Synchronous vs. Asynchronous Communication: Finding the Right Balance for Your Team

Today’s work world looks entirely different from how it did just five years ago, before the COVID-19 pandemic changed our lives forever. Now, remote is a preferred modality for many workers. It’s the new normal.

Remote work is associated with many benefits, including increased productivity. A 2023 Anatomy of Work Index study found that most workers concentrate and perform skilled work better at home.  

Of course, lack of communication in any context is highly problematic for the workplace. It’s important for keeping the workplace running smoothly. Today, organizations have two modes of communication to consider: synchronous and asynchronous. Both are useful. Still, it can be difficult to know what works best for your organization and when to leverage each type of communication. Let’s take a look at what these methods mean and how to use them in the workplace.

Synchronous Communication

Synchronous communication means communicating in real-time. In a business context, this might be face-to-face or video meetings, phone calls, or instant messages. In a nutshell, you’re talking to the other person and receiving immediate responses rather than having to wait.

When is synchronous communication better?

A 2023 study found that 70% of workers in industries including software / IT, healthcare services, retail, manufacturing, and finance value having meetings to make decisions in real-time—that is, via synchronous communication. If you have time-sensitive or complex projects, need to brainstorm and ideate as a group, or want to ensure everyone is on the same page, this is often the preferred modality.

By connecting in real-time, you can hear from different perspectives, bounce ideas off one another, ask and answer questions, and provide and receive instantaneous feedback. This helps foster connections and build rapport. 

Synchronous communication is also preferred when you’re dealing with critical issues or crises. In these instances, you will need to address the situation immediately and problem-solve together. If you’re communicating asynchronously, things could get lost in translation, and the crisis could escalate further. 

Asynchronous Communication

Asynchronous communication occurs when both parties are not simultaneously present. You don’t receive immediate responses; instead, there is a delay in communication. Some examples of async communication are emails, feedback, notes on documents and project management boards, and recorded videos.

When is asynchronous communication better?

Asynchronous communication is ideal when team members need to work uninterrupted. A University of Queensland study found that employees experience greater stress at work when they are interrupted by requests for “unnecessary or unreasonable tasks.” By leveraging async communication, you will minimize disruptions. Even meetings, as necessary as they may be sometimes, can get in the way of productive work. 

Asynchronous communication is also essential when team members are collaborating across different time zones. You won’t always have the means to discuss issues in real-time, so you will have to touch base without expecting an immediate reply. 

Async communication goes hand in hand with the “follow the sun” model. This approach means that distributed teams in different time zones are constantly working on projects. When the team in time zone A ends its business day, the team in time zone B takes over, when its work day is just starting. This model ensures continuous support and progress, accelerating project turnaround times and leading to faster time to market. 

Asynchronous communication also helps reduce pressure, leading to less anxious and stressed employees. There are fewer back-and-forths. Feedback and questions can often wait, after all (think “this meeting could have been an email” syndrome). Plus, employees can focus on performing their responsibilities and practicing their specialties without interference or interruption. 

What if You Can’t Connect Synchronously?

Some teams don’t have the luxury of communicating synchronously at all. This is often the case for team members working in disparate time zones. If, say, your team members are in Europe or Asia, time zone overlaps may be minimal or nonexistent.

In this case, you must maximize async communication.  Choose the best tools for your team size and composition—ones that are appropriate for different purposes, such as quick check-ins (like Slack) or longer and more involved collaborations, such as Jira, Notion, or Trello. Document processes and progress extensively, and ensure in-depth context and detail. You can also make use of recorded video tools to explain particularly complex topics

You should never force team members to work odd hours (e.g. midnight in their time zone). Bear in mind that some team members may prefer to work outside of “normal” business hours, but that must be their choice, not a requirement.

You will also need to find ways to build rapport, such as through getting-to-know-you async exercises. This helps establish trust among colleagues, something that is critical for working harmoniously.

Synchronous vs. Asynchronous Communication: Blending Modalities

While there may be circumstances where it is impossible to connect with every team member synchronously, blending these two communication methods is the best way to ensure effective collaboration. 

When you’re deciding which modality to use in a given moment, consider the urgency of the communication, the complexity of the communication, and the necessity for efficiency. These factors will help you determine how to collaborate.

In both cases, use communication, collaboration, and project management tools to ensure smoother workflows. Record messages and share updates. Balance the two approaches for the given scenario. For example, create a detailed record of a meeting to reference in the future. This can also help those who couldn’t attend the meeting get on track. Additionally, use synchronous communication to add context to async communication. It can be beneficial to read visual cues and discuss issues in depth.

Always overcommunicate. Establish clear protocols for all types of messaging, whether asynchronous or synchronous. This goes a long way toward building a culture of trust and transparency. 

It is also important to keep meetings and other synchronous communication brief. This will help maximize productivity and keep morale up. And that’s the very purpose of communication, synchronous and asynchronous—to augment, not detract from, teamwork and efficiency.