really the least we can do. Plus if you check the documentation and you still need help, now you have all the context you need to explain your problem. After you get an answer you’ll also then have the honor of paying it forward by adding whatever was missing to the documentation.

6. Separate Problem Identification from Problem-Solving

When possible, resist the urge to solve problems immediately. Instead, clearly identify the issue and give team members time to consider it. This approach often leads to more thoughtful and effective solutions. By separating problem identification from problem-solving, you create space for diverse perspectives and innovative ideas to emerge. This practice not only improves the quality of solutions but also fosters a culture of collaboration and inclusivity. It allows team members to contribute meaningfully, even if they're in different time zones or have conflicting schedules. Moreover, this approach can help prevent hasty decisions that might lead to unintended consequences down the line.

Of course sometimes we'll have things come up that require rapid and decisive action. But too often businesses make decisions based on knee jerk reactions instead of thoughtful deliberation. In fact, the more important something is, the more it makes sense to let everyone spend a day or two pondering it before acting.

7. Prepare for Synchronous Meetings

Before any synchronous meeting, send out an agenda and encourage everyone to get themselves up to speed on any topics of discussion in the appropriate asynchronous tools. This allows team members to prepare their thoughts, leading to more productive discussions. By setting this expectation, you're not only making the meeting itself more efficient but also promoting a culture of preparation and thoughtfulness. This practice respects everyone's time and ensures that when you do come together synchronously, it's for focused, high-value discussions. Additionally, it gives team members who might be less comfortable speaking up in real-time the opportunity to formulate their ideas and contribute more effectively.

Be the Change You Want to See

Good communication has so many benefits for an organization but even if you work at a company that is a little behind, there are many good reasons to adopt it yourself and lead by example. Using these tactics to improve your asynchronous communication can lead to personal benefits like:

1. Increased control over your workday with fewer interruptions (for more strategies around reclaiming your time, check out our Calendar Management Guide.
2. More time for deep, focused work without constant distractions
3. Improved work-life balance as you're not tied to immediate responses
4. Reduced stress from having to context-switch constantly
5. Greater visibility for your contributions through well-documented work
6. Enhanced professional reputation as a clear and effective communicator
7. More opportunities for career growth as you demonstrate leadership in remote work practices
8. Increased job satisfaction from more meaningful and productive interactions

Final Thoughts

Mastering asynchronous work is an ongoing journey for individuals, teams and companies. Each thoughtful message you craft, each unnecessary meeting you avoid, and each video you record contributes to your growth as a remote professional. By consistently applying these tactics, you're not just improving your own work experience - you're setting a standard for your team and organization.

As you continue to refine your asynchronous collaboration skills, you'll likely find yourself more productive, less stressed, and better connected to your colleagues, despite physical distances. This approach to work doesn't just benefit you in your current role; it's developing a skill set that's increasingly valuable as we transition out of the communication models of the past.

Our ability to thrive in an asynchronous environment isn't just a nice-to-have – it's a career-defining skill. So keep refining, keep innovating, and keep pushing the boundaries of what's possible in the world of remote work. Your future self (and your team) will thank you for it!

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