Here are the thoughts I shared on LinkedIn for why my team and I prioritize asynchronous communications.
Most meetings should have been an email.
Gathering people can be time consuming and expensive.
I require 4 C’s in meetings: Connect, Communicate, Collaborate, and Create.
If a meeting doesn’t have all 4, I cancel it.
As my team has grown, we now work different time-zones and shifts.
As their leader, I adapted and mastered asynchronous communications (chat, tickets, email, and more).
Due to asynchronous, my team has grown outside traditional boundaries, and we have flourished.
So yes, when synchronous communication is required, I insist all 4 C’s be achieved!
Otherwise, the meeting is an email.
Over time, I’ve refined my approach to meetings and identified the essential elements that make them productive. I call these elements the four Cs of meetings: Connect, Communicate, Collaborate, and Create. Over 70% of my team is based overseas, and I often sleep when they work and vice versa. Mastering asynchronous communications has become essential for me over the years.
However, there are times when synchronous communication is necessary, and that’s when I insist that all four Cs be achieved. But what exactly are these four Cs, and how did I develop them? Below, we go beyond the soundbite of a LinkedIn post and dive deeper into my thoughts on the 4-Cs of a Meeting.
The 4-Cs of a Meeting
Effective meetings are the backbone of any successful organization, and the 4-Cs are the key to making them happen. Understanding and implementing these four essential elements can transform your meetings from time-wasting gatherings to productive and engaging sessions that drive results. Let’s look at each of the 4-Cs and define them.
- Connect: Establishing a personal connection with the people involved, whether it’s building trust, rapport, or simply getting to know each other.
- Communicate: Conveying information, ideas, and expectations clearly to ensure everyone is on the same page.
- Collaborate: Working together to achieve a common goal, share knowledge, or solve a problem.
- Create: Generating new ideas, solutions, or outcomes that wouldn’t have been possible without the meeting.
Asynchronous Tools
A meeting’s objective should include each of these four components. If one of these components is missing, the meeting can likely be handled asynchronously, eliminating the need for a real-time gathering. Some examples of asynchronous communication means we use include:
- Email and messaging apps (e.g., email, phone texting, Slack)
- Collaborative documents and project management tools (e.g. shared Google docs, project management tools, wiki updates)
- Pre-recorded video and audio messages (e.g. recorded video messages, voicemails)
- Online forums and discussion boards (e.g. shared messaging boards, online forums)
As a result, I’ve found that working with almost 80% of my communications being asynchronous has become a reality. This approach has helped me streamline my communication and maximize my time. By leveraging asynchronous communications for 80% of my interactions, I can conserve in-person and virtual meetings for high-stakes and high-value conversations that demand the four Cs – Connect, Communicate, Collaborate, and Create – while efficiently handling routine and transactional communications more flexibly and self-paced.
The 80/20 Rule
Interestingly, this ratio aligns with the Pareto Principle, also known as the 80/20 rule, which states that approximately 80% of results come from 20% of efforts. This principle holds in many areas of business and life, and it’s fascinating to see it play out in my communication patterns.
In this case, the 20% of synchronous communications — where interactions happen in real-time, such as phone calls, video conferencing, or in-person meetings — yield a disproportionate amount of value. This is particularly true when building relationships with key stakeholders such as partners, employees, contractors, vendors, and clients.
By focusing on high-touch, high-value interactions, I can maximize the impact of my communications while still leveraging the efficiency of asynchronous methods for most of my interactions. This approach allows me to make the most of my time and energy while nurturing the relationships critical to my business.
Examples of Synchronous Meetings
For example, I have found that 1:1 meetings with my team members are better synchronous via Zoom or in person. When someone depends on you for their income, and you rely on them to be productive, seeing each other’s facial expressions and demeanor helps improve communication.
Another example is when clients do not appreciate asynchronous communication as much as you do. In those cases, the same applies to 1:1s, except in reverse, where I represent the business that depends on their income. When you work with a key client, you prioritize their needs, including adapting to their communication style, even if it means deviating from your preferred approach. I can build trust and strengthen our working relationship by being flexible and accommodating.
However, my long-term goal is always to educate and empower clients to appreciate the benefits of asynchronous communication. By doing so, we can work more efficiently and effectively together, and they can reap the rewards of faster response times, reduced costs, and increased productivity.
If a client is unwilling or unable to adapt to asynchronous communication, it may impact our pricing or the scope of our work together. Sometimes, it may even mean that we’re not the best fit for each other, and it’s okay to part ways. By prioritizing clients who share our values and approach to communication, we can build stronger, more sustainable relationships that benefit everyone involved.
Summary of the 4-Cs of a Meeting
As someone who has mastered asynchronous communication, I’ve found that it’s essential for maximizing productivity, efficiency, and flexibility. By leveraging asynchronous tools and methods for 80% of my interactions, I can conserve in-person and virtual meetings for high-stakes and high-value conversations that demand the four Cs – Connect, Communicate, Collaborate, and Create.
While synchronous communication is still necessary in certain situations, asynchronous communication is a viable option for many businesses and individuals. By adopting this approach, others can streamline communication, prioritize high-value interactions, and build stronger, more sustainable relationships.
