Essential principles of effective asynchronous work
A team is a group of people working together towards a shared goal, forming the building blocks of organizations. These organizations significantly influence our lives by shaping preferences, meeting needs, distributing wealth, and driving economic activity in their respective countries.
The traditional approach to building and managing organizations has been challenged, especially during the Covid-19 pandemic. Previously, the norm was to bring individuals and teams together in physical offices to maintain productivity and drive economic growth.
The shift towards asynchronous work, facilitated by digital communication tools like Slack, Zoom, and Google Meet, has disrupted this norm. This mode of working, characterized by remote collaboration, gained prominence during the pandemic and had been adopted by innovative startups before 2020 (e.g., Basecamp).
Entropy, a concept referring to the natural progression towards disorder, is evident in both life and organizations. It symbolizes the inevitable decline in physical and mental well-being over time, which can be mitigated through intentional practices like physical exercise and mental engagement.
In its evident form, entropy is the grass field left unattended for 1 year, wild leaves growing all over the place in chaotic order; the public street of a city left unwashed for a long period, dirt accumulating chaotically and incrementally each day that goes by.
In organizations, entropy manifests as the gradual loss of information, knowledge, and value when not actively managed, leading to potential decline. Asynchronous work environments, where in-person interactions are limited, can exacerbate this trend, making it easier for chaos to emerge.
The balance between order and chaos is crucial in organizations. Too much chaos can lead to disintegration, while too little can stifle innovation. This balance is encapsulated in the concept of ambidexterity, which refers to an organization's ability to innovate while maintaining stability.
Organizations often establish processes and procedures to combat entropy and maintain order. However, over-reliance on these can slow down progress and inhibit innovation, especially in larger organizations.
In the context of asynchronous work, actively establishing and maintaining order is paramount. Without a physical space to naturally share information and maintain cohesion, organizations risk succumbing to entropy, resulting in high turnover, dissatisfaction, and a negative work environment.
In an asynchronous and remote environment, confidence is a bit like physical fitness. It takes work to build and it deteriorates at a constant rate if not maintained actively and consistently.
— Levels Health
What is asynchronous work
Asynchronous: "I will process this information when it's convenient for me"
Synchronous: "You will process this information when it's convenient for me"
— Levels Health
The quote from Levels’ principles of effective communication succinctly captures the essence of asynchronous and synchronous work. Asynchronous work is defined as activities not happening simultaneously, while synchronous work occurs at the same time, as explained by the Merriam-Webster definition. In the realm of computing, 'synchronous' refers to digital communications where a common timing signal allows for high data transfer rates.
Asynchronous work, as discussed here, is not synonymous with meetings or live exchanges expecting immediate responses. It includes all forms of work done independently, such as drafting documents for later review, managing emails without the expectation of instant replies, and writing code for subsequent evaluation by a manager. This approach encompasses tasks completed at one’s own pace, without real-time interaction.
While asynchronous work might seem slow or cumbersome compared to direct meetings for urgent or highly interactive tasks, it often proves more efficient for many tasks. According to the Levels’ document, working asynchronously allows individuals to process information and tackle problems in a focused and undistracted manner, potentially boosting productivity. This is particularly beneficial for individuals who are less extroverted or more prone to anxiety.
Effective asynchronous work involves deep, focused attention on tasks for extended periods before passing responsibilities to others for further analysis and action. This method can surpass the superficiality and stress of immediate, purposeless communication, as each participant contributes thoughtfully and deliberately in their own time.
In an environment of high trust and integrity, which will be explored later, asynchronous work fosters smooth and progressive collaboration.
Writing and recordings
If meetings are not the most effective form of collaboration, what alternatives exist? One might argue for writing and recording videos. These methods require deeper thought and can induce excessive self-consciousness (which causes embarrassment) if approached carelessly. Sharing written or video content involves a more thorough analysis and articulation of thoughts compared to spontaneous discussion in live meetings.
The Levels team advocates for writing memos and recording videos as fundamental to successful asynchronous work, particularly within their organization. From my experience with asynchronous work, I concur. Utilizing video recordings and written communication has substantially reduced the need for meetings, which often served more as a means to alleviate anxiety than as productive work sessions.
However, there are instances where meetings are preferable, especially when emotional subtleties are crucial or in the face of urgent crises requiring collective immediate action.
Adopting writing and video recording as default practices can gradually become ingrained in the team's culture with consistent reinforcement and commitment. This approach not only fosters a shared belief system but also facilitates its propagation across the organization.
The main advantage of writing and video recording lies in their capacity to facilitate focused and thoughtful work, essential for advancing significant projects and objectives. This is especially relevant for creators like developers and engineers, whose work revolves around creation rather than discussion or management.
Nevertheless, viewing all distractions as inherently negative can be counterproductive. Some interruptions are unavoidable and can be manageable without severely impacting productivity. Effective management of work involves strategic planning to minimize controllable distractions while accepting that certain interruptions, like family interactions, are natural and okay.
In the context of work, defining a task or decision thoroughly in writing or through a video ensures that all necessary information is conveyed without the need for further clarification. This reduces the inefficiencies of continuous back-and-forth communication.
For significant decisions, drafting a detailed memo or recording a comprehensive video can streamline the decision-making process. This allows others to fully understand the context and contribute thoughtfully to the discussion. Such detailed preparations often negate the need for meetings, as they provide all the required information upfront, facilitating more efficient and effective communication.
Systems over instant communication
Some communication tools are effectively slot machines — and slot machines are bad. Slack is the quintessential communication slot machine because it hijacks your brain and triggers variable reward addiction in the same way slot machines and social media do.
Slot machines are highly disruptive to deep work and make it very hard for people to stay focused. We are a company that values deep work, so tools that act as slot machines should be avoided.
— Levels Health
One of the key arguments in Cal Newport’s book, A World Without Email, is that developing and documenting systematic approaches to work, especially in team settings, is crucial in the knowledge economy. Systems are favored over spontaneous, thoughtless communication because they establish a predictable framework for executing tasks. These systems are built on clear steps with allowances for variability to handle exceptional situations.
For instance, consider a video production and editing workflow organized on a Kanban board, delineating each phase from ideation to publication. Each card represents a video project, with defined stages marking the progression of the work. Team members know their responsibilities without the need for constant notifications, relying instead on regular checks of the board to update and advance their tasks. In this model, communication is not incessant and anxiety-inducing; it becomes a valued resource, utilized judiciously to resolve issues or exchange ideas and feedback.
This methodical, drama-free approach might seem subdued, yet it fosters a culture of deep work and minimal distractions, leading to significant long-term business success. It's akin to the cumulative effect of daily dietary choices on one's health over a decade.
In a system-focused work environment, there's no need for team members to signal their online presence or activity constantly. Performance is judged by the completion of tasks, not by online visibility or perceived busyness. This approach eliminates the need for superficial indicators of productivity, focusing instead on actual work output.
Some might view this as dehumanizing, likening it to factory work, but this perspective overlooks the human essence embedded in the work itself. Particularly in creative roles that require extensive ideation and problem-solving, human skills are paramount. Moreover, this system liberates individuals from the obligation to work set hours, allowing for flexibility once tasks are completed, thereby reducing unnecessary stress and resentment.
Enhancing work efficiency and effectiveness can also involve openly sharing one's work preferences, style, and expectations. This transparency allows for a tailored work environment, fostering a culture of trust and cooperation. As these personal work profiles evolve, they can be centrally documented for easy access, reducing the need for constant negotiation and alignment with others.
This setup not only facilitates a quieter, more focused work atmosphere but also establishes clear expectations and boundaries, eliminating the need for politically correct, non-committal communication that often leads to inefficiency and misunderstandings.
Ultimately, the conscientiousness and integrity of each team member become evident in their collective output. Well-defined boundaries, streamlined workflows, and clear communication protocols ensure accountability and mutual trust, enabling the team to operate efficiently and cohesively.
