Embracing Asynchronous Communication in UX Teams
How to Fight Zoom Fatigue And Increase Your Impact
Summary: This article discusses asynchronous communication in UX, particularly in remote and hybrid work settings. It discusses how methods like Loom videos and newsletters can enhance inclusivity and efficiency, reducing the need for excessive meetings. The article examines both the advantages and the challenges, and concludes with practical steps on how to effectively integrate asynchronous communication in our practice.
The rise of hybrid and remote work models in UX has significantly altered the way teams work and communicate. While these models offer undeniable benefits like flexibility and talent pool expansion, they also present the challenge of synchronous communication overload. Endless online meetings, last minute video calls, and constant "quick check-ins" fragment focus, impede deep work, and create a sense of perpetual immediacy. For example, multiple studies have shown that Zoom fatigue is real and can have detrimental physical and cognitive effects (e.g., Shoshan & Wehrt, 2022).
This article proposes asynchronous (async) communication as a potential solution to this challenge. Drawing from my experience at a fully distributed UX company and existing research, I discuss the benefits and challenges of employing asynchronous methods within UX teams (and beyond).
From Zoom Fatigue to Async
Traditionally, UX teams relied heavily on synchronous interactions for collaboration, feedback, and knowledge sharing. For example, most Design and Research teams have regular rituals as well as ad hoc meetings. However, the limitations of this approach in remote settings have become increasingly apparent. Teams are overwhelmed with endless meetings and little focus time — which is essential in UX roles.
I had come across async working before the pandemic but I never had a chance to experiment with it and apply to my work until I joined Oyster, a fully distributed UX company with colleagues in hundreds of countries and different timezones… This presented a unique challenge; I had to adapt existing workflows and ingrained collaboration habits to a mostly async approach, which required careful consideration and strategic implementation.
While keeping some essential meetings such a UX Research Review sessions and 1-to-1s, we started creating the following async content:
"UX-plorations": monthly engaging Loom videos where UX Researchers share updates, insights, and ideas in a dynamic, YouTube-inspired format. It took a while to find our feet and create a more professional looking video but from the start our updates were well received by the Product team and the wider company. Stakeholders can watch them in their own time and leave comments to further engage with our team. Many of our collaborations started as a result of those updates. It’s also a great way to reach the C-Suite, who usually can’t attend regular UX Research meetings! Two years of UX-plorations blossomed into a company-wide movement, with even more teams adopting this form of communication instead of scheduling more meetings!
Collaborative documents: This is less innovative but working on documents asynchronously is a way to encourage brainstorming and knowledge sharing without the pressure of instant response.
Dedicated async channels: Tools like Slack or MS Teams are important when working async and allow for focused discussions and feedback loops at everyone's convenience. They replace unnecessary meetings and encourage colleagues to share regular updates on the projects they work on. Meetings still happen but only if it’s necessary.
Benefits of Async Communication
Inclusivity and accessibility: Our team has multiple neurodiverse members and that’s something I really care about. Async methods level the playing field for diverse individuals. Neurodiverse team members, introverts, and those in different time zones can engage at their own pace, review information as needed, and contribute thoughtfully without the pressure of real-time interaction. Research by Das and colleagues (2021) also supports this, suggesting that async communication can benefit neurodiverse individuals by allowing for more time to digest information.
Quality of communication: The deliberate nature of asynchronous communication encourages clearer and more thoughtful communication. Crafting written or recorded messages requires planning and organisation, leading to more articulate and concise communication, reducing misunderstandings and improving overall communication effectiveness.
Efficiency and meeting reduction: My team alone eliminated more than 1 thousand meetings in 2023 thanks to asynchronous methods, freeing up valuable time for focused work and creative exploration. Research has also shown that async communication can significantly reduce the time teams take to complete tasks.
Wider audience engagement: Unlike time-bound meetings, async content reaches a broader audience at their convenience. This ensures everyone stays informed and avoids crucial information gaps, resulting in a more cohesive and connected team environment. In addition to this, busier stakeholders and decision makers are more likely to engage with the information shared.
Creativity and engagement: Async formats are not confined to dry text messages. Visuals, storytelling, and interactive elements can be incorporated to make content engaging and stimulate new ideas. What would you rather watch? A 1 hour powerpoint presentation as part of a meeting or a 15 minute YouTube style video?
Challenges and Considerations
Like everything, asynchronous communication isn’t without challenges:
Adjustment and learning curve: Shifting from a culture of instant responses to one where delayed feedback is the norm requires effort and training. Clear guidelines and expectations are crucial for successful implementation.
Time and effort for content creation: Producing high-quality async content like videos or well-written documents demands time and skill. In particular, recording video often requires multiple takes and editing before being shared, a process that takes considerable time and effort. Companies should invest in training and tools to support content creation. For example, training in asynchronous working is part of the onboarding at Oyster.
Sometimes multiple takes are needed! Screenshot from a recent attempt that was interrupted by my cat, Alfred. Recording yourself can be awkward: Recording video or audio of oneself is not something that comes natural to most people. It took me months to start feeling more comfortable recording async messages and sharing them with others, especially as they started reaching a wider audience. The good news is that it gets easier the more you do it!
Cultural shift: Integrating async communication into an organisation's culture, particularly one heavily reliant on synchronous methods, requires buy-in from all levels. Open communication, leadership support, and gradual implementation are essential for smooth transition.
Information overload: Async content can pile up, leading to information overload and difficulty in prioritising messages. Clear guidelines for communication channels and content types can help.
Technical barriers: Access to reliable technology and digital literacy are essential for effective async communication — even though the same can be said for synchronous remote meetings. Ensuring everyone has the tools and training necessary is crucial.
It has limits: Not everything can be replaced with async methods. For example, most of our attempts for asynchronous workshops have been failures or not as engaging as a live version. A hybrid approach is more successful but that’s a topic for a different post!
How to Embrace Async Communication
If you’re suffering from Zoom fatigue and looking for a solution, you can try adding some async working to your routine. Here are some tips to get things started:
Start small by replacing low-risk updates and discussions with async methods.
Advocate for clear, concise, and well-structured communication in async interactions.
Embrace creativity by experimenting with different formats and elements to make your content engaging and informative.
Lead by example by demonstrating effective async communication within your team.
By embracing async communication, we can move beyond the tyranny of back-to-back meetings and unlock a future of deeper focus, more inclusive engagement, and enhanced creativity. Remember, a balanced approach is key. Don't abandon synchronous interactions entirely, but use them strategically for targeted purposes.
Do you use async communication methods in your company? I’d love to hear more about your experience with them!
This is the last article of the year, and what a year it's been! Thanks everyone for your support and encouragement. I'm taking a week off next week to recharge and celebrate with my family, but I'll be back on the 5th of January, excited to continue our journey together. Happy holidays (if you celebrate) and see you soon!