7 tips on running effective asynchronous standup meetings

As Agile teams continue to work in remote and distributed settings, the traditional, synchronous standup meetings sometimes prove difficult to execute. Differences in time zones, interruptions in personal schedules, and other logistical challenges can create obstacles for smooth communication and collaboration. One increasingly popular solution is moving to asynchronous standup meetings. Asynchronous standups allow team members to share their updates and blockers at their own convenience within a predefined window, thus maintaining the Agile communication without the need for real-time interaction.

However, effectively running asynchronous standup meetings requires a different set of best practices compared to their synchronous counterparts. Here are some strategies for ensuring your asynchronous standups are efficient, productive, and inclusive.

1. Choose the Right Collaboration Tools

Since asynchronous standups rely heavily on technology, it's crucial to choose a reliable and intuitive collaboration tool that fits your team's needs. If your team is currently running on Slack, StandupWizard is a powerful app that helps you manage all aspects of an asynchronous standup, directly in Slack.

2. Establish a Consistent Structure for Updates

To keep communication clear and to the point, maintain a standard structure for updates. Most teams stick to the three core questions: What did I complete since the last standup? What will I work on before the next standup? Are there any obstacles in my path? Other teams will also opt for additional questions such as: How am I feeling today? Questions like this can track down and help tackle burnout before it becomes a larger issue.

3. Set Clear Expectations on Timeframes

Define a specific timeframe within which team members are expected to post their updates and read others' updates. This creates a sense of structure and allows time for any questions or clarifications that may arise. It also allows other team members to step in and help unblock any obstacles early on.

4. Encourage Engagement

While asynchronous standups provide flexibility, they can sometimes lead to a decrease in engagement if not handled properly. Encourage team members to not only post their updates but also read and respond to others. This maintains the element of collaboration and team spirit. You can also add other fun questions to your standup that can help foster that engagement such as: What was the last thing that made you laugh? What did you have for breakfast / lunch today?

5. Foster an Environment of Trust and Respect

In an asynchronous setup, it's crucial to foster a culture where team members trust each other to fulfill their responsibilities without constant monitoring. Respect for each other's time and personal schedules should be paramount. You should also always feel comfortable following up and replying to any other team member's standup report, if applicable.

6. Keep a Record

Asynchronous standups also helps improve team flexibility. Not every team member necessarily works on the same schedule so finding a convenient standup time is not an easy task. Moving to an asynchronous standup allows you to keep that flexibility for your team as each team member can post their update at a time that accommodates their working schedule. Using a tool like StandupWizard also maintains a historic record of all reports to easily look back on and action items, if needed.

7. Remember the Human Touch

While leveraging technology, don't forget the human aspect of standup meetings. Encourage team members to share not just work updates but also personal wins or challenges, fostering a supportive team environment. Adding additional "fun" questions as mentioned in #4 can also help here.

Asynchronous standups offer many advantages for remote Agile teams, but their success lies in how effectively they're implemented and managed. By adhering to these best practices, your team can enjoy the benefits of Agile communication and collaboration, despite geographical barriers and differing schedules.