8 Tools To Help Build An Efficient Asynchronous Workflow

• With the right asynchronous work tools, everything from task management to video conferencing and note-taking flows and works seamlessly.
• Slack boasts that using the app reduces emails by 32% and meetings by 27%, which could be a major benefit for teams looking to cut down on unproductive activities.
• The Microsoft Teams app gained major traction throughout the years of 2020 and 2022, rising from 75 million daily active users to 280 million in this two-year time span.

As the popularity of hybrid work persists, and a wave of AI-driven automation sweeps through workplaces, more professionals are turning to asynchronous tools to collaborate.

Good asynchronous work tools allow for more efficient and safe digital communication without the need for a real-time interaction between teammates — making it easier for teams to work together despite geographical and scheduling challenges. 

These tools also help ensure that organizations have the bandwidth to better manage large collaborative tasks, regardless if they are part of a small- or medium-sized team, or part of a much larger organization. With the right asynchronous work tools, everything from task management to video conferencing and note-taking flows and works seamlessly.

The following is a breakdown of popular asynchronous work tools to consider for your organization’s needs. 

1.Zoom

Zoom helped herald in a new era for remote and hybrid work policies around the globe. During the COVID-19 pandemic, the app recorded a 2,900% increase in meeting participants, according to data analysis published by Business of Apps. The company has capitalized on this success: it’s reported that Zoom generated $4.3 billion in revenue last year — a 7.3% increase year-over-year.

At the Zoomtopia 2023 event, the company unveiled its vision for the future of work, which places an emphasis on hybrid collaboration and new AI-driven enhancements for its software. One of those is called “Zoom Docs,” an AI-powered collaborative workspace with “Zoom AI Companion” capabilities that will allow the software to help edit, summarize or query information for team members. 

Another notable Zoom software feature, “Zoom Clips,” also promotes asynchronous communication by allowing users to share short-form videos with team members across time zones — which could enhance collaboration efforts within international teams. 

2. Calendly

Calendly is a great tool if team members often struggle to reach a consensus on meeting times and dates. The software is a scheduling automation platform designed to streamline the process of setting up meetings and appointments. 

According to Contrary Research, Calendly “has over 10 million users worldwide, and 200 million meetings have been scheduled using Calendly as of 2022.”

Its primary purpose is to eliminate the back-and-forth emails typically required to find a suitable time for a meeting or event, and is often used by freelancers. With Calendly, users can set their availability preferences, and then share a link with others, allowing them to pick a time that works for both parties based on the user’s availability. 

Calendly Routing, a more recent feature, efficiently routes sales leads from your company website to Calendly accounts. This way, sales team members can see who has scheduled meetings with potential leads, and potential clients or customers can be routed to the best sales representative depending on factors like geographic location or industry knowledge.

3. Microsoft Teams

The Microsoft Teams app gained major traction throughout the years of 2020 and 2022, rising from 75 million daily active users to 280 million in this 2-year time span, according to a data analysis on Microsoft Teams published by DemandSage. 

If your company has made the switch from Zoom to Teams, you are not alone. In fact, the app’s usage even surpassed that of Zoom during February to June of 2023, as reported by Business of Apps. 

Integrated with Microsoft 365, the software suite serves as a hub for teamwork and collaboration efforts across thousands of organizations globally. Users can create channels for specific topics, engage in direct messaging, conduct video conferences, and make audio calls. 

Microsoft Teams is best known for integrating with all Microsoft Office apps for real-time collaboration on files and offers third-party app integrations, task management and advanced security measures. With capabilities like meeting recordings, whiteboard integration, and workflow automation, Teams provides a unified solution for organizations to streamline their operations and stay connected.

Like “Zoom Clips,” the Microsoft Teams app also allows users to send video clips up to a minute long within conversations.

4. Slack

Slack is a collaboration tool that offers features to streamline communication and collaboration within organizations. Slack launched in 2014 and quickly reached a unicorn-like status, gaining 15,000 users by its second active week and a company valuation of $2.8 billion the following year, according to Business of Apps. Now, the company hosts 18 million daily active users and it is reported that around 156,000 organizations currently use the app.
The company boasts that using the app reduces emails by 32% and meetings by 27%, which could be a major benefit for teams looking to cut down on unproductive activities.

Some of the features include file sharing, voice and video calls, workflow automation, and data encryption. It also is able to integrate with other useful collaborative business tools like Google Drive, Github, Asana, Zapier, and Salesforce. 

Slack also has a feature where users can record and share video clips up to five minutes long, similar to Zoom and Microsoft Teams.

5. Trello

Trello acts like a virtual bulletin board, where team members can stay organized by keeping tabs on who’s assigned which task. The customizable board acts as a central hub for project management, enabling team members to asynchronously share files, and even status updates of individual tasks — simply by dragging them or making on the fly edits to a project card for other users to see and interact with.

In 2019, Trello hit a 50 million user milestone, and since then it’s shown no sign of slowing down.

6. Asana

Another task and project management tool that allows teams to assign tasks, set deadlines, and collaborate asynchronously is Asana. As of 2023, the company reported having over “139,000 paying customers and millions of free organizations in over 200 countries and territories.” Additionally, the company reported growing exponentially, at 45% year over year. 

Asana is a task and project management software that helps teams organize, track, and manage their work — an asynchronous tool similar to Trello. The software is available for free for teams of up to 15 users and facilitates asynchronous work by allowing team members to assign tasks, set deadlines, and communicate on specific projects without needing real-time interactions. This ensures clarity on responsibilities and progress, making remote and flexible work more efficient.

7. Loom 

Another useful tool that limits unnecessary meetings is Loom. The service was recently purchased by Atlassian (the developers of Trello) in 2023 for $975 million. The software offers features like screen sharing, video annotations, and other basic video editing features — all designed for asynchronous team collaboration. 

The platform allows users to record and share video messages with teammates, eliminating the need for a real-time meeting. It’s also fully customizable, so you can add tasks, call to actions, comments, and even emojis to your Loom video.  

8. Vidcast

Like Loom, Vidcast is centered around asynchronous video communication, offering tools for presenting, responding, and even conducting interviews. 

According to Vidcast, there are many ways to boost productivity. With a simple video, a company can make important organizational announcements, share team updates, efficiently onboard new members, and even provide customer support. 

The workforce has seen greater acceptance of hybrid work models, and with these changes, the reliance on asynchronous tools has grown exponentially. These tools — ranging from video conferencing services like Zoom to task management platforms like Asana and Trello — enable professionals to collaborate efficiently without the constraints of real-time interactions. They also address the challenges posed by geographical disparities and varied schedules, ensuring seamless communication and task management. 

Additionally, the integration of AI-driven features reveal that the investment and importance placed into these collaborative tools is increasing. The rise of asynchronous communication in the workforce suggests that the future of collaborative work will not just be about real-time video meetings, but will lean heavily on offering flexibility and inclusivity.