Whether you’re working with a hybrid team or not, it’s likely that you’ll be using both synchronous and asynchronous communication. Each has its place and time, and comes with pros and cons. We take a look at the differences between synchronous and asynchronous communication, the advantages and disadvantages of each, and when you might use one over the other. Let’s get started.
Synchronous communication
Synchronous communication is a form of communication where all parties are present at the same time. The messages are transmitted instantaneously and there is no delay in the conversation. This allows for real-time back-and-forth discussion and collaboration. Also, all participants can see and hear each other, which can help build rapport and trust.
Examples
In-person meeting: Whether business or personal, all participants are in the same room (or at least the same place) and can talk to each other directly.
Telephone call: Although you’re not face-to-face, you can hear each other in real-time and have a two-way conversation.
Video conference: With technology today, you can have a meeting with people who are in different parts of the world. You can see and hear each other in real-time, which makes it feel like you’re in the same room.
Coffee break conversations: With a quick break, you can have a conversation with a colleague who is sitting nearby.
Advantages
Synchronous communication has many advantages, including
1. Increased efficiency
Because all parties are present at the same time, there is no need to wait for a response or schedule another meeting. This can save a lot of time, especially if meetings are held frequently. Also, if there are multiple people involved in a project, getting everyone on the same page at the same time can be very helpful.
2. Increased collaboration
Since all parties are present, they can easily discuss any questions or concerns they may have. This can lead to better collaboration and a more successful project overall. Also, if one person has an idea, the others can immediately provide feedback.
3. Real-time resolutions
With synchronous communication, problems can be resolved in real-time. This is opposed to asynchronous communication, where there may be a delay in getting a response. Real-time resolutions can save a lot of time and frustration.
4. In-depth interactions
For some discussions, it can be helpful to have an in-depth interaction. This is only possible with synchronous communication since all parties are present at the same time. With asynchronous communication, interactions are often more limited.
5. Improved relationships
Synchronous communication can help improve relationships between team members. This is because it allows for more personal interactions and helps build trust. Also, if there are any issues, they can be resolved quickly.
Disadvantages
Synchronous communications also have some disadvantages, including
Requires time to be coordinated: Since all parties need to be present at the same time, it can take some time to coordinate schedules. This can be a challenge, especially if team members are located in different time zones.
Requires all parties to be available: For synchronous communication to be effective, all parties need to be available. This can be difficult, especially if team members have different schedules. Also, if one person is unavailable, it can impact the entire team.
Can be disruptive: Synchronous communication can be disruptive, especially if it is not well-planned. For example, if team members are in the middle of a task and they receive a notification for a meeting, it can disrupt their workflow.
Can lead to miscommunication: If team members are not all present, or if they are not paying attention, miscommunication can occur. This can lead to confusion and wasted time.
Limited to small groups: Synchronous communication is often limited to small groups. This is because it can be difficult to coordinate the schedules of large groups of people.
Asynchronous communication
Asynchronous communication is a type of communication in which the participants do not need to be present at the same time in order to communicate. For example, if you send a letter to someone, you do not need to wait for them to be available in order to communicate.
Also, there is no real-time interaction between the parties involved. This type of communication can be useful in situations where people are not able to meet in person or when they want to communicate over a long distance.
Examples
Messaging software: Like Microsoft Teams, Slack, and Discord, it is not necessary for all users to be online at the same time in order to communicate.
Video recording: You can record a video and send it to remote working team, and they can watch it at their convenience.
Blogging: You can write a blog post and publish it online, and people can read it at any time.
Cloud-collaboration: Tools like Google Docs, Sheets, and Slides allow users to work on the same document at different times.
Project management tools: With project management software like Asana and Trello, remote teams can see updates and make changes to tasks at different times.
Advantages
There are several advantages to asynchronous communication methods:
1. Flexibility to respond
With asynchronous communications, there is no need for an immediate response and you can reply at your own pace. This can be a big advantage if you are busy or do not have regular access to a computer or other device. You can check messages and reply when it is convenient for you. Also, if the person you are communicating with is in a different time zone, this communication can be a way to avoid disturbing them at odd hours.
2. Time to think
Another advantage of asynchronous communication is that it gives you time to think before you respond. This can be helpful if you need to gather information or want to compose a well-thought-out message. It can also be useful if you are communicating with someone who has a different native language, as you can take the time to use a translation tool or get help from a bilingual friend before sending your reply.
3. Reduced pressure
There is no pressure to respond immediately. This can be less stressful and allow for more thoughtful communication. You can also avoid the potential for miscommunication that can happen when messages are exchanged quickly without time to consider what was said.
4. Fewer distractions
When you are not required to be online at the same time as the person you are communicating with, there are fewer distractions. This can make it easier to stay focused on the task at hand and avoid getting side-tracked by other things that are happening online.
5. Written record
An advantage of asynchronous communication is that it creates a written record of the conversation. This can be useful if you need to refer back to something that was said or if there are disagreements about what was discussed. Also, if you are communicating with someone for work or school, this can provide a written record of the conversation that can be used for future reference.
Disadvantages
Delayed feedback: One disadvantage of asynchronous communication is that it can take longer to get feedback from the person you are communicating with. This can be frustrating if you need a quick response to a question or are working on a project with tight deadlines.
Less personal: It can feel less personal than other forms of communication such as face-to-face conversation or talking on the phone. This can be a problem if you are trying to build a relationship with someone or resolve a conflict.
Miscommunication: If messages are not clear, there is a risk of miscommunication. This can happen if messages are misinterpreted or if important nonverbal cues are missing.
Conclusion
To sum up, both types of communication have their advantages and disadvantages. It is important to choose the right one for the situation. Synchronous communication is best for urgent matters or when a quick response is needed. Asynchronous communication tools are best for less time-sensitive matters or when you need to think about your response.
Utilize both types of communication in your daily life to get the most benefits. When used correctly, each type can complement the other to help you communicate effectively.
