☕ The Blend - Issue #11

Hi Friends,

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Today I’d like to talk more about the communication in remote environment. I would like to divide it into two series - one about synchronous and the other will be asynchronous communication.
This week we’re going to focus on the former.

Remote work has been with us waaay before pandemic. It was just not that popular. Personally I’ve always loved the vibes from the office, but when I started working partially remotely around 2018, I never wanted to go back full time to the office. My commute was around 1h one way… The amount of time wasted in traffic + money on the gas - I don’t even want to count it.

Yes, I was able to listen to books and podcasts, but let’s be honest, when working remotely you can (and should!) go for a walk, and do the same, without spending a single penny (although I highly recommend going for a walk without headphones, to simply be present in the moment). Since 2020 I am working fully remotely, with occasional work from co-working space - to change the scenery and get some ‘focus club’ vibes.

Although I am a huge async fan and preacher, there is sometimes an urge to have a proper online meeting.

The Heart of synchronous communication

At its core, synchronous communication involves real-time interactions that allow for immediate feedback and collaboration. It’s the virtual equivalent of popping into someone’s office for a quick chat or brainstorming ideas on a whiteboard together. This immediacy is crucial for maintaining the flow of ideas, making swift decisions, and keeping the team spirit alive.

Sound great, right? Yes, BUT you can very easily kill the sense of it, and turn it into a nightmare. Meetings with no agenda, no pre-meeting prep, back to back calls without the time to reflect and jot down notes, crappy microphones or headphones, are just a few hurdles.

When jumping on the ‘remote work’ wagon you have to change the rules of the game when it comes to the online meetings. Set some ground rules. The number one rule should always be “we are not moving office behaviours to online”. Office culture is governed by its own rules.

Synchronous meetings can be really great when they follow these 5 rules:

1. Preparation is a key

   • share an agenda ahead of time, outlining topics to be discussed and objectives. Ensure all participants have access to necessary documents or resources BEFORE the meeting.

2. Set clear expectations

   • at the start, clarify the meeting’s goals and what needs to be accomplished. Assign roles if needed (e.g., note-taker, timekeeper) if you’re not using any AI assistant

3. Manage Time Wisely

   • allocate the appropriate amount of time and stick to the allocated time for each agenda item!

   • respects participants’ time, maintains energy levels, and ensures that discussions are concise and actionable

4. Encourage Engagement

   • ensure everyone has shown their perspective on the given topic, ask open-ended questions

5. Follow Up Promptly

   • summarize key decisions, action items, and next steps in a follow-up email. Include deadlines and assigned responsibilities

The Soul of synchronous communication

In one of my previous newsletters I’ve said that writing is thinking, but sometimes prioritizing a video call for complex discussion is crucial. This approach leverages the visual aspect of communication, which is often missing in text-based interactions, and it is easier to be on the same page (especially when talking about technical solutions). You can use collaboration tools like Miro or FigJam for a whiteboard brainstorming.

Complex topics often require a deep dive into details, brainstorming, and back-and-forth dialogue. Video calls can mimic the dynamics of an in-person meeting, making it easier to engage in these comprehensive discussions.

Video calls are also great and really important in creating a better relationship between manager and an employee. It’s much better to read and understand non-verbal signals.

The holy grail of remote communication

As with everything in life, it’s about finding a balance. Both synchronous and asynchronous communication have their pros and cons. Not everything requires an immediate response.

Encourage a mix of synchronous and asynchronous communication, allowing team members to work flexibly while staying connected.

In the next issue we’re gonna dive into asynchronous communication and you’ll be able to benefit from it.