Implementing Asynchronous Communication Methods for Your Team

Asynchronous communication methods accommodate teams all over the world. In fact, your team may already implement some methods daily, such as responding to emails, editing Google Docs, or completing tasks through project management platforms. These common tasks are all examples of asynchronous communication that your team likely performs every day.

Asynchronous communication is communication that occurs out of sync, between sender and receiver. While one team member operates in the UK, another could be located in the US, all while working on the same project. One team member may work from their desk, while another could be working in the company lounge. Unlike synchronous communication, asynchronous communication does not need to occur in real-time. It’s about responding later to facilitate focused work without interruption. 

While some companies prefer work models that involve instant communication, consistently responding to non-urgent messages can create a vicious cycle that hinders productivity by disrupting focused work. Implementing asynchronous communication methods to accommodate diverse teams and build a productive workflow is the key to building a sustainable work model. 

Asynchronous Communication Methods: How To Implement for a Sustainable Workflow

As a result of the pandemic, many companies have changed the way their teams operate for the long-term. Many managers are struggling to develop sustainable work models in keeping with this change. Remote and hybrid options are the new way to work, making asynchronous communication methods a top choice. But these methods can also benefit companies operating in-person. Asynchronous communication:

• allows teams to focus on work without interruption
• relieves the pressure to respond immediately 
• provides more time to craft thorough responses
• creates easier collaboration methods for distributed teams 

Examples include:

Email

Email is probably the top method of asynchronous communication. When teams use email, they do not expect immediate responses. An email reply can occur hours later without cause for concern. An example of a synchronous method would be an instant messaging application. The expected response time is significantly shorter, requiring immediate responses from users to ensure efficient communication. While both platforms are efficient, there is a longer delay with email than with instant messaging. 

@ Mentions

Team mentions refer to platforms that allow tagging to notify other members of a necessary action. For example, Google Docs offers shareable documents that team members can edit together. Teams only need to @mention another team member to notify them of an action or task that needs to be addressed. Mentions can also occur on project management platforms. This may be completed when team members have questions regarding an assignment or if task details have changed.

Furthermore, while Slack is a well-known instant messaging application, it can also act as an asynchronous communication method, depending on how your team utilizes it. Managers can take advantage of this platform by tagging team members for non-urgent messages and build channels specifically for company announcements. Team members can then respond at their convenience, or react to a post with an icon, reducing the need for long-form communication. The facility of mentions helps team members stay focused on tasks while also staying up-to-date on notifications. 

Pre-Recorded Video Messages 

Pre-recorded messages are a great alternative to email. If a particular topic is easier to talk through, but it's difficult to coordinate a meeting time, pre-recorded video messages allow team members to record their screen and provide an explanation for easier understanding. This method is also faster than writing out a lengthy email. Platforms like Loom offer this innovative technology, making implementation simple for a team’s workflow. 

Implementing Asynchronous Communication with Gmelius 

Upon deciding to implement asynchronous communication into a workflow, you’ll need a platform to help you get started. Gmelius, a communication and collaboration platform for Gmail, is a great option. Gmelius offers powerful asynchronous communication tools such as shared inboxes with Gmail, project management, and integration options to assist teams in communicating at their most convenient times.

Collaborate Via Email

Our collaborative shared inbox solution allows team members to log in to their own Gmail account for access to company shared email addresses. This feature allows every team member invited to collaborate via one inbox. Instead of coordinating incoming emails by forwarding and cc’ing them, team members can view all the same emails from one location. 

Managers can further facilitate asynchronous communication by assigning and delegating emails to specific team members. When individuals log in, they can see any assigned emails on the left side panel of their Gmail and address them at their convenience. This gives employees the freedom to complete other tasks while keeping aware of which emails require their input. Additionally, teams can build conversations to the side of an email with email notes. With most platforms, adding context requires entirely separate conversations. With Gmelius, however, every conversation can occur from inside your Gmail account. 

Manage Projects with Ease 

Project management often requires hours of coordination and meetings. With Gmelius, teams can cut down their coordination time significantly with Gmail Kanban boards. To help manage project workflows, Kanban boards can be created from a shared Gmail label, or from entire inboxes. 

Once a board is created, managers can assign tasks sorted by columns. Team members can communicate a task’s status by moving it physically from one column to another. @Mentions provide notes for more context, or are used for questions about a task. Gmelius also offers unique two-way sync architecture with Trello, a Kanban-style list-making application. 

This gives teams the option to work from either Gmail or Trello, with the ability to import Trello boards into Gmail or convert a Gmail Kanban board into a Trello board. 

Work From One Platform With Simple Integrations

Gmelius enhances your company’s shared inbox by integrating with other asynchronous communication platforms like Slack and Loom. Integrations simplify daily tasks by reducing the inefficiency of switching back and forth between different asynchronous communication tools. Utilizing integrations with either Slack or Gmail, Gmelius allows you to  increase efficiency by working from one platform. 

Additionally, video notes from Loom can be shared in the side margins of an email. Teams can attach screen recordings in email notes to show important details, provide extra context, and share visual feedback. 

Training your team to work with Gmelius is simple because it’s a platform that works with tools your company is already familiar with. You can use Gmelius in your browser, on a mobile device, or a desktop app. Gmelius can also be installed across a Google Workspace domain. Furthermore, you can easily convert your team's Google Groups into a shared inbox within Gmail in just a few steps. The transition is easy, allowing everyone on your team to adjust to a new platform that will save hours of time each month, and produce 2x the amount of productivity. 

It's no secret that productivity is necessary for success, and that instant communication causes distractions in the workplace. Implementing asynchronous communication methods into daily workflows prevents interruptions that could impact a company’s bottom line. With Gmelius, managers can implement one tool instead of multiple, creating a sustainable solution and guiding smoother operations for the future.

Implementing asynchronous communication methods is easy with Gmelius. Check out our features and integrations and learn how Gmelius is built to improve team communication and collaboration. Ready to get started? Sign up today!