RAP Framework for Asynchronous Work

Summary

• The key to managing work asynchronously is through a framework.
  • If it's just "filling in the framework," it's easier to proceed at one's own pace and see the milestones.
  • Conversely, without a framework, you have no choice but to explore through "dense conversations," which leads to synchronous communication.
• RAP is a framework that can be used universally.
  • Reply: Specify part of the other person's statement or deliverable and respond.
  • Add: Introduce viewpoints that are not present in the other person's statement or deliverable but should be added.
  • Prune: Point out parts of the other person's statement or deliverable that are currently unnecessary.
• By communicating with RAP in mind, exchanges without blind spots can be achieved.

Background

Asynchronous Work Is Difficult

Asynchronous work (Async Work) is challenging because, for most of us, work is primarily about communication, and most communication involves dense conversations. Through intense conversations, we align with one another in real-time.

Only humans can defy this curse of real-time, namely the synchronous nature. Humanity has developed techniques and methodologies to establish asynchronous work. However, even now, it is not being fully utilized. This curse is so formidable that even companies like GAFAM and MATANA are reverting to in-office work.

Why Synchronous Work Is Problematic

Simply put, synchronous work demands a high burden. In extreme cases, under a monarchy, productivity can be achieved by gathering everyone in one place like slaves and working them, but that's evident and unacceptable. Unfortunately, exploitation continues unabatedly under the guise of capitalism. They mask it with rewards and a sense of satisfaction. In Japan, there's even the term "exploitation of motivation."

However, living organisms are not equipped with functions for asynchronous collaboration. This is precisely why we must consciously and rigorously apply the means and mindset for asynchronous work.

The Key to Asynchronous Work Is a Framework

Sustaining asynchronous work is difficult, but there's a simple trick: use a framework.

You can think of it as a template. Setting criteria, like "just fill this in," or "this much is enough," allows each person to meet the criteria at their own pace. You don't need to strive to align in real-time like in dense conversations. You simply need to hand over content that meets the criteria, have it reviewed, and repeat the process.

That said, creating individual frameworks for each scenario is endless, so we rely on a general framework. This is a challenge, but as a soft skills engineer, I have developed one, which I'll introduce next.

RAP Framework

The RAP Framework is designed to facilitate asynchronous work.

First, let's conceptualize communication like this:

• Sender and Receiver
  • The sender sends content.
  • The receiver receives the content and responds to the sender. The sender also writes a reply and sends it back to the receiver—this repetition is called a rally.
• Rallies can occur concurrently or branch out.

RAP is a framework used when returning a rally and stands for the following three:

• R: Reply
  • Specify part of the content and write a comment.
• A: Add
  • Include comments not contained in the content but should be.
  • Example: viewpoints, topics, additional instructions, or questions.
• P: Prune
  • Specify parts of the content that don't need to be addressed this time.
  • If necessary, add reasons why this judgment was made.

In other words, RAP addresses three points: comments on the content itself (identification), missing contents that should be added (deficiency), and contents included that can be omitted (excess).

Examples

Example 1: Reviewing Code or Documents

For R in RAP, as usual, specify where you want to comment and write it. On platforms like GitHub, you can specify it line by line, and on Box, you can select a rectangular area and leave a comment (annotation feature). If you cannot specify directly, copy and paste the relevant portion and reference it while writing your comments.

For A, create a separate section and write in bullet points if needed. If no section is available, you must send them separately. Try not to stray far from the place where you write R comments. It's okay to manage separately in a backlog, but ensure you can always track that you provided these Adds for this content.

For P, specify it in the same form as R. However, visual emphasis indicating it's Prune is better. I recommend using emojis. For instance, by using a scissor emoji ✂ ✄ to indicate, "comments with this emoji represent Prune, not Reply."

Example 2: Exchanges on Slack

You can format your replies using a structure like the following:

## Reply
> Quote part of the statement
Write a comment in response

> Quote part of the statement
Write a comment in response

...

## Add
Write about topics that should be added, or ask additional questions not covered by the statement.

## Prune
Similarly, write quotes for parts to be pruned.

For a lighter format, consider this:

> Statement
This is a Reply.

> Statement
This is a Reply.

> Statement
✄ This is a Prune. (It's Prune because there's a ✄ mark.)

...

Add:

- Discussion topic 1 to be added
- Discussion topic 2 to be added
- ...

You may feel resistance to using such formats on Slack, but please get used to it. If Slack is unsuitable, it's okay to direct communication to another tool, which typically happens. For example, QWINCS.

From my experience, whether you can employ the RAP framework on chat platforms like Slack seems a dividing line. It's almost impossible for organizations to establish asynchronous work if they can't handle this level. In other words, achieving asynchronous work requires this level of effort and change in the mental model.

Example 3: Casual Conversations in One-on-One Meetings or Face-to-Face

If the primary purpose is purely to engage in nonverbal communication to deepen relations, then RAP cannot substitute, and synchronous communication should be utilized.

However, if the goal is merely to exchange information, discuss, or form agreements, RAP suffices. Just convert all face-to-face exchanged information into text and handle it using RAP.

Conclusion

The RAP framework has been introduced to facilitate asynchronous work effectively.

RAP is simple, but whether you can adopt it is critical. Although simple, it's not easy because it's entirely different from synchronous work. Nevertheless, if you want to work asynchronously, give it a try. Practice it. The path to full async begins with a single step.

※ Of course, I'm not saying asynchronous work is always correct. However, considering that asynchronous work is often overlooked, I encourage learning more about it and investing in it.