Hi Reader,
When it comes to teamwork, we often invest the most thought and energy into the least frequent forms of collaboration.
We obsess over meeting agendas, offsite facilitation, and optimizing our Zoom calls. But the truth is, those moments represent a small fraction of our total collaboration time.
The bulk of our work happens asynchronously in Slack threads, project docs, Loom videos, and email chains. It’s ever flowing and often very, very messy.
And yet, in many organizations, it’s the part we design the least.
Why Async Collaboration Deserves More Attention
Asynchronous work is where the majority of execution happens. It’s how plans evolve, projects and associated tasks move forward, and decisions get documented. But without shared norms and clarity, it often devolves into:
- Scattered updates across platforms
- Unclear expectations for response times
- Missed handoffs and duplicated work
- Team members feeling disconnected or out of the loop
By contrast, when teams define how they work together asynchronously, they reduce frustration, increase trust, and make synchronous time (like meetings) far more effective.
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Three Ways to Bring Clarity to Your Async Work
Improving the way you collaborate asynchronously is something that should always be working to improve, but here are some ideas to get started.
1. Clarify the Async Tool Stack and Its Purpose
Too many teams adopt tools without defining how to use them.
Decide:
- What’s email for?
- When do we use Slack?
- Where does project documentation live?
- What belongs in a shared doc vs. a task tracker?
Tip: Create a simple table or visual map of your “Async stack” - what’s used, and for what purpose. Here’s an example of what that might look like:
2. Match the Message to the Medium
Not all async updates are created equal and not all should be written. Sometimes, a Loom video is better than a really long string of text. Sometimes, a voice memo conveys urgency or emotion more effectively.
Encourage your team to consider:
Should this update be typed, spoken, or recorded?
Who’s the audience, and what context do they need?
Is this something better handled in real-time?
Thoughtful consideration of format = higher clarity and better response. Even more importantly, it can build trust and strengthen relationships when we are thoughtful about the context and nuance. Here’s a 2 x 2 to help you discern if a communication should be shared async and if so, through which async medium. Note the emphasis on the strength (richness) of the relationship below (Image credit: Angela Yee). The idea here is that if it's less complex, you can use something like email, text, Slack, etc, and if it becomes more complex move to voice memo and a video message. At some point you will realize it's so complex that it should be a synchronous meeting.
3. Normalize Sharing and Responding to Updates
This is the cultural part: If async collaboration is going to work, it has to become an agreed upon norm.
That means:
- Scheduling weekly written updates in place of status meetings.
- Holding async stand-ups where responses can trickle in over a few hours. This is key because if we just take updates out of meetings and move them to an async rhythm that no one watches, we aren’t doing any better. There must be a commitment of people on the receiving end to watch and potentially respond for this move to work.
- Offering feedback on documents or ideas via video or voice, not just tracked changes - and be accountable to the norms the team adopts.
Asynchronous norms also build trust. A study on remote productivity found that when leaders consistently share written updates and model transparency, team cohesion improves, even across locations or time zones.
At Salesforce, for instance, company-wide “Ohana Meetings” allow employees to share updates and ask questions asynchronously—helping bridge silos and foster alignment.
Shopify’s “No Meeting Wednesdays” & Async Project Kickoffs
In 2023 Shopify implemented a company-wide “No Meeting Wednesday” policy to preserve uninterrupted deep work time. But they didn’t stop at cancelling meetings, they intentionally built up their asynchronous muscles to make it work. One core shift? Project kickoffs and status updates moved to pre-recorded Loom videos or written briefings shared in project channels. Team members are expected to review and comment asynchronously, reducing the need for synchronous alignment meetings.
Why it's working for them:
- It protects calendar space while maintaining forward momentum on projects.
- It trains teams to communicate clearly without always relying on real-time interaction.
- It encourages thoughtful contributions instead of fast, reactive responses.
- It gives team members flexibility to engage on their own schedule.
Shopify’s approach shows that async isn’t just about tools, it’s about redesigning norms and rituals.
Final Thought
In most organizations, asynchronous work is like gravity: always present, rarely examined.
But when you start designing how your team works together asynchronously with clear tools, mediums, and rituals you unlock much more effective collaboration, faster execution, and a culture of shared ownership.
You don’t have to overhaul everything. Start by picking one of the three ideas above and bring your team into the conversation. Pick something you can try for the next 30-90 days. Make adjustments at the end of the period based on what you learn.
- Shaun & Joe
www.6levers.co
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