TL;DR:
- Async = communication that doesn't require both parties present (docs, Loom, Slack threads vs meetings).
- Top async-first companies: GitLab, Automattic, Doist, Zapier, Buffer, Basecamp.
- Save 10-20 hours/week per person by replacing meetings with async docs + Loom + threads.
Sync vs Async
| Sync (real-time) | Async |
|---|---|
| Meetings | Loom videos |
| Phone calls | Slack threads |
| Live chat | |
| Standups | Written status updates |
| Pairs / huddles | Code review comments |
Why Async Wins
- Time zone freedom — work across the globe.
- Deeper work — fewer interruptions.
- Better decisions — time to think, research.
- Documentation — searchable record of decisions.
- Inclusive — better for introverts, non-native speakers.
- Saves 10-20 hrs/week/person — meetings replaced.
When Sync Is Still Right
- High-stakes decisions needing alignment.
- Complex creative brainstorming.
- Hiring interviews.
- Sensitive feedback / 1:1s.
- New team bonding.
- Crisis response.
Rule of thumb: if the discussion needs back-and-forth more than 3 times in an hour, go sync.
Async Communication Stack
1. Documentation
- Notion / Confluence — long-form thinking.
- GitHub Discussions — engineering decisions.
- Linear / Asana — project tracking.
2. Async Video
- Loom — record your screen + face.
- Replaces: 30-min standups, walkthroughs, demos, feedback.
- 2-5 minutes max per video.
3. Threaded Chat
- Slack threads — keep conversations organized.
- Twist — async-first chat.
- GitHub Discussions / Issues — engineering.
4. Email (Old But Async)
- Best for cross-org, formal, summary updates.
- Worse for: ongoing collaboration, threading.
Async Best Practices
1. Write Decision Docs
Format:
- Context: what's the situation.
- Options: choices considered.
- Recommendation: your pick + why.
- Risks: what could go wrong.
- Decision deadline: when input closes.
Send to stakeholders → comments → decide.
2. Default to Public
- Public Slack channels > DMs.
- Open Notion docs > restricted.
- Searchable history compounds value.
3. Set Response Expectations
- Tag urgency: P0 (1 hour), P1 (4 hours), P2 (next day), P3 (this week).
- Most async messages = P2-P3.
- If P0, also call/DM directly.
4. Use Templates
Standup template:
- Yesterday: shipped X, blocked on Y.
- Today: working on Z.
- Help needed: need decision from @user.
Decision request template:
- Context: 2-3 sentences.
- Ask: what specific decision.
- Options: A vs B vs C with tradeoffs.
- My recommendation: option + why.
- Decision deadline: by EOD Wednesday.
5. Loom For...
- Walkthroughs (UI, code, designs).
- Status updates (replace standups).
- Feedback / reviews.
- Onboarding.
- Demos for stakeholders.
6. Cancel the Standup
Replace daily standup with:
- Slack channel: #standup-team.
- Each person posts written or Loom standup by 10 AM their TZ.
- Read on your time.
- Reply async with questions.
- Saves 30-60 min/day/person.
7. Reduce Meeting Count
Audit:
- Cancel any meeting that has no clear decision.
- Convert 1:Many updates → Loom + Slack.
- Merge similar meetings.
- Default to 25 / 50 minutes (not 30 / 60).
- "No-meeting Wednesdays" or similar.
Async Norms for Teams
- Response time expectations documented in team handbook.
- Working hours displayed in Slack profile.
- "Heads down" status respected.
- No "are you there?" messages — just ask the question.
- "Hi" is incomplete — combine greeting with the actual ask.
- Public channels > DMs for searchability.
- Loom > meeting for one-way info.
Common Pitfalls
- Treating async like sync — expecting instant replies.
- Vague messages — "thoughts?" without context.
- Wall of text — break into headers + bullets.
- No deadlines — async without deadlines = forever.
- Skipping documentation — context evaporates.
- DM fragmentation — same convo in 5 DMs vs 1 channel.
Companies Doing Async Right
- GitLab — handbook-first, all-remote since 2014.
- Automattic (WordPress) — fully distributed, P2 blogs internal.
- Doist (Todoist + Twist) — async-first culture.
- Zapier — fully remote, async standups.
- Buffer — transparent, async by default.
- Basecamp — long-form writing culture.
Frequently Asked Questions
Can my team go fully async?
Most teams should be async-default with sync for high-stakes / creative work. Pure async possible but rare.
How do I cancel daily standups?
Try 2-week experiment: replace standup with daily Slack thread + weekly 30-min sync. Most teams never go back.
Does async work for managers?
Yes — keep 1:1s sync (relationship + sensitive feedback). Make team check-ins async via written/Loom updates.
How do I get my team on board?
Start with one experiment (cancel 1 recurring meeting, replace with Loom). Show time saved. Expand from there.
Best async tools?
Notion (docs), Loom (video), Slack/Twist (threaded chat), Linear/Asana (PM). Combine for full async stack.
Key Takeaways
- Async = no need for both people present (docs, Loom, threads).
- Saves 10-20 hours/week vs meeting-heavy culture.
- Use templates for standups, decisions, requests.
- Replace standups with Slack threads or Loom.
- Sync still right for sensitive / high-stakes / creative.
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