Async Comms

Async Communication

Async-First Principles

1. Default to async — synchronous communication is expensive; use it only when async fails
2. Write to be understood without back-and-forth — assume no follow-up questions
3. Make decisions visible — document reasoning, not just outcomes
4. Respect focus time — don't expect immediate responses
5. Over-communicate context — remote colleagues lack ambient information

Response Time Expectations by Urgency

Communicate urgency explicitly: [URGENT], [FYI], [ACTION NEEDED by Fri] in subject/header.

Written Communication Standards

Length Norms

Structure Template (for complex async messages)

## [Title / What this is about]

**TL;DR:** [One sentence summary]

**Context:** [Why this matters, 1-2 sentences]

**The Ask / Decision needed:**
- [Option A — recommended] because [reason]
- [Option B] — tradeoffs: [...]

**By when:** [Date]

**If no response by [date], I'll proceed with [option A].**

Formatting Principles

• Use headers for messages > 5 lines
• Bold the key ask
• Lead with the most important information (inverted pyramid)
• Use numbered lists for ordered steps; bullets for unordered items
• Avoid walls of text — one idea per paragraph

Tool Usage by Message Type

Timezone Management

Scheduling Rules

• Identify each team member's core hours (overlap window)
• Avoid scheduling outside overlap window unless critical
• Rotate meeting times for distributed teams — don't always sacrifice one timezone
• Show times in multiple zones: 10am ET / 3pm GMT / 11pm SGT
• Use tools that respect local time (World Time Buddy, Calendly)

Async Handoff Protocol (for work crossing timezones)

End-of-day handoff message:
- What I completed today: [list]
- What's blocked / needs input: [list with links]
- What I'm picking up tomorrow: [list]
- Anything time-sensitive for your morning: [explicit callout]

Async Decision-Making Process

For decisions involving multiple stakeholders:

1. Draft — owner writes doc with options, recommendation, deadline
2. Review window — 48-72h for async feedback (stakeholders comment in doc)
3. Synthesis — owner updates doc with decision and rationale
4. Announce — brief Slack message linking to decision doc
5. Archive — doc stays as permanent record

When to escalate to sync:

• After 2 rounds of async back-and-forth with no resolution
• High emotional stakes (performance, conflict)
• Complex real-time collaboration (whiteboarding, pair debugging)
• Relationship-building or onboarding

Meeting Alternatives

Async Onboarding

30-day async onboarding kit:

• Written "how we work" doc (communication norms, tools, channels)
• Recorded Loom walkthroughs of key systems
• FAQ doc for common first-week questions
• Slack channel map (what goes where)
• "Who to ask" directory by topic
• Daily async check-in for first 2 weeks: "what are you working on, what's confusing?"

Slack/Teams Channel Norms

Rules:

• No important decisions in DMs — move to channel or doc
• Use threads for responses to keep channels readable
• Pin important links and decisions in channel details
• Archive inactive project channels