Synchronous or asynchronous communication: how to choose?

Currently, one of the biggest challenges for a manager is to manage hybrid teams effectively, or even entirely remotely. And to do this, it is essential to take into account how you will communicate with your employees, share information with them and send them your instructions.

Today, there are a multitude of ways to communicate: email, instant messaging, telephone call, video conference, meeting, etc. More generally, we consider that there are two types of communication:

• synchronous communication,
• asynchronous communication

As a manager, you need to know the difference between these two types of communication, and know when and how to use them to foster collaboration and improve productivity within your teams.

What is synchronous communication?

Synchronous communication takes place in real time between two or more individuals who exchange information at the same time. Exchanges take place live and instantaneously. However, there is no need for people to be face-to-face.

Indeed, synchronous communication can be virtual as during videoconferences or instant messaging conversations, planned as for a meeting or a telephone call, or unexpected and spontaneous such as a discussion between two doors or at the coffee machine.

What is asynchronous communication?

We speak of asynchronous communication when the conversation takes place at a later date, i.e. there is a more or less long delay between the sending of the message, the moment it is received and the response. This type of communication therefore does not take place in person and cannot be planned.

Thus, asynchronous communication has no spatial or temporal constraints. You can exchange whenever and wherever you want. Email, SMS or messages, postal mail, a recorded video or even forums are among the ways to communicate asynchronously.

However, you may have noticed that some communication channels can be used synchronously as well as asynchronously. For example, if you respond immediately to an email or message that you have just received, this is synchronous communication. If you don't respond until 20 minutes later, you're in asynchronous communication.

Advantages and disadvantages

Both synchronous and asynchronous communication have their advantages and disadvantages.

Synchronous communication Asynchronous communication Benefits The speed : since the exchange takes place in the moment, it is fast and dynamic, and you get immediate answers. No need to wait several hours or several days before knowing the answer of your interlocutor.

Productivity : getting instant answers allows you to be more productive because you no longer have to wait for a response to continue with your task, you can keep moving forward.

Richer and deeper exchanges : synchronous communication allows for deeper and creative exchanges because each person can bounce back and react to what they have just heard. You solve problems and come up with ideas more quickly and effectively. In addition, synchronous face-to-face exchanges provide you with additional information about the state of mind of your interlocutors and allow you to better transmit your emotions through the intonation and sound of the voice, facial expression, and body language. This is what enriches the exchange.

Flexibility : with asynchronous communication, you are free to exchange and respond to messages whenever you want.

Better time control : since you are no longer under pressure to respond immediately to a request, you become in control of your exchanges and you can decide to only respond to your messages every two hours to better focus on your work.

Quality messages : With asynchronous communication, you can take the time to write thoughtful and thoughtful messages because you do it when you have time.

No time zone problems : this type of communication is ideal for geographically dispersed teams because you do not need to take into account the time difference to transmit information.

Disadvantages No more interruptions : the major disadvantage of synchronous communication is that it favors interruptions. Businesses that prefer this type of communication are organizing more meetings, and colleagues are more likely to interrupt you to ask you a question, even if you're in the middle of a task. It can then be difficult to stay focused and to be really efficient and productive.

Hasty answers : if you are called upon while you are doing something, you will not be completely focused on what is being asked of you and you may provide a quick and sloppy response in order to be able to resume your work quickly. As a result, the quality of the conversation may suffer.

Watch out for time zones : If you manage a team scattered around the world, synchronous communication can be a problem and stress your employees.

The slow pace of exchanges : asynchronous communication is not a conversation but a delayed exchange, you lose this immediacy that allows you to move forward quickly. Exchanges are slower, and you can wait several hours or days for a response, wasting valuable time and reducing productivity. You must therefore be patient and anticipate response times.

Less rich exchanges : in addition to lacking spontaneity, asynchronous exchanges do not have the richness of a face-to-face conversation because there is a lack of vocal and visual information that gives you an idea of what your interlocutor really thinks.

Good practices

As you can see, the choice between synchronous communication and asynchronous communication depends on the context. Opt for synchronous communication when you need an immediate or urgent response, for a short and quick discussion or brainstorming, to deliver a delicate message, and when you have a specific objective in mind.

Prioritize asynchronous communication when there is no emergency and to transmit information to a group of people who cannot gather or who work in different time zones.

To effectively manage his team, the manager must master these two types of communication and know when to use them.

Do you want to improve communication within your company? Discover How to streamline internal communication and how to set up non-violent communication.