Communication Medium: How to Find the Perfect Process
Match your communication method to the work at hand for better outcomes and less friction
• 8 min read
The Communication Matrix
| Use Case | Best Medium | Why |
|---|---|---|
| Daily updates | Async (Scrumrobo) | Consistent, searchable, less meeting fatigue |
| Complex problem solving | Video call + whiteboard | Real-time collaboration, visual thinking |
| Decision documentation | Written (Slack/Teams) | Searchable, shareable, clear ownership |
| Quick questions | Chat/DM | Fast, low-friction, immediate response |
| Sprint retrospectives | Async + sync (Scrumrobo) | Thoughtful input, then discussion |
Async-First Principles
- Default to written. Most information should be searchable and shareable.
- Use video for complex discussions. When you need real-time collaboration or visual thinking.
- Document decisions immediately. Capture the what, why, and who in your team chat.
- Set clear expectations. Define response times and escalation paths.
- Batch similar communications. Group updates, questions, and decisions.
How Scrumrobo Enables Better Communication
Structured Async Updates
Consistent format for standups, retros, and reviews that everyone can follow.
Context Preservation
All updates are searchable and linked to specific sprints or projects.
Reduced Meeting Load
Move routine updates to async, save meetings for complex discussions.
Cross-Time Zone Friendly
Everyone contributes when they are most productive, not when meetings are scheduled.
Communication Anti-Patterns to Avoid
- Using email for urgent decisions (use chat instead)
- Having meetings to share information (use async updates)
- Making decisions in DMs (use public channels)
- Not documenting decisions (leads to re-discussion)
- Using the wrong medium for the complexity level
Optimize Your Team's Communication
Use Scrumrobo to structure async communication and reduce meeting overhead.