{"id":44579,"date":"2020-10-20T15:53:46","date_gmt":"2020-10-20T15:53:46","guid":{"rendered":"\/us\/en\/blog\/?p=44579"},"modified":"2025-03-13T06:23:26","modified_gmt":"2025-03-13T13:23:26","slug":"asynchronous-communication","status":"publish","type":"post","link":"\/us\/en\/blog\/asynchronous-communication\/","title":{"rendered":"Asynchronous communication: The key to productivity?"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">No business can operate effectively without a strong and flexible communication infrastructure. But on top of having the right technology in place, businesses need to reflect on <\/span><i><span style=\"font-weight: 400;\">how<\/span><\/i><span style=\"font-weight: 400;\"> they use those tools to ensure that their internal communication habits actually improve productivity instead of obstructing it.\u00a0<\/span><\/p>\n<p>Of course, exchanging ideas and sharing information is all integral to working as a team. But with the average knowledge worker spending as much as 80% of their workday communicating and collaborating with colleagues, you can\u2019t help but wonder whether more time should be spent on good old-fashioned, solo \u201cwork.\u201d<sup>1<\/sup><\/p>\n<p><span style=\"font-weight: 400;\">In this post, we\u2019ll look at when to use asynchronous communication\u2014and when it&#8217;s actually not the best way to work. We&#8217;ll also have plenty of examples to show you how to use the right tools and apps to communicate asynchronously. (You don&#8217;t need a ton of different ones\u2014you actually only need one! And yep, we built it.)\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here&#8217;s what we\u2019ll cover. Feel free to skip ahead:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"#what\"><span style=\"font-weight: 400;\">What is asynchronous communication?<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#benefits\"><span style=\"font-weight: 400;\">The benefits of asynchronous communication<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#why\"><span style=\"font-weight: 400;\">Why a &#8220;combined approach&#8221; is best<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#six\"><span style=\"font-weight: 400;\">6 tips for incorporating asynchronous communication into your business<\/span><\/a><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Let\u2019s begin by taking a look at what asynchronous communication actually means.<\/span><\/p>\n<hr \/>\n<p><span style=\"font-weight: 400;\">\ud83d\udcda\u00a0 How can you future-proof your workplace? Find out with our free eBook.<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><\/p>\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/ebook\/future-proof-your-workplace.pdf\" data-id=\"6a08ba839e691\" id=\"6a08ba839e691\">\n\t\t<button tabindex=\"on\"  on=\"tap:6a08ba839e691.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83d\udcd9 Get the eBook<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 \u200a Get this free eBook to find out how to future-proof your workplace <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get it now\">Get it now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:6a08ba839e691.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Enjoy! <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<p><\/span><\/p>\n<hr \/>\n<h2><span style=\"font-weight: 400;\"><a id=\"what\"><\/a><br \/>\nWhat is asynchronous communication?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Asynchronous communication is when you send a message without expecting an immediate response. That is, there&#8217;s no requirement for you and the other person (or other people) to be engaged in the conversation at exactly the same time.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So \u201casynchronous communication\u201d is just a fancy way of referring to something you probably do all the time. When you send an email and wait 24 hours (or more) for a reply, that\u2019s asynchronous communication. The same goes whenever you post on a discussion forum, send an SMS, or add a new item to your company\u2019s <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/team-management-software\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">team management platform<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Asynchronous communication stands in contrast to synchronous communication\u2014more commonly known as real-time or instant communication. Examples include <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/face-to-face-interactions\/\" target=\"_blank\" rel=\"noopener noreferrer\">face-to-face-meetings<\/a>, phone calls, and team messaging. As we\u2019ll see later, both modes of communication have a role to play in <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/collaborative-culture\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">cultivating a collaborative work environment<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/remote-work-playbook.html\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"alignnone size-full wp-image-42323\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/remote-work-playbook.png\" alt=\"remote-work-playbook\" width=\"1024\" height=\"364\" \/><\/a><\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"benefits\"><\/a><br \/>\nThe benefits of asynchronous communication<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">To appreciate the benefits of asynchronous communication, it\u2019s worth reflecting on the problems that arise when you rely too heavily on real-time communication technologies.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">The trouble with always-on, real-time communication<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When synchronous communication is the go-to method for interacting with colleagues, distractions and interruptions become the norm. We tend to have a harder time (or at least I do!) focusing on cognitively demanding tasks because our attention is constantly being diverted by notifications and requests from fellow team members. This doesn\u2019t just mean that less time is spent on \u201cactual\u201d work, it can also result in trying to compensate by working faster\u2014which can lead to more mistakes and low-quality output.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">On top of that, the pressure to provide an immediate response to an impromptu request often results in rushed responses. If you&#8217;re like most people, you probably tend to give better answers when you have the time and space to think properly about the question.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Another problem with a work environment that overplays the role of always-on communication is that it can end up incentivizing a culture of busywork and performative productivity. Employees may end up feeling that if they don\u2019t chip in enough on internal conversations that they\u2019ll appear to be less productive than their teammates. This leads to an unwanted situation where people put more energy into appearing busy than actually being productive.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">More generally, however, too much dependence on synchronous communication is just exhausting. It can be mentally draining to work under the expectation that you\u2019ll keep track of every single conversation as it happens and respond to requests the second someone @s you name.<\/span><\/p>\n<hr \/>\n<p>Want more WFH tips? Download the <strong>Remote Work Task Checklist.<\/strong><\/p>\n<div class=\"download-form-widget standart-download-form\" data-url=\"http:\/\/netstorage.ringcentral.com\/blog\/remote-checklist-4.pdf\" data-id=\"6a08ba839e791\" id=\"6a08ba839e791\">\n\t\t<button tabindex=\"on\"  on=\"tap:6a08ba839e791.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\u2705 Get the checklist<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83c\udf0e  A checklist of daily, weekly, and monthly tasks designed for remote workers<\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"DOWNLOAD\">DOWNLOAD<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:6a08ba839e791.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Thanks for reading! Visit the RingCentral blog for more WFH tips.<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<hr \/>\n<h3><span style=\"font-weight: 400;\">How asynchronous communication can make things better&#8230;<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Asynchronous communication does away with these distractions and makes space for genuine productivity. It gives you more control over your day-to-day schedule and makes it possible for you to spend extended periods in a state of uninterrupted focus (this is especially important for knowledge workers tasked with complex and creative projects). You can batch your responses around periods of deep work as you see fit, instead of constantly switching contexts by reacting to a non-stop feed of messages throughout the day.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Another benefit of a work environment that respects asynchronous communication is that people become more thoughtful about booking each other for meetings because it forces you to rethink if a real-time interaction is in fact needed. For example, if meetings are held only when they&#8217;re necessary, people will be more eager to participate and less inclined to pre-judge the meeting as probably being a waste of time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">What\u2019s more, messages sent asynchronously are usually automatically documented. This means you can look through your historical data to uncover key discussions and important resources that cropped up in past conversations. Here&#8217;s an example of how that works in the RingCentral app:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-43637\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/Search-through-team-chat-1024x601.png\" alt=\"searching through instant messaging history on RingCentral's app\" width=\"1024\" height=\"601\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Finally, since immediate responses aren\u2019t required, asynchronous communication works particularly well for distributed teams with members based in different time zones. It\u2019s also useful when team members happen to be somewhere without a stable enough internet connection to support real-time communications.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"why\"><\/a><br \/>\nWhy a combined approach is best<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Of course, in-the-moment interactions are still an indispensable part of business communications. It makes little sense to completely get rid of synchronous communication just because it can cause some problems. The fact is that real-time interactions are uniquely suited to different situations.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Firstly, there are the obvious practical benefits of being able to interact with people in real time. It facilitates in-depth collaboration and keeps information flowing when your team is working on time-sensitive tasks. If a client or internal stakeholder needs a response urgently, it\u2019s essential to be able to communicate instantaneously.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are also equally important considerations based on our need for human connection. This is especially true for <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/running-a-productive-remote-team\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">remote teams<\/span><\/a><span style=\"font-weight: 400;\">. Being a remote worker is often a solitary experience, and so having frequent <\/span><span style=\"font-weight: 400;\">face-to-face meetings<\/span><span style=\"font-weight: 400;\"> and back-and-forth interactions with teammates becomes essential for building relationships and preventing isolation.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For these reasons, a better approach for most teams is to strike a healthy balance between both asynchronous and synchronous communication. How you can start to build a workplace culture that achieves this balance is what we\u2019ll turn to next.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"six\"><\/a><br \/>\n6 tips for incorporating asynchronous communication into your business<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">It takes a fair deal of planning and preparation to transform the way your team approaches <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/internal-communication-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">internal communication<\/a>. Not only do you need a versatile tool or platform, but you also need to convince your team to adjust their communication habits accordingly. You can\u2019t expect this switch to happen overnight.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That said, changing your communication processes and culture is perfectly feasible\u2014and doesn\u2019t need to disrupt business operations. After all, most changes can be phased in incrementally.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So, whether you\u2019re just looking to reduce the harmful side effects of too much real-time communication or plan to switch to a bona fide asynchronous-first approach, the following tips can help guide your planning:<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Determine when synchronous vs asynchronous communication should be used<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The first step is to build a detailed picture of your team\u2019s current communication practices and identify areas where you can swap synchronous for asynchronous communication.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As we\u2019ve seen, there are business tasks for which real-time communication is necessary, and so the trick is to find instances where it\u2019s not always necessary but is nevertheless being used as default. Remember, the goal here is to <em>reduce<\/em> the amount of time your employees spend engaged in synchronous communication, not to eliminate it entirely.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are some examples of instances where synchronous communication is the only practical option:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><b>Team meetings<\/b><span style=\"font-weight: 400;\">: Where the central aim is to build relationships<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>One-on-one meetings<\/b><span style=\"font-weight: 400;\">: Where you need to provide nuanced feedback or discuss sensitive topics<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Brainstorming sessions<\/b><span style=\"font-weight: 400;\">: Where interactive collaboration between different minds is the best way to come up with new solutions<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Project kickoff meetings<\/b><span style=\"font-weight: 400;\">: Where everyone needs to be on the same page and to be given the opportunity to ask questions<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Emergencies<\/b><span style=\"font-weight: 400;\">: When receiving an immediate response becomes critical<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">So, with the exception of these types of situations, the default mindset within your team should be to communicate asynchronously. This will generally involve reframing how your team uses its existing tools. Many channels that are currently used for synchronous communication can be used just as easily for asynchronous communication. For example:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><b>Email<\/b><span style=\"font-weight: 400;\">: Instead of requesting a reply ASAP, you can set a realistic timeframe for when you\u2019ll need an answer.<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Team messaging<\/b><span style=\"font-weight: 400;\">: Instead of chasing someone for an immediate response, you can send them a message with all the context they need and let them respond in their own time.<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Face-to-face or video meetings<\/b><span style=\"font-weight: 400;\">: Instead of running through the agenda during the meeting itself, you can share the document in advance and invite others to add comments and questions to it.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Of course, you should also ask your teammates what they think of the company&#8217;s communication culture. Chances are, they\u2019ll draw your attention to inefficiencies that could be fixed with an asynchronous solution. For example, if a common complaint is that there are too many meetings, you might address the issue by encouraging people to make more use of the company\u2019s task management platform as a means of sharing project updates and setting action items.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Once you have a better idea of how existing channels are being used, you\u2019ll be able to see where the opportunities are for more use of asynchronous communication.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Define best practices for communicating asynchronously\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The next step involves establishing some best practices to help your team get the most out of asynchronous communication.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are some ways to facilitate the transition:<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Overcommunicate<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">The fact that there\u2019s a time lag between questions and answers in an asynchronous environment means that clarity and context become vitally important elements of communication.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Messages sent asynchronously should be written and formatted for maximum clarity, and contain as much information as possible to avoid confusion or gaps in understanding on part of the recipient. This means providing plenty of background detail, visualizing examples with screenshots, providing links to helpful resources and relevant past conversations, and setting clear deadlines. The more context you can provide upfront, the more time you\u2019ll save down the line.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">One underused method for sending context-rich messages in an asynchronous environment is voice recordings. For many people, it\u2019s just easier to verbally explain what they need than it is to write it down, and voice recordings have the added benefit of being able to convey subtleties of meaning through the speaker\u2019s tone of voice.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Organize conversations by topic<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Keeping conversations well organized is another essential feature of effective asynchronous communication.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When a tool like a <a href=\"https:\/\/www.ringcentral.com\/teams\/overview.html\">team messaging app<\/a> is used for unrestrained real-time communication, it\u2019s common for conversation threads to branch into a million different directions, making it hard to keep track of crucial discussions.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A better approach is to categorize conversations by project, topic, or group. This way, whenever someone has a new idea, question, or comment about a particular subject, they can enter the information into the appropriate team&#8217;s channel:<\/span><\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/rcapp.html\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"alignnone size-large wp-image-42966\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/08\/team-messaging-app-1024x595.png\" alt=\"ringcentral team messaging app\" width=\"1024\" height=\"595\" \/><\/a><\/p>\n<p><span style=\"font-weight: 400;\">Categorizing your conversations also makes it easier to allocate and track your team\u2019s tasks. <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/communication-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">Some communication tools<\/a> <\/span><span style=\"font-weight: 400;\">make it easy to manage group projects by letting you add tasks straight into team and project discussion threads. Here&#8217;s how it looks in RingCentral&#8217;s app, for instance:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-41164\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/create-a-task-1024x695.png\" alt=\"task management in ringcentral's productivity app\" width=\"1024\" height=\"695\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Keeping an organized record of internal communication will also make life easier when it comes to bringing new team members on board. Instead of having to trawl through a cluttered heap of disjointed discussions, they can simply head to the relevant thread or document where they\u2019ll find all the information they need to get up to speed.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Document your real-time interactions<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Whenever synchronous meetings are held, you should try to document the discussion as much as possible so that people who couldn\u2019t attend can check back to see what was covered.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It should become common practice to create detailed minutes of any important meetings. Alternatively, you could experiment with recording your meetings so that non-attendees can view them later. <\/span><a href=\"https:\/\/support.ringcentral.com\/article\/6516.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Recording virtual meetings<\/span><\/a><span style=\"font-weight: 400;\"> is pretty straightforward if you\u2019re using RingCentral. All you have to do is hit the Record button in the menu bar at the bottom of the screen:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-43632\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/record-online-meeting-example-1024x637.png\" alt=\"record online meeting example in RingCentral Video\" width=\"1024\" height=\"637\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Before a particularly important or complex meeting takes place, you might want to start a thread or document so that attendees come prepared with an understanding of what the meeting will be about.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Create an internal knowledge management system<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">One of the best ways to minimize the need for people in your company to ask each other questions throughout the day is to build an <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/knowledge-management-systems\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">internal knowledge management system<\/span><\/a><span style=\"font-weight: 400;\"> (KMS).\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A KMS is basically an internal library of information and resources covering different aspects of your business operations. These resources can include things like publishing guidelines, HR documents, and employee training material.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Make information easily accessible<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Another way to reduce the number of real-time conversations is to make sure that important documents and files are easily shared and stored in a readily accessible place. That way, everyone knows that all files for a certain project can be found in that project&#8217;s team messaging thread, for instance:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-43589\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/file-sharing-in-the-ringcentral-app.gif\" alt=\"file sharing in the ringcentral app\" width=\"800\" height=\"633\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">3. Communicate your expectations<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve built a clear picture of how your organization can move toward greater asynchronous communication, the next challenge is to communicate your expectations to the wider team.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Emphasizing the following principles should help shift their mindset and, in turn, their behavior:<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">It\u2019s about trust and mutual respect<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">When explaining why the switch to asynchronous communication is desirable, you should underscore the fact that the aim is to create a work environment in which people can make the most of their time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, a spirit of trust and accountability are essential for asynchronous communication to work. On the one hand, people must trust that their colleagues will deliver the work and at the same time take full responsibility for their own duties.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Output is what matters<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">You should make it clear to everyone that their performance will be evaluated based on their output and contribution to the team\u2019s objectives, and not on the speed with which they respond to other people\u2019s requests.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Everyone should understand that they are free to set their own agenda provided that they remain productive. If they prefer to set aside a block of four hours every morning for uninterrupted deep work and are still able to fulfill their other duties, then so be it.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Reasonable response times<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Even though employees will be given more independence over when they reply to messages, there should still be an upper limit on acceptable response times. For example, you may decide that all requests should be replied to within 24 hours.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Establish your team\u2019s \u201cemergency protocol\u201d<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If you plan on making a wholesale switch towards an asynchronous work environment, you\u2019ll need to establish a protocol for situations in which getting an instant response is completely necessary.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">One way to approach this is to set up a dedicated channel for urgent requests. This could be a WhatsApp group, an emergency email address, or a cell phone number. It\u2019s a good idea for each team member to let others know in advance how to reach them in the event of an emergency.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Of course, these channels should <\/span><i><span style=\"font-weight: 400;\">only<\/span><\/i><span style=\"font-weight: 400;\"> be used for urgent matters or when all the \u201ctraditional\u201d channels have been tried to no avail.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. Use tools that blend asynchronous and synchronous communication<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">We\u2019ve already seen that many communication tools can accommodate both synchronous and asynchronous communication styles depending on how they\u2019re used.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, while a tool like email <em>can<\/em> be used asynchronously, I wouldn\u2019t generally recommend its use for internal communications because it keeps information stored in people\u2019s inboxes where no one else can access it.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For a tool to effectively support asynchronous communication, it should let you capture, store, and retrieve data, but also make it easy for other members of your team to access that data if and when it\u2019s useful to them. Most project management tools and document management systems meet these requirements.\u00a0\u00a0\u00a0<\/span><\/p>\n<p>And yup, <a href=\"https:\/\/www.ringcentral.com\/office\/how-it-works.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">RingCentral\u2019s cloud communications platform<\/span><\/a><span style=\"font-weight: 400;\"> can be used for <em>both<\/em> your synchronous and asynchronous communication needs. The platform brings together team messaging, cloud phone, video conferencing, and task management all into one easy-to-use system:<\/span><\/p>\n<div class=\"rc_custom_video\"><a class=\"rc_custom_video__link\" href=\"https:\/\/www.youtu.be\/UEaynDAFyJo\">\n\t\t            <picture><source srcset=\"https:\/\/i.ytimg.com\/vi_webp\/UEaynDAFyJo\/maxresdefault.webp\" type=\"image\/webp\"><img decoding=\"async\" class=\"rc_custom_video__media\" src=\"https:\/\/i.ytimg.com\/vi\/UEaynDAFyJo\/maxresdefault.jpg\" alt=\"\">\n\t\t            <\/picture>\n\t\t        <\/a><br \/>\n\t\t        <button class=\"rc_custom_video__button\" aria-label=\"Play video\"><svg width=\"68\" height=\"48\" viewBox=\"0 0 68 48\"><path class=\"rc_custom_video__button-shape\" d=\"M66.52,7.74c-0.78-2.93-2.49-5.41-5.42-6.19C55.79,.13,34,0,34,0S12.21,.13,6.9,1.55 C3.97,2.33,2.27,4.81,1.48,7.74C0.06,13.05,0,24,0,24s0.06,10.95,1.48,16.26c0.78,2.93,2.49,5.41,5.42,6.19 C12.21,47.87,34,48,34,48s21.79-0.13,27.1-1.55c2.93-0.78,4.64-3.26,5.42-6.19C67.94,34.95,68,24,68,24S67.94,13.05,66.52,7.74z\"><\/path><path class=\"rc_custom_video__button-icon\" d=\"M 45,24 27,14 27,34\"><\/path><\/svg><br \/>\n\t\t        <\/button>\n\t\t    <\/div>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">For example, when it comes to working asynchronously, RingCentral\u2019s in-app messaging tool lets you create one-on-one, project-based, or team-based conversations, as well as discussion threads based on individual topics. Within each conversation, you can set assignments and share and pin files for other team members to use.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And when you need to communicate in real-time, RingCentral lets you instantly ping messages to your co-workers or switch to phone or video when some verbal and face-to-face communication is needed.<\/span><\/p>\n<hr \/>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udd79\ufe0f<\/span> Get a hands-on look at how RingCentral is designed for asynchronous communication by booking a product tour:<\/p>\n<p class=\"p1\"><button data-href=\"#leadform-popup\" class=\"js-open-popup-activator btn primary\" >Choose a time<\/button><\/p>\n<hr \/>\n<h3><span style=\"font-weight: 400;\">6. Invest in team-bonding activities<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When teams move to a more asynchronous setup, it can sometimes mean that opportunities for team bonding and rapport building become few and far between. This is particularly true if most or all of your team works remotely.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To fill this void, you should make a dedicated effort to arrange regular activities that promote team unity and relationship building. For example, you could organize monthly <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/virtual-team-building-activities\/\" target=\"_blank\" rel=\"noopener noreferrer\">team hangouts over video calls<\/a> or even arrange an annual team retreat.\u00a0\u00a0\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Ready to embrace the power of asynchronous communication?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Given the critical importance of information-flow in business, team leaders and managers need to be intentional about their approach to communication in the workplace.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We\u2019ve seen that the rise in real-time communication tools has led to some unwanted side-effects in the modern work environment\u2014creating new distractions that reduce people\u2019s ability to focus and maintain high levels of productivity. Effective communication and constant communication are not the same thing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As an antidote to this, asynchronous communication gives workers more control over their time, which, in turn, can result in more fruitful collaboration and efficient workstreams.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, shifting away from synchronous communication to a more asynchronous environment is no small task. The project involves considerable planning, persistence, and patience\u2014you can\u2019t change everyone\u2019s habits overnight.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Use the tips covered in this post to guide your team\u2019s transition to better business communication.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<hr \/>\n<p><sup>1<\/sup><span style=\"font-weight: 400;\">hbr.org\/2016\/01\/collaborative-overload<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>No business can operate effectively without a strong and flexible communication infrastructure. But on top of having the right technology in place, businesses need to reflect on how they use those tools to ensure that their internal communication habits actually improve productivity instead of obstructing it.\u00a0 Of course, exchanging ideas and sharing information is all &#8230;<\/p>\n","protected":false},"author":29,"featured_media":43985,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[24043,2012],"class_list":["post-44579","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-asynchronous-communication","tag-communication"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Asynchronous communication: The key to productivity? | RingCentral Blog<\/title>\n<meta name=\"description\" content=\"What is asynchronous communication? 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