Async First: How to Write Updates People Actually Read

Async First: How to Write Updates People Actually Read

ByEvan Parker

Imagine this: you’re working heads-down on a big release, juggling code reviews, a couple of meetings, and a kid with a suspiciously quiet crayon. Slack is blowing up, DMs are piling up, and status updates… well, they’re scattered somewhere between “I’ll send it later” and “Wait, what was that thread again?” Sound familiar?

I used to think async updates were just a fancy way to avoid meetings. Turns out, they’re the glue that keeps distributed teams sane—and productive.

Why Async Updates Matter (and Why They Often Suck)

Async-first communication isn’t just a remote buzzword—it’s a survival skill. Done right, it:

  • Keeps everyone in the loop, no matter their time zone
  • Reduces noisy context-switching and “Hey, quick question…” interruptions
  • Makes tracking risks and blockers a breeze

But let’s be honest: Most async updates are either:

  • Wall-of-text rambles nobody reads
  • Vague, cryptic one-liners (“Working on stuff, no blockers”)
  • Or buried in random channels and private DMs (good luck tracking anything!)

After a few too many “Did anyone see my update?” moments, I decided to overhaul my async game. Here’s what actually worked—no corporate-speak, no endless formatting, just practical stuff that sticks.

My Real-Life Async Update Makeover

Last year, my team scaled from 5 to 18 in three time zones. Chaos ensued. We were shipping features fast, but nobody knew exactly what was shipping, or when. Risks went unnoticed until they exploded.

So, I tested a new async update flow: short, structured, and predictable. Within two weeks, our “wait, what’s the status?” messages dropped by 80% (yes, I counted). Here’s how I set it up—and how you can too.

Step-by-Step: Async Updates That Don’t Suck

  1. Pick a Consistent Time and Channel
    Don’t randomly drop updates. Set a schedule (e.g., daily by 4pm UTC, or every Mon/Wed/Fri). Use one channel—not personal DMs or scattered threads. Example: #project-status or #team-updates.
  2. Use a Simple, Repeatable Template
    No need for Notion masterpieces. Just copy-paste and fill in. Here’s the template my team uses:

    What I did:
    What’s next:
    Risks/blockers:
    Help needed:

  3. Flag Risks Visibly
    If something’s at risk, call it out—don’t bury it. Use bold or an emoji (🚩 is my go-to). If urgent, add @here.
  4. Keep It Short, But Not Cryptic
    Aim for 3–5 lines. If there’s real complexity, link to a doc or ticket for details.
  5. Escalate Synchronously (When Needed)
    If you’re blocked and async isn’t cutting it, say so: “If unresolved by noon, I’ll ping for a call.” This sets clear expectations and keeps things moving.

Async Update Cadence: What Actually Works?

Here’s a quick table based on my experiments (and yes, I’ve tried daily, weekly, and everything in between):

Team Size Update Frequency Format Extras
Solo / Pair Weekly Short summary Flag blockers only
3-8 people 2-3x/week Template (see above) Highlight major risks
9+ people Daily (Mon–Fri) Structured template + links Escalation plan noted

Async Update Checklist (15-Minute Version)

  • Pick your async update time (put it on your calendar!)
  • Choose your channel (make it the single source of truth)
  • Copy-paste your template
  • Fill in the blanks—honestly, not just “all good”
  • Flag any risks or blockers with 🚩 or bold text
  • If you need help, ask—don’t just “FYI” your problems
  • Link to docs or tickets for context, not in the update itself
  • Set a time to escalate synchronously if needed

Tools and Templates That Save Time

I’ve tried a bunch of tools, but these are the ones I keep coming back to:

  • Geekbot (Slack): Automates async standups with templates and reminders.
  • Range: Great for structured check-ins, integrates with tools like Jira and GitHub.
  • Threads (for async-first teams): Cleaner, more organized discussions than Slack channels.
  • Google Docs/Notion: For shared status docs (especially for cross-team updates).
  • Zapier: Auto-post reminders to Slack or Teams, so nobody “forgets.”

Copy-and-Go Async Update Template

Today I worked on:
Tomorrow I’ll tackle:
Current risks/blockers:
Help needed / Questions:

Tip: Use bold or emojis for anything urgent. Keep it under 7 lines—if it’s longer, link out.

When to Switch from Async to Sync

Async is great, but it isn’t magic. Here’s how I decide it’s time to jump on a call:

  • You’ve posted the same blocker 2+ updates in a row with no progress
  • There’s a decision that needs real-time discussion (trade-offs, priorities, etc.)
  • Emotions are heating up—async rarely cools down a tense thread
  • Stakeholders need clarity fast (e.g. “Is this launching or not?”)

When in doubt, set a “sync escalation” trigger: “If no response by 2pm UTC, I’ll propose a 15-min call.” This keeps things moving, but respects everyone’s time.

Links and Further Reading

In my experience, async updates are less about fancy tools and more about building a habit. Block 15 minutes, use a template, and be honest—your future self (and your team) will thank you.

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