What is Synchronous Collaboration?

Synchronous collaboration is a type of collaboration where two or more people work on the same thing, e.g., a document, at the same time, in real-time. This can be done through a variety of tools, such as Google Docs, Microsoft 365, or collaborative whiteboards.

Synchronous collaboration is often used for brainstorming, editing, and proofreading documents. It can also be used for tasks such as code review and design collaboration. E.d. It’s worth pointing out that the emerging research on the use of synchronous collaboration for brainstorming is mixed. See our note beneath.

Here are some examples of synchronous collaborations that we perform at TakeTurns:

• The marketing team edits blog posts together in Google Docs.
• Our engineering team has performed real-time code reviews together in Gitlab (although almost all our work here is performed asynchronously).
• Our UX and design team meet to prototype UI changes in Framer.

Pros of working synchronously:

• Real-time communication: Synchronous collaboration facilitates immediate interaction among team members, which is beneficial for tasks requiring rapid decision-making or brainstorming..
• Improved coordination and alignment: Synchronous communication can help to improve coordination and alignment among team members. This is especially helpful for teams that are working on complex projects with multiple moving parts.
• Increased engagement and motivation: Synchronous communication can help to increase team members' engagement and motivation. This is because it allows team members to see and hear each other and to get immediate feedback on their work.
• Enhanced relationships and trust: Synchronous communication can help to enhance relationships and trust among team members. This is because it allows team members to interact with each other on a more personal level.

Cons of working synchronously:

• Reduced flexibility and autonomy: Synchronous communication can reduce team members' flexibility and autonomy. This is because team members need to be available at the same time in order to communicate and collaborate.
• Increased distractions and interruptions: Synchronous communication can increase distractions and interruptions for team members. This is because team members are constantly receiving notifications and messages from their colleagues.
• Technology challenges: Synchronous communication can be challenging due to technology issues. For example, team members may experience problems with their internet connection or video conferencing software. 
• Time zone challenges: Synchronous communication can be challenging for teams that are located in different time zones. This is because team members need to find a time that works for everyone to meet and collaborate.
• Cost: Synchronous collaboration can be expensive, especially for large teams or teams that are located in different parts of the world. For example, video conferencing tools can have a monthly subscription fee. Additionally, if team members need to travel to meet in person, this can also add to the cost.
• Bias: Synchronous collaboration can lead to bias, as the more dominant members in the group may tend to dominate the conversation. This can lead to a less diverse and inclusive decision-making process. 

Overall, synchronous communication has both pros and cons. It is important to weigh the benefits and drawbacks before deciding whether or not to use synchronous communication for a particular task or project.

 What the research community has found about synchronous collaboration in brainstorming and joint problem-solving

While many people associate brainstorming as a classic example of when synchronous collaboration should be used, research findings are mixed. 

One study published in the journal Human Factors found that asynchronous brainstorming groups generated more unique and creative ideas than synchronous brainstorming groups. The study also found that asynchronous brainstorming groups were more likely to generate ideas that were later judged to be more feasible and implementable.

Another study published in the journal Computers in Human Behavior found that asynchronous brainstorming groups were more likely to include the ideas of all group members, even those who were less dominant. The study also found that asynchronous brainstorming groups were more likely to build consensus and to reach agreement on a solution.

While this is a topic that merits further research, here are some reasons why asynchronous brainstorming may be more effective than synchronous brainstorming:

• Reduced pressure: Participants in asynchronous brainstorming sessions may feel less pressure to come up with ideas quickly and on the spot. This can lead to more thoughtful and creative ideas.
• Increased reflection: Participants in asynchronous brainstorming sessions have more time to reflect on their ideas and refine them before sharing them with the group. This can lead to more developed and well-considered ideas.
• Reduced bias: Participants in asynchronous brainstorming sessions may be less likely to be influenced by the dominant members of the group. This can lead to a more diverse range of ideas being generated.  Nearly everyone has been in group situations where they’ve been stampeded by HIPPOs (highest paid person’s opinion) and ZEBRAs (Zero Evidence but Really Arrogant).
• Increased participation: Participants in asynchronous brainstorming sessions may be more likely to participate, even if they are less dominant or less confident. This can lead to a more inclusive and collaborative brainstorming process.

Overall, the research on asynchronous brainstorming is still in its early stages. However, the available evidence suggests that asynchronous collaboration may be a more effective way to generate creative and innovative ideas.  Some research worth checking out includes:

• Michinov, Nicolas, and Corine Primois. "Improving productivity and creativity in online groups through social comparison process: New evidence for asynchronous electronic brainstorming." Computers in human behavior 21.1 (2005): 11-28.
• de Vreede GJ, Briggs RO, Reiter-Palmon R. Exploring asynchronous brainstorming in large groups: a field comparison of serial and parallel subgroups. Human Factors. 2010 Apr;52(2):189-202. DOI: 10.1177/0018720809354748. PMID: 20942250.
• Paulus, P. B., Korde, R. M., Dickson, J. J., Carmeli, A., & Cohen-Meitar, R. (2015). Asynchronous Brainstorming in an Industrial Setting: Exploratory Studies. Human Factors, 57(6), 1076-1094. https://doi.org/10.1177/0018720815570374
• Kaweesa, Dorcas V., et al. "Evaluating Idea Quantity and Variety When Using Digital Collaboration Tools to Support Brainstorming in Non-Collocated Teams." International Design Engineering Technical Conferences and Computers and Information in Engineering Conference. Vol. 59216. American Society of Mechanical Engineers, 2019.

Here are some tips for using synchronous communication effectively:

• Plan ahead: If possible, schedule synchronous communication sessions in advance. This will give team members time to prepare and to make sure that they are available at the scheduled time.
• Develop a synchronous collaboration policy and guidelines: Many organizations just ‘jump right in,’ moving too quickly without outlining the roles, responsibilities, and expectations for the participants can lead to #CollaborationDisasters. For especially high-pressure or fraught synchronous collaborations, defining not just the goals and objectives but also how the team members ought to behave is crucial for getting the best results. 
• Set a clear agenda: Have a clear agenda for each synchronous communication session. This will help to keep the session on track and to ensure that all of the important topics are discussed.
• Be respectful of everyone's time: Be mindful of the fact that everyone's time is valuable. Try to keep synchronous communication sessions as focused and efficient as possible.
• Take breaks: It is important to take breaks during synchronous communication sessions. This will help to reduce distractions and to improve focus.
• Use a variety of tools: There are a variety of synchronous communication tools available, such as video conferencing, instant messaging, and collaborative whiteboards. Choose the tools that are best suited for the task or project at hand.

And finally, perhaps the biggest tip of all

• Don’t force fit synchronous collaboration: There are a wide variety of scenarios where synchronous collaboration is impractical or doesn’t fit your business scenario–i.e. when you collaborate with external stakeholders. In fact in those circumstances you're much better off using asynchronous collaboration approaches.