Async-First: Communication Philosophy for Remote Teams
A communication philosophy where asynchronous methods (written documents, recorded videos, threaded discussions) are the default, with synchronous meetings used only when truly necessary.
Async-first is a communication philosophy where teams default to asynchronous methods like written documents, recorded videos, and threaded discussions rather than real-time meetings. Unlike simply “allowing” async work, async-first makes it the primary mode of operation, with synchronous meetings reserved for situations that genuinely require real-time interaction. This approach gives team members control over their schedules, creates permanent documentation, and enables collaboration across time zones. The benefits include deeper work time, inclusive participation from all time zones, searchable communication history, and reduced meeting fatigue.
async-first
An async-first workplace treats asynchronous communication as the default and synchronous meetings as the exception. Every process, update, decision, and discussion starts with the assumption that it will happen asynchronously through written documents, video recordings, or threaded conversations. Teams only schedule real-time meetings when the situation truly demands immediate back-and-forth interaction, such as sensitive conversations, complex brainstorming sessions, or relationship building.
- Documentation is Default: All decisions, updates, and discussions are documented in writing or recorded video, creating a permanent, searchable record
- Meeting Skepticism: Synchronous meetings require explicit justification and are used sparingly, typically for nuanced discussions or relationship building
- Time Zone Equality: Team members in all time zones have equal access to information and decision-making, with no “core hours” advantage
- Response Time Expectations: Clear norms around response times (hours or days, not minutes) free people from constant availability pressure
- Written Culture: Strong emphasis on clear written communication skills, with templates and guidelines to help team members document effectively
Async-First vs Async-Friendly
The distinction between async-first and async-friendly is fundamental:
Async-Friendly workplaces allow asynchronous work but still default to synchronous communication. Meetings remain the primary venue for decisions and updates. Team members can work flexibly, but they may miss important information or decisions if they’re not present at key meetings. Documentation happens after the fact, if at all.
Async-First workplaces flip this default. Asynchronous communication is the primary mode, and meetings are the exception. Important information is always documented first in writing or recorded form. Decisions are made through written proposals and threaded discussions. Team members expect to catch up on their own schedule, and no one is disadvantaged for working in a different time zone or on a different schedule.
The key difference is in the default behavior: async-friendly says “you can work async if you want,” while async-first says “we work async unless there’s a compelling reason to go sync.”
Implementing Async-First
Transitioning to async-first requires intentional process changes:
Establish Clear Guidelines: Define what types of communication require synchronous vs asynchronous methods. Create templates for common async formats like project updates, decision proposals, and RFCs (Request for Comments).
Invest in Documentation Tools: Set up a wiki, knowledge base, or documentation platform where information lives permanently. Use threaded discussion tools like Slack, Discord, or dedicated platforms that preserve conversation history.
Set Response Time Norms: Explicitly state expected response times for different communication types. For example, Slack messages within 24 hours, email within 2 business days, urgent items with clear escalation paths.
Train Written Communication: Help team members develop clear, comprehensive written communication skills. Provide feedback on documentation quality and create examples of effective async communication.
Audit Meetings Regularly: Review recurring meetings to ensure they’re still necessary. Challenge each meeting by asking “could this be a document instead?” Convert meetings to async formats when possible.
Lead by Example: Leadership must model async-first behavior by documenting decisions, avoiding unnecessary meetings, and responding thoughtfully in writing rather than scheduling calls.
When to Go Sync
While async-first means preferring asynchronous communication, some situations genuinely benefit from real-time interaction:
Sensitive Conversations: Performance feedback, conflict resolution, and personal matters often require the nuance and empathy of real-time conversation, ideally video calls.
Complex Problem-Solving: When rapid iteration and immediate clarification speed up decision-making, a synchronous discussion can be more efficient than lengthy async threads.
Relationship Building: Team bonding, onboarding new members, and maintaining social connections benefit from real-time interaction and informal conversation.
Brainstorming Sessions: Creative ideation can flow more naturally in real-time, though async brainstorming with time for reflection also has advantages.
Crisis Management: When something is truly urgent and requires immediate coordination, synchronous communication is appropriate.
The key is intentionality: choose synchronous methods because they’re the right tool for the job, not because they’re the default or because setting up async feels like more work initially.
Frequently Asked Questions
How do you make decisions async-first without endless back-and-forth?
Use structured decision-making processes like written proposals with specific feedback windows. For example, post a decision document, allow 48 hours for comments and questions, address feedback in writing, then finalize. Set clear deadlines for input so decisions don't drag on indefinitely. Use "disagree and commit" principles to move forward when consensus isn't achieved.
Doesn't async-first make everything slower?
Individual decisions may take longer than a quick meeting, but overall productivity often increases. Teams gain uninterrupted focus time, reduce time spent in meetings, and avoid the delays of scheduling across time zones. The documentation created during async processes also prevents repeated explanations and helps future team members get up to speed faster. Speed isn't just about individual decisions, it's about overall team velocity.
What about brainstorming and creativity?
Async-first doesn't eliminate synchronous brainstorming, it just makes it intentional. For many creative processes, async actually works well: written brainstorming gives people time to think deeply rather than blurting the first idea that comes to mind, and it includes voices from people who are quieter in real-time settings. Consider hybrid approaches: async idea generation followed by an optional sync session to build on ideas, with notes captured for those who can't attend.
How do you build team culture and connection async-first?
Intentionally create spaces for connection that don't rely on meetings. This might include async social channels for sharing personal updates, virtual coffee chats (one-on-one or small group), occasional optional team gatherings, and async team activities like photo challenges or discussion threads. Also recognize that strong documentation and transparent communication build trust and culture. When people feel informed and included regardless of location, that itself creates positive culture.