tl;dr: I prefer asynchronous communication over real-time communication.
As more and more people in my environment, work contacts, as well as various open-source projects tend to be primarily reachable via real-time communication, e.g., instant messaging or telephony, I would like to point out that I do not like this development. I want to present my main arguments for asynchronous communication and explain how asynchronous communication can be successful.
What is asynchronous communication?
Asynchronous communication refers to the exchange of information where sender and receiver do not need to be active simultaneously. A transmitted message can be read and answered at a later time. Typical examples of asynchronous communication are emails, ticket systems or recorded videos.
Meetings, telephony, video conferences or instant messaging, i.e., synchronous communication or real-time communication, stand in contrast to this, as they require simultaneous participation in the communication. Instant messaging somewhat is a borderline case but can be more attributed to real-time communication due to the immediate signaling of new messages, the expectation of quick reactions and status indicators such as “online” or “typing”.
Advantages of asynchronous communication
The shift to asynchronous communication is more than just a preference; it is a strategic step that can profoundly influence productivity, well-being and inclusivity. Both privately and professionally.
Productivity: One of the most significant advantages of asynchronous communication is the reduction of interruptions. In synchronous environments, constant notifications and the expectation of immediate responses can lead to frequent context switches, disrupting concentration and preventing longer work phases. Asynchronous practices allow individuals to schedule dedicated time for responses, thus promoting more efficient workflows.
Quality: In contrast to synchronous communication, asynchronous communication is usually more thoughtful, as there is more time to think things through. Also, the sender cannot expect an immediate response and therefore has to craft a complete message. Asynchronous communication encourages thinking before writing or speaking.
Reduced stress: With synchronous communication, the pressure to be “always available” can lead to stress. Asynchronous communication, on the other hand, removes the urgency of immediate responses and gives individuals the freedom to prioritize their tasks without the looming fear of having to respond in real-time.
Flexibility: Especially in a professional context, asynchronous communication supports flexibility by allowing individuals to work during their most productive times. This adaptability is particularly beneficial for communication partners with different work or lifestyle patterns and enables them to effectively manage their schedules and energy levels.
Inclusivity: In today’s globally connected world, synchronous communication often requires someone to adjust their schedule due to time zone differences. Asynchronous communication eliminates this issue and ensures that everyone can participate without sacrificing their personal or professional commitments.
Documentation: Another notable advantage of asynchronous communication is the natural creation of a written or recorded archive. This documentation helps maintain transparency or review important decisions.
Implementation of asynchronous communication
Whether and how real-time communication can be replaced by asynchronous communication depends on entirely individual factors. In my simplified ideal vision, every instant message or phone call is replaced by an email and every meeting is replaced by a combination of recorded videos and documentation in a wiki. Ticket systems and other collaboration tools are important supplements to this approach.
For asynchronous communication to be successful, the following points must be adhered to:
Clear response times: Define a clear expectation for response times with your communication partners. While the response to a mailing list can take a good week, in a professional context, a response should be given within 24 hours.
Prioritize clarity: Ensure that complete contextual information is provided in each message so that recipients can act without further inquiries.
Inbox Zero: To prevent important messages from being lost, developing a Inbox Zero habit is particularly advantageous for emails.
Longevity: It must be ensured that all messages are appropriately archived and static information (e.g., documentation in a wiki) is made easily accessible.