Async vs Sync: When to Meet and When to Write It Down

The Async-First Decision Framework

Before scheduling any meeting, run through these questions:

1. Is this sharing information? → Write a document.
2. Is this gathering feedback? → Use async comments on the document.
3. Is this brainstorming? → Start async (each person adds ideas), then a short sync to converge.
4. Is this a difficult conversation? → Sync meeting. Don't have hard conversations over text.
5. Is this team bonding? → Sync meeting. You can't build culture purely async.

When Async Wins

• Status updates (replace standup meetings)
• Project proposals and RFCs
• Code reviews
• Announcements
• Documentation

When Sync Is Necessary

• Performance reviews and 1:1s
• Crisis/incident response
• Complex decision-making with tradeoffs
• Team social events
• Onboarding new team members