Asynchronous schedule: all you need to know to make it work

Are some of your employees work in the morning while others open their laptops in the afternoon? Then, you belong to the increasing number of companies that have adopted asynchronous schedules for their teams. What is this working model? What are the pros and cons? How do you make sure you get the most out of it while minimizing the few downsides? While flexible timetables remove the frame of working hours, having a clear asynchronous work policy is fundamental to ensure efficiency. We share with you all you need to know about this working system and how to guarantee your coworkers and your business benefits. Are you ready to embrace another level of flexibility and a modern way of working?

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Asynchronous schedules explained

Definition of an asynchronous schedule

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When a company allows asynchronous schedules, employees are not working simultaneously. It is mainly based on the concept of flexitime. Elena might work in the morning while Mark plugs his laptop at night, and Alex is connected at different moments of the day with breaks in between. Why do organizations switch to this working model? The reasons are various. It can be because they collaborate with people located in multiple time zones, they aspire to foster a people-centric approach in your workplace, they want to enhance efficiency, etc.

Asynchronous and remote work practices: same-same but (very) different

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Very often, working asynchronously is associated with the idea of working remotely. However, this is half true. Asynchronous schedules focus more on time than location flexibility. Therefore, they don’t only apply to remote employees. You can also allow asynchronous work practices even if your staff works in the office most of the week and all live in the same time zone. For example, hospital people have mostly asynchronous calendars, although their jobs cannot be done anywhere else.

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🎬 Learn how we can support your hybrid work environment in this less than two-minute video about the features of the deskbird app!

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Benefits and challenges of flexible timetables

The reasons why companies are embracing asynchronous schedules

Reduced office costs

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Allowing your staff to adopt asynchronous schedules means fewer employees are in the office simultaneously. This enables you to downsize your physical office space. This reduction in space directly translates into lower rent, utility, and maintenance costs, as a smaller footprint accommodates a rotating workforce while preserving operational efficiency. Consequently, you can save a significant amount of money by minimizing your office-related expenditures.

Increased efficiency and productivity

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Being “in the flow” is the ultimate goal for anyone who wants to get things done efficiently and effectively. The good news is that one of the greatest perks of enabling desk workers to have async calendars is the impact it can have on their workflow. Adapting their schedules to their needs and productivity peaks allows them to have longer periods without interruption. They can, therefore, focus better and be more productive.

More aligned with flexible work practices

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Asynchronous schedules are like the natural extension of a hybrid work model. If you already let your staff work from anywhere, meaning they can be based in any part of the world, they are more likely to work in different time zones. Asynchronous work complements hybrid work by allowing employees to work outside standard hours, often remotely.

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Fewer online meetings

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When working asynchronously, the number of team meetings automatically decreases. This fosters better and more transparent communication through written updates and collaborative platforms. This shift focuses on substantive work rather than time-consuming meetings, boosting productivity. Companies benefit from a more efficient workflow, while employees enjoy uninterrupted work periods and a healthier work-life balance.

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👋 Learn more about asynchronous collaboration!

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Higher employee satisfaction and morale

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One of the main advantages of asynchronous schedules is that they are the most people-centric approach to work. First, they play a key part in achieving a better work-life balance. For example, if your colleague Mark requires a medical appointment but the only spot available is during usual working hours, he can book it and adjust his work schedule. Second, they adapt to your team members’ personalities and needs. For some people, getting into the flow in the morning might be easier, while others are night owls who thrive in the evening. Such flexibility offers many advantages and indeed improves employee satisfaction and morale.

Wider recruitment opportunities

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Asynchronous schedules free you from geographical and time zone constraints and allow you to tap into a global talent pool. This flexibility means you can hire the best candidates irrespective of their location, significantly broadening the search for specialized skills and diverse perspectives. Such a strategy enriches your workforce and gives your company a competitive advantage in the global market.

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The challenges asynchronous timetables include:

Slower communication

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Asynchronous communication has many benefits, but it also includes some downsides. For example, people may take longer to answer, which can delay their colleagues’ progress. For this reason, some clear guidelines must be followed to ensure that asynchronous work boosts efficiency and not the opposite. We discuss this aspect a little below.

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Delayed decision-making

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Another negative impact of not having everybody working simultaneously is the time between the first interaction and the moment to make a concrete decision. Again, implementing a rule indicating the maximum time an employee has to answer an e-mail or watch a recording is a must.

Weaker connections between team members

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Interacting with the same people daily undoubtedly helps with team bonding. This is one of the challenges when allowing asynchronous schedules. Your team members might not see each other that often and, therefore, be less close to their colleagues. This directly impacts the sense of community and belonging in the workplace. This aspect must be considered as it plays a key role in employee overall morale, mental health, and satisfaction.

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👉 Check out our amazing team bonding ideas for outdoor, indoor, and online events!

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Recommendations for a successful asynchronous schedules implementation

Creating a strong culture of trust and autonomy

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Without trust, asynchronous schedules cannot work. Employers and managers must trust their team members, and coworkers must trust each other. When you don’t see your colleagues regularly and don’t collaborate simultaneously, you have to trust that they do the job they are expected to do—no need to say that micromanagement is not an option in such a flexible working environment.

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💜 Read more on the importance of trust in the workplace.

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Working with people who enjoy and understand the perks of work flexibility

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During the recruitment process, double-check your candidates’ views on flexibility at work. Is it something that they value? Do they understand the perks it brings to them and the workplace? Are they reluctant or comfortable working asynchronously? If they value more traditional ways of working, it might be very difficult for them to thrive in such an environment.

Training managers to work with asynchronous teams

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Managing an asynchronous team differs fundamentally from coordinating a synchronous team and requires some specific skills due to the lack of simultaneous work hours. For example, leaders must focus more on setting clear goals, tracking deliverables, and ensuring effective communication across different time zones rather than overseeing day-to-day activities. An essential aspect of succeeding in asynchronous management is fostering an environment where trust and results are prioritized over conventional work hours.

Create an asynchronous work policy and share clear guidelines

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While asynchronous work removes the classic framing of working hours and schedules, it requires a well-designed and transparent policy to succeed. For example, in such a working environment, some meetings might not be mandatory for all your employees as soon as they watch the recording later on. However, you need to ensure they watch it and not forget about it. Deciding on a deadline for viewing the video enables you to ensure everyone is aware of the meeting content and aligned.

Equipping your staff with technology supporting asynchronous collaboration and communication

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Technology and digital tools are the backbone for communication and collaboration in an asynchronous work environment. It allows teams with flexible working hours and calendars to work together efficiently without being connected simultaneously or being in the same room. Among other purposes, these tools:

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• support the sharing of information in an organized manner;
• help manage projects regardless of working times;
• protect your digital workspace from cyberattacks;
• maintain a sense of belonging among the team.

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📆 Start a free trial of the deskbird app to give your employees more flexibility with workspace booking and week planning while saving costs!

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Essential tech tools for teams with flexible timetables

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Digitalization is why such work flexibility is possible and can be effective. But what are the most important technologies to have by your side when jumping into the world of asynchronous work? Some of the key tech tools you need if you want this working model to succeed include:

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• A digital scheduling system;
• asynchronous communication platforms;
• project management tools;
• cloud-based document-sharing software.

How deskbird supports you in managing async work schedules

Week planning

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The deskbird week planning feature is an essential functionality for any asynchronous workforce. It allows you and your team members to observe who works where and when. You can better understand who is working in the office and at what time, making it easier to arrange a team meeting. It also helps organizing your schedule by giving a clear idea about when your colleague will be online and probably able to answer.

Desk and room booking

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Whenever your team members are working from 6 a.m. to 3 p.m. or from 11 a.m. to 8 p.m., our tool helps you ensure they can access the workspace they need when working in the office. Plus, if they have to work synchronously with their colleagues, our room booking system guarantees they get the collective space they need to conduct their meetings efficiently.

Office event scheduling

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Your employees might not see each other a lot with asynchronous schedules. The deskbird app is equipped with an “office event” feature to support you in organizing social gatherings for your teams and make sure they have opportunities to bond. Each event appears on their calendars so they don’t miss a chance to meet their colleagues and spend quality time together!

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Asynchronous scheduling offers a transformative approach to modern work. It gives workers the flexibility they crave while allowing them to operate more efficiently and enabling you to tap into a worldwide talent pool. When supported by a culture of trust and suitable async work technology, it can significantly improve productivity, job satisfaction, and work-life balance. Managers and employees must be equipped with the right digital tools to harness the potential of asynchronous timetables fully. 

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Request a free demo of the deskbird app to discover the perks of using a workspace booking system and pivotal features to enhance flexibility and collaboration!

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Sources:

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• Asynchronous Work: What It Is and How to Make It Work for Your Team, Lattice.
• What is asynchronous work? 8 best practices for more efficient teams, switchboard.
• Why you should be working asynchronously, Remote.

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