Topic 1 | Employing Communication Tools to Your Advantage

Synchronous and Asynchronous Communications

Communication in a remote working setup is quite challenging. Your communication is limited to your chat tool (like Skype, Slack, etc.), thus visual, cultural and interpersonal complexities emerge, not to mention, the differences in time zones with your client or teammates.

Therefore, remote teams adopt either synchronous or asynchronous communication styles to solve these problems and maximize productivity.

The best way to understand these two types of communication styles is to separate communication first into two categories:

1. face-to-face or in-person
2. virtual

Virtual communication has many more distinctions, one of which is between synchronous and asynchronous which come from both Latin and Greek words.

1. Ameans not or negative
2. Sync means equal or same
3. Chronos means time

Therefore, synchronous communication means both parties are online at the same time and communicate in real time (both work from 6 AM to 3 PM), while asynchronous communication means the two parties communicate from different time zones (one logs in at 6 AM GMT +8, while another logs in at 4 PM GMT +8, equivalent to 8 AM in London).

Here are some examples of tools used for synchronous and asynchronous communications:

A. Synchronous

1. Instant messaging
2. Chat rooms
3. Video or audio conferencing
4. Face-to-face communication

B. Asynchronous

1. E-mail (some consider this synchronous if emails are expected to be answered as soon as it is received)
2. Discussion boards
3. Shared databases
4. Groupware

Synchronous Communication vs Asynchronous Communication

Advantages and Disadvantages of Synchronous Communication

Managers and remote workers alike believe that communicating in real-time would yield the best results. It is, but not without its disadvantages.

The primary disadvantage is that is easy to be interrupted from doing valuable work when people chat in real time. Constantly inviting interruptions such as chatting with a colleague, disrupts productivity.

Nevertheless, synchronous communication, if used well, can be a useful and excellent tool for brainstorming, discussing complex issues, tackling work issues and emergencies on the spot and socializing.

Brainstorming

Meeting the team in an online session will be more productive because you get to build on the ideas as you discuss it. But make sure that you distribute the agenda of the meeting so that your teammates will also be prepared for the discussion. The agenda avoids wasted thinking time for the team.

Discussing Complex Issues

Some discussions are too complex that it is easier to just make a video call to explain things or share your screen on how things should be done, rather than walk them through by typing from one step to the other.

Tackling Work Issues and Emergencies

Remote companies also have emergency situations that need to be addressed as soon as possible. Synchronous communication during this trying times are necessary for immediate resolution.

Socializing

Most successful remote working companies do random video chat for the purpose of socializing with your teammates. This can curb loneliness and be closer to your team members, thus help create a strong company culture and lasting relationships.

Advantages and Disadvantages of Asynchronous Communication

Teams with different time zones have no choice but to do asynchronous communication. But this case became one of the reasons why remote companies are more productive. It is like a blessing in disguise. But then again, it is not without its disadvantages.

The most important disadvantage to note is that asynchronous communication means slow communication, hence, teams need to ensure that their discussions are much more precise as it may take 10 or more hours before you receive a response. It is also important to involve decision-makers, so conversations are not left with no final decision.

Asynchronous communication still provides remote teams with solutions for some common challenges and concerns. Besides, you can also have more focus and chance for deep work since there are less interruptions like receiving constant messages or invites to surprise meetings.

So, Which is Better?

Not one type is 100% better than the other, but we all can take advantage of a hybrid depending on the type of business. That is how most remote working companies operate anyway: some 70% asynchronous and 30% synchronous, and some are 50-50.

If you get a client, you will know which of the two they use. Most likely, the companies will have protocols and manuals to smoothen the communication between you and the other team members.

Just in case, you can also be proactive and suggest improvement based on your newfound knowledge.

With that, let us go to the essential tools for communication.