Key Takeaways
- Daily standups interrupt deep work and foster performative communication rather than meaningful updates.
- Experiments with alternative formats, such as shorter or weekly standups, failed to address the core issues.
- We replaced standups with asynchronous project updates and weekly written check-ins, improving focus and productivity.
- Protecting deep work time is a priority. Eliminating unnecessary meetings saved over 15 hours per week per team member.
- Written updates result in clearer, more thoughtful communication and leave a paper trail for accountability and context.
- Teams report higher satisfaction and better alignment with our async-first approach.
The Problem with Standups
Daily standups are a widely accepted ritual in modern work culture, especially in tech, SaaS, and agile teams. The concept is simple: gather your team for 15 minutes every morning to align on priorities, share progress, and unblock issues.
But in practice, standups often fall short of their intended purpose. Here are the key problems we encountered:
- Interrupts Deep Work
Deep work—uninterrupted, focused time to work on complex tasks—is critical for developers, designers, and other makers. A daily standup, even if only 15 minutes long, disrupts the flow of this work.
A study by RescueTime found that it takes an average of 23 minutes and 15 seconds to refocus after a distraction. For a team of 10, a daily standup can collectively cost 230+ minutes of lost productivity every day.
- Artificial Updates
Standups often encourage team members to provide updates that sound good rather than reflect meaningful progress. This leads to:
- Superficial reporting: “I’m working on the usual tasks.”
- Performative communication: Sharing updates just to check a box.
- Context Switching
Jumping into a standup breaks focus, especially for employees deep into problem-solving. Returning to a complex task after a context switch isn’t seamless—it takes time and mental effort.
- Misaligned Purpose
While standups are meant to align teams and unblock issues, they’re often used as a way to micromanage or monitor activity. This fosters distrust and disengagement over time.
What We Tried (And Why It Didn’t Work)
Before landing on a solution, we experimented with different formats to fix the issues with standups. Here’s what we tried and why it didn’t work:
We realized the problem wasn’t just the format—it was the concept of synchronous daily updates itself.
Our Alternative: Async Updates and Weekly Check-ins
After much trial and error, we implemented a system that eliminated the need for daily standups while improving team alignment:
- Asynchronous Project Updates
Every team member posts daily updates in a centralized tool (like SimpleDirect Chat) at the end of their workday. These updates are short, structured, and actionable:
Example of a Daily Update:
TEXT
What I worked on today:
- Designed the new homepage layout.
- Reviewed feedback on the latest sprint.
Blockers:
- Waiting for final approval on [task].
Tomorrow’s Priorities:
- Start prototyping the user onboarding flow.
This format ensures everyone is informed without interrupting anyone’s workflow.
- Weekly Written Check-ins
Instead of weekly meetings, we ask for written summaries every Friday that address:
- This week’s progress.
- Challenges or blockers.
- Next week’s priorities.
Example of a Weekly Check-in Template:
TEXT
Progress This Week:
- Completed [Feature 1] and [Feature 2].
Challenges:
- Encountered delays due to [specific issue].
Next Week’s Priorities:
- Final testing for [Feature 1].
- Centralized Communication
By using tools like SimpleDirect Chat, we consolidate all updates, task lists, and project discussions in one place. This eliminates the need to jump between apps like Slack, Trello, and email.
Protecting Deep Work Time
Deep work is essential for high-quality output. Here’s how we protect it:
- Meeting-Free Mornings
We’ve implemented a policy of no meetings before noon. This ensures that mornings are reserved for uninterrupted focus.
- Async-Only Communication
Team members post updates at scheduled times, allowing others to read and respond at their convenience.
- Maker Time Blocks
We encourage team members to block off 3-4 uninterrupted hours daily for focused work.
Impact:
According to Buffer’s State of Remote Work, workers who prioritize deep work report 25% higher productivity and 30% lower stress levels.
Improving Communication Quality
Written communication forces clarity and precision. Here are the key benefits:
- Clarity and Thoughtfulness
Writing updates requires team members to think critically and communicate clearly. This eliminates vague updates and improves alignment.
- Preserves Context
Unlike spoken updates, written updates create a record that can be referenced later. This is especially useful for onboarding new team members or revisiting past decisions.
- Reduces Miscommunication
Written communication minimizes interruptions and ensures that everyone has the same information.
Specific Examples of Our Workflow
Meeting Audit: What We Eliminated and the Impact
We conducted a thorough audit of our meeting schedule and eliminated unnecessary meetings.
Total Time Saved: 23+ hours per week across a 10-person team.
When We Do Meet: Rare Exceptions
While we avoid unnecessary meetings, some situations still require synchronous communication:
- High-Stakes Discussions
For major decisions or brainstorming sessions, real-time collaboration is faster and more effective. - Team Bonding
We hold occasional team-building events to maintain a healthy team culture. - Critical Alignment
For urgent deadlines, quick syncs can help resolve blockers faster.
Team Feedback: What Our Team Thinks About Ditching Standups
Here’s what our team members had to say about the move to async communication:
- “I finally have the uninterrupted time I need to focus on coding.”
- “The written updates are so much clearer and easier to reference later.”
- “I feel more in control of my workday without constant interruptions.”
Conclusion: Optimize for Deep Work, Not Performative Meetings
Daily standups might seem like a productivity booster, but they often disrupt focus and lead to superficial communication. At SimpleDirect, we’ve replaced them with asynchronous updates and weekly check-ins, saving time, improving communication quality, and protecting deep work.
It’s time to rethink the way you work. Are meetings holding your team back? With tools like SimpleDirect, you can streamline communication, eliminate unnecessary meetings, and prioritize what matters most: deep work.
Ready to transform your workflow? Get started with SimpleDirect
