Async collaboration for traditional teams: What it is and why it works

Traditional industries—like manufacturing, logistics, and operations—often rely on meetings, phone calls, and email to coordinate work. While familiar, these tools can slow down progress, create miscommunication, and leave team members feeling stressed.

Async (asynchronous) collaboration offers a different approach: team members contribute and communicate on their own schedule while keeping projects moving. In this article, we’ll explain what async collaboration is, why it works for traditional teams, and how Backlog supports it.

What is async collaboration?

Async collaboration means team members work and communicate without needing to be online at the same time. Unlike real-time meetings or phone calls, updates happen when it’s convenient for each person.

Key elements:

• Task-focused communication: Updates and questions are posted directly within project tasks.
• Clear ownership: Each task has a responsible person and deadline.
• Documentation in one place: Files, comments, and status changes are attached to tasks.
• Flexible schedules: Teams across shifts, departments, or regions can work without waiting on someone else.

Why async collaboration works for traditional teams

1. Reduces meeting overload
   Teams spend less time in meetings and more time doing actual work.
2. Improves visibility
   Everyone can see task progress, updates, and comments in one central location.
3. Supports cross-regional and shift work
   Field staff, factory teams, and remote offices can stay aligned without being online simultaneously.
4. Encourages accountability
   Each task is assigned to a person with a deadline, so responsibilities are clear.
5. Maintains context
   Discussions are linked to tasks instead of scattered across email threads.

Step-by-step: Implementing async collaboration with Backlog

1. Create a central project workspace
   Consolidate tasks and workflows in Backlog. Name the project clearly (e.g., “Delivery Operations” or “Production Maintenance”).
2. Break work into tasks
   Each task should have a clear owner, description, and due date.
3. Use comments and attachments for updates
   Encourage team members to post progress, questions, and files directly on tasks.
4. Set up boards and dashboards
   Kanban boards show task status; dashboards track progress and bottlenecks.
5. Enable notifications
   Team members receive alerts when tasks are updated, assigned, or commented on.
6. Document standard processes
   Use Backlog’s Wiki feature to keep SOPs, guides, and reference material centralized.

Real-world example: Droisys

Droisys Inc., an international IT services company with over 300 employees across the U.S. and India, faced challenges in managing complex projects across different time zones. They needed a platform that was easy to use and could handle multiple projects simultaneously.

Challenges they faced:

• Difficulty coordinating with teams and clients across different time zones.
• Managing tasks and deadlines became increasingly challenging.
• Over-reliance on emails and spreadsheets for project management.

How Backlog made a difference:

• Centralized all tasks and discussions in one workspace.
• Enabled comments, file attachments, and status updates directly within tasks.
• Provided mobile and desktop access for staff in all regions.
• Streamlined workflows, reducing unnecessary follow-ups and emails.

Results:

• Improved communication and collaboration across teams.
• Faster resolution of issues and better project outcomes.
• Teams became more confident and proactive in managing projects.

“Backlog made it easy for our teams in different locations to stay aligned and keep projects moving efficiently.”
— Shashi Raina, Director of PMO at Droisys

Read the full Droisys story →

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Tips for beginner teams

1. Start with one workflow
   Pick a single process to try async collaboration.
2. Encourage task-level updates
   Ask team members to comment or attach files directly to tasks instead of sending emails.
3. Set clear ownership and deadlines
   Assign one responsible person per task and ensure due dates are visible.
4. Document recurring processes
   Use the Wiki to store SOPs and instructions for easy reference.
5. Review progress regularly
   Dashboards help managers identify bottlenecks without micromanaging.
6. Celebrate wins
   Share completed projects or milestones to encourage adoption and reinforce value.

The future of async collaboration for traditional teams

Async collaboration allows teams to work efficiently without relying on constant real-time communication. This approach benefits:

• Shift-based manufacturing or warehouse teams
• Distributed logistics staff
• Cross-department operations with limited schedule overlap

Backlog makes async workflows simple: tasks, comments, and updates stay in one place, while project homepages, Kanban boards, Gantt charts, and burndown charts provide visibility. Weekly report emails summarize completed tasks, upcoming deadlines, and milestones, keeping everyone aligned.

Even small distributed teams can reduce meeting load, improve handoffs between shifts, and focus on delivery instead of chasing updates.

Try Backlog for free today and start collaborating asynchronously →