Building community means bringing people together. But here’s the thing: not everyone can show up at the same time or in the same way.
Two Ways to Communicate
Live communication happens right now. Phone calls. Video meetings. Events. Group chats where everyone’s responding in real time. You’re all there together. You stumble through things. You notice reactions. You repair misunderstandings in the moment.
Reply-when-you-can communication unfolds over time. Email. Google Doc comments. Text messages. Discussion boards. Someone sends something, you respond when you can. You have time to think before you reply.
Something to Notice About “Reply When You Can”
Reply-when-you-can communication seems perfect for busy people. Read it during your lunch break. Respond in the evening. Check in during your commute.
And yes, this works beautifully for some people.
But pay attention to this: some people simply don’t write emails or in shared docs regularly. These platforms aren’t part of their daily rhythm. So messages get missed. People feel left out. The community stops working.
Meet People Where They Already Are
Ask yourself: Where do your community members actually spend their time and attention?
Some folks live in:
- Text messages or WhatsApp
- Instagram DMs or Facebook groups
- Voice messages
- Specific apps they check daily
Others prefer:
- Monthly coffee meetups they can plan for
- Scheduled Zoom calls at consistent times
- Quick phone conversations
Neither is better. They’re just different.
What Actually Works
Pick one or two main channels and commit to them. Rather than sending everything everywhere, choose the channels your community actually uses and make those your go-to. Maybe that’s a text group and monthly Zoom calls. Maybe it’s Instagram DMs and quarterly in-person gatherings. Clarity beats coverage.
Create predictable rhythms. An email that arrives every Monday morning. A meeting that happens the first Thursday of each month. A text check-in every Friday. When people know when to expect communication, they build it into their routine. Predictability makes participation easier.
Ask people directly. “How do you prefer to stay connected? What do you actually check?” Then do that.
Have live conversations for important decisions. Don’t hide big decisions in email threads. Bring them to a meeting where people can discuss together. Or make phone calls.
Keep written messages short and clear. If you use email or shared documents, make them scannable. Put the important stuff up front.
Recognize that being together builds relationships differently. There’s something about live presence—even on video—that email can’t replicate. When you’re together in real time, you work through tension. You stumble on insights. You notice when someone’s confused or excited or hesitant. You say something awkward and repair it in the moment . You laugh at the same time about the same thing. These are the moments that actually build trust and connection. Email lets you think carefully before you respond, which has its place. But community gets built in the messy, unedited moments of being present together.
The Real Goal
You’re not looking for the “perfect” communication method. You’re trying to make sure everyone knows what’s happening and feels like they belong.
That means staying flexible. Using different approaches for different people. Checking in regularly: Is this working? Who are we missing?
The best communication strategy isn’t the most efficient one. It’s the one that actually engages people.
TUNING Design Co. 