In our world of remote work, effective communication is more critical than ever. Asynchronous communication, where responses are not expected in real-time, can be a powerful tool for enhancing collaboration and productivity.
To make asynchronous communication more effective, your organization needs to define and implement a set of best practices. Here’s a model set of practices your leaders can use to build a more effective collaboration culture.
1. Establish Clear Communication Guidelines
Why It Matters: Clear guidelines help set expectations and reduce misunderstandings.
Best Practices:
- Define Channels: Specify which tools to use for different types of communication. For example, use Microsoft Teams for project discussions, email for formal communication, and SharePoint for document sharing.
- Set Response Times: Establish expected response times for different communication channels. For instance, emails should be responded to within 24 hours, while Teams messages can have a 4-hour response window.
- Document Guidelines: Create a comprehensive communication policy document and make it accessible to all employees. Regularly review and update this document to reflect any changes.
Example: A marketing team at a mid-sized company uses Teams for daily updates and project discussions. They have a dedicated channel for each project, and team members are expected to check and respond to messages within 4 hours during working hours. Formal communications, such as client updates, are sent via email with a 24-hour response time.
2. Leverage the Right Tools
Why It Matters: Using the right tools can streamline communication and collaboration.
Best Practices:
- Microsoft Teams: Utilize Teams for chat, video calls, and file sharing. Create specific channels for different projects or departments to keep conversations organized.
- Planner and To-Do: Use Planner for task management and To-Do for individual task tracking. This helps in keeping everyone on the same page regarding project progress.
- OneDrive and SharePoint: Store and share documents using OneDrive for personal files and SharePoint for team files. Ensure version control is enabled to track changes and maintain document integrity.
Example: A software development team uses Planner to assign tasks and track progress. Each task is linked to relevant documents stored in SharePoint, ensuring that all team members have access to the latest versions. They also use Teams for daily stand-up meetings and asynchronous updates.
3. Promote a Culture of Documentation
Why It Matters: Proper documentation ensures that information is accessible and reduces the need for repetitive explanations.
Best Practices:
- Meeting Notes: Encourage taking detailed meeting notes and sharing them in a central location, such as a Teams channel or SharePoint site.
- Project Documentation: Maintain comprehensive project documentation, including goals, timelines, and responsibilities. Use tools like OneNote or SharePoint for this purpose.
- Knowledge Base: Create a knowledge base or FAQ section where common questions and processes are documented. This can be hosted on SharePoint or within Teams.
Example: An HR team maintains a SharePoint site with detailed documentation on company policies, onboarding procedures, and frequently asked questions. This site is regularly updated and serves as a go-to resource for all employees, reducing the need for repetitive explanations.
4. Encourage Thoughtful Communication
Why It Matters: Thoughtful communication reduces noise and ensures that messages are clear and actionable.
Best Practices:
- Be Concise: Encourage employees to be concise and to the point in their messages. Use bullet points and headings to organize information.
- Use @Mentions: Use @mentions in Teams to direct messages to specific individuals or groups. This ensures that the right people are notified and can respond accordingly.
- Provide Context: Always provide context in messages. For example, when asking for feedback on a document, include a brief summary of the document and specific areas where feedback is needed.
Example: A product management team uses @mentions in Teams to direct questions and updates to specific team members. When requesting feedback on a new feature, they provide a summary of the feature, its intended benefits, and specific areas where feedback is needed.
5. Foster a Culture of Trust and Accountability
Why It Matters: Trust and accountability are crucial for effective asynchronous communication.
Best Practices:
- Set Clear Expectations: Clearly define roles, responsibilities, and deadlines. Use tools like Planner to assign tasks and track progress.
- Regular Check-ins: Schedule regular check-ins to discuss progress, address any issues, and provide feedback. These can be done through Teams meetings or asynchronous updates in a Teams channel.
- Recognize and Reward: Recognize and reward employees who effectively use asynchronous communication. This can be done through shout-outs in team meetings or recognition programs.
Example: A sales team holds weekly check-ins via Teams to discuss progress and address any challenges. They use Planner to assign tasks and track deadlines. Team members who consistently meet their targets and effectively communicate asynchronously are recognized in monthly team meetings.
6. Provide Training and Support
Why It Matters: Continuous training ensures that employees are proficient in using communication tools and practices.
Best Practices:
- Onboarding Training: Include comprehensive training on communication tools and practices in the onboarding process for new employees.
- Ongoing Training: Offer regular training sessions and workshops to keep employees updated on new features and best practices. Use resources like Microsoft Learn and internal training programs.
- Support Resources: Provide support resources, such as how-to guides, video tutorials, and a helpdesk for any issues related to communication tools.
Example: An IT department conducts monthly training sessions on Microsoft 365 tools, covering new features and best practices. They also maintain a SharePoint site with how-to guides and video tutorials, and provide a helpdesk for any technical issues.
Conclusion
Implementing these asynchronous communication practices can significantly enhance collaboration and productivity within your organization. By establishing clear guidelines, leveraging the right tools, promoting documentation, encouraging thoughtful communication, fostering trust and accountability, and providing continuous training and support, company leaders can build a culture of effective asynchronous communication. This not only improves efficiency but also empowers employees to work more flexibly and autonomously, ultimately driving better business outcomes.
