How to Sharpen Up Your Office Communication

office communication

Poor office communication isn’t just about missed emails or unclear instructions; it’s a root cause of inefficiency and stress. In our relentless pursuit of productivity, we often overlook the fact that effective communication is the backbone of any successful organisation. 


Here at Evolve, we know a thing or two about productivity and efficiency. We love the way clients use our document management systems and photocopiers to share information and communicate.


So, what have our clients taught us? It’s all to do with timing and avoiding interruptions. Let us explain.

What is Asynchronous Communication?


Every day’s a school day! Asynchronous communication refers to the exchange of information between two or more people with a time delay. Unlike synchronous communication, where real-time interaction is expected, asynchronous communication allows participants to send and receive messages at their convenience without the need for immediate responses.


This type of communication is often used in email, messaging apps, discussion forums, and project management tools.


Here are some key characteristics of asynchronous communication:

  • Time Delay: Asynchronous communication involves a time delay between sending and receiving messages, allowing participants to respond at their own pace.
  • Non-Real-Time Interaction: Unlike synchronous communication, where participants interact in real-time, such as in a phone call or video conference, asynchronous communication does not require simultaneous engagement.
  • Flexibility: Asynchronous communication provides flexibility, as participants can choose when to send and respond to messages, enabling them to manage their time more effectively.
  • Reflection and Thoughtfulness: The time delay in asynchronous communication allows participants to think carefully about their responses, leading to more thoughtful and well-considered messages.
  • Scalability: Asynchronous communication is scalable, as it can accommodate many participants without requiring them to be online simultaneously.

Asynchronous communication has become increasingly popular in the workplace. It offers several benefits, including increased productivity, improved work-life balance, and enhanced collaboration among remote and distributed teams.


Emails and instant messages are the go-to, but they can interrupt workflow and fracture focus. Consider the untapped potential of asynchronous communication. 


By implementing tools that don’t require immediate responses, such as:


  • Shared documents (Take a look at our Agility Software)
  • Forums, and
  • Project boards


These are all ways you can enable your team to engage in thoughtful, uninterrupted work.


Evidence suggests this could be a game-changer; studies show that offices adopting asynchronous communication see significant productivity gains. 


David Young observes: “Constant interruptions are the biggest barrier to productivity. Asynchronous tools reduce this noise, allowing deep thinking and more meaningful engagement when replies are made.”


Harness the Power of Visual Communication


In a sea of text, visual communication stands out. It’s fast, effective, and underused in many offices. Visual tools such as infographics, diagrams, and even simple sketches can quickly illustrate complex data and strategic directions far more effectively than text-heavy emails or documents.


Visual communication ensures clarity and increases engagement and retention of information. You can create multiple copies to scale the impact.


A leader in the design and communication field highlighted, “In a busy office environment, your communication needs to cut through the noise. A well-crafted visual can make the difference between information that languishes in inboxes and information that catalyses action.”


Embrace Storytelling to Connect and Inspire


Storytelling isn’t just for writers; it’s a potent tool for communicators in any field. Transform dry presentations and reports into narratives that engage your team’s emotions and imagination.


By weaving data into stories, you can make your communications memorable and impactful, fostering a deeper connection to the organisation’s goals and strategies.


A renowned thought leader in organisational psychology commented, “The most successful leaders are also storytellers. They don’t just present facts; they build narratives that resonate personally, inspiring their teams to greater achievements.”



Revolutionising your office communication involves more than just upgrading your technology; it requires a shift in how you think about sharing information. By embracing asynchronous communication, making strategic use of visual tools, and harnessing the power of storytelling, you can dramatically enhance clarity, engagement, and productivity in your office.

Here at Evolve, photocopiers, traditionally used for making physical copies of documents, have evolved to include digital capabilities, enabling the scanning and digitisation of documents. The convergence of these technologies has revolutionised office communication and workflow.

By integrating asynchronous communication tools with document management systems and photocopiers, organisations can create a seamless information flow. This integration allows for the easy sharing and collaboration on documents, reduces the need for physical copies, and enables efficient communication and decision-making, ultimately enhancing productivity and fostering a more connected and agile workplace.


Next Steps? Experiment and Adapt: Start with a pilot project where asynchronous tools are the main communication mode, or transform a routine update into a visual or narrative format. Small steps can lead to big changes in how your office communicates.