If you ask me, “Communication” is the job, not a part of it. Orgs should leave and pay for time for people to just communicate - maybe just pay people to communicate properly. Anyway, Gemini thinks it has something to say about synchronous communication. I needed some content to test the website, so I asked Gemini to create something. So read it away…

The shift to remote work has forced us to reconsider how we communicate. Many teams simply moved their in-office communication patterns online—replacing hallway conversations with Slack messages and conference room meetings with Zoom calls. But this approach misses an opportunity to fundamentally improve how we work.

The Cost of Synchronous Communication

Real-time communication feels efficient. You ask a question; you get an immediate answer. A problem arises; you jump on a call to solve it. But this apparent efficiency comes with hidden costs that compound over time.

First, synchronous communication requires everyone to be available at the same time. In a global team, this means someone is always working at a suboptimal hour. Even within a single timezone, the constant expectation of availability fragments everyone’s day into useless chunks of time too small for deep work.

Second, synchronous communication optimizes for speed of response rather than quality of thought. The person answering your question hasn’t had time to consider it carefully, gather relevant data, or consult with others who might have valuable input. You get fast answers that are often incomplete or wrong, leading to more back-and-forth and ultimately wasting more time than a thoughtful asynchronous exchange would have taken.

The Benefits of Async-First

Asynchronous communication inverts these problems. By default, people respond when they have time to think, not immediately. This leads to better decisions because responses are more thoughtful and well-reasoned.

Async communication also creates an automatic paper trail. Everything is written down, searchable, and available for future reference. This is invaluable for onboarding new team members, revisiting past decisions, and avoiding repeated questions about the same topics.

Perhaps most importantly, async communication protects deep work time. When people know they’re not expected to respond immediately, they can batch their communication into specific times and maintain long stretches of uninterrupted focus for complex cognitive work.

Implementing Async Communication

Shifting to async-first communication requires more than just telling people to use email instead of Slack. It requires new norms, tools, and processes designed around the async-first principle.

Start by establishing clear expectations about response times. “Async” doesn’t mean “whenever you feel like it”—it means “within a reasonable timeframe that doesn’t require immediate attention.” For most communication, 24 hours is reasonable. This gives everyone flexibility while ensuring things don’t fall through the cracks.

Next, invest in tools designed for async work. Use documentation platforms like Notion or Confluence to create a single source of truth. Use project management tools like Linear or Height to track work progress without requiring status meetings. Use video tools like Loom to share updates and give feedback asynchronously.

Finally, be explicit about when synchronous communication is actually needed. Some discussions genuinely benefit from real-time interaction—brainstorming sessions, sensitive conversations, or complex negotiations. By reserving synchronous time for these high-value interactions, you make them more meaningful and give everyone the focus they deserve.

Writing for Async Communication

Async communication places a higher burden on written communication skills. When you can’t rely on tone of voice, body language, or immediate clarification, your writing needs to be clearer and more complete.

This means providing context upfront. Don’t just ask “What do you think about the new feature?” Explain the background, share relevant links, outline the specific questions you need answered, and clarify what decision you’re trying to make.

It also means being explicit about expectations. When do you need a response? What type of response do you need—a quick gut check or a detailed analysis? Who else should be involved in the discussion? Clarity on these points prevents misalignment and unnecessary back-and-forth.

The Cultural Challenge

The hardest part of moving to async communication isn’t technical—it’s cultural. Many people equate quick responses with being helpful or engaged. They worry that not responding immediately makes them seem unresponsive or uncommitted.

Overcoming this requires leadership modeling the behavior. When leaders take time to craft thoughtful responses rather than firing off quick replies, they signal that quality matters more than speed. When they protect their focus time and don’t expect others to be constantly available, they create permission for everyone to do the same.

It also requires explicit recognition of good async communication. Celebrate well-crafted documents that answer questions before they’re asked. Acknowledge thoughtful responses that show someone took time to consider an issue deeply. Make async communication skills a valued part of how you evaluate and promote team members.

The transition to async-first communication isn’t easy, but the benefits—better decisions, more focus, happier teams—make it worthwhile.