Bridging the Gap: What Happens When Teams Are “Out of Sync”

Hello, I’m Ichiki from Sync Logistics.

Have you ever felt like you and your teammates are not on the same page?
You might find yourself thinking, “I’m working against the clock, but they don’t seem to be in any hurry,” That feeling—of a difference in pace, urgency, or awareness—is what I refer to as “out of sync.”
When teams are out of synchronized, communication feels fragmented, efforts get misaligned, and even the smallest tasks start to feel frustrating. It’s not necessarily about who’s right or wrong—it’s about not moving in rhythm.
Today, I’d like to share some thoughts from my own experience on why these gaps occur and how we can bridge them.

■Why Do These Gaps Arise?

At our company, operations staff work with a long-term view, from the initial booking to the ship’s departure. They plan several days or even weeks ahead to make sure everything runs smoothly.
Meanwhile, yard staff work with a short-term view. Even a slight delay can affect subsequent processes, so their work is driven by short-term goals like, “Let’s finish vanning these number of vehicles by the end of today.”

Even though both groups are working for the same company and providing the same service, their differing environments lead to different perspectives and priorities. That’s what creates a gap—not in attitude or effort, but in focus. And this kind of gap can happen in any team or workplace, not just in the logistics industry.

■4 Ways to Stay in Sync

The first step is to accept that these gaps are natural, and then take steps to minimize them. Here are four small but effective practices I use in my day-to-day work:

1. Understand Their Time Frame
Everyone has certain times when they’re more responsive. Knowing when someone is most available can help you reach them more effectively.

2.Choose the Right Communication Tool
Use communication tools that are familiar or comfortable for the other person. Don’t choose the easiest tool for you.

3.Be Specific, Not Vague
Avoid abstract words like “ASAP.” Instead, say something like, “by 3:00 p.m.” Precise requests reduce misunderstandings.

4.Don’t Be Satisfied with a Quick “Got It”
Just because someone replied doesn’t mean the task is moving forward. Set up simple ways to confirm follow-through and avoid falling out of sync later.

These small efforts help reduce the gap little by little. But sometimes, communication tools alone aren’t enough.

■Building a Team Culture That Prevents Gaps

We are growing a culture where people feel comfortable sharing the bigger picture, because staying in sync takes more than just techniques.

One thing I try to do consistently is explain the “why” behind a task.
If I just say, “Please do this,” it feels like a chore.
But if I explain why it matters, people understand the purpose behind their work and start to take more ownership.
Once this mindset takes root, team members start to seek out context on their own. A simple explanation or thoughtful comment can change the atmosphere in a team.

Rather than thinking, “We always have these gaps,” I ask myself, “How can I make sure this message really lands?” I picture it like passing a baton. Not just tossing it in someone’s direction, but placing it firmly in their hand.

It’s not just about handing off a task—it’s about staying in sync until the baton crosses the finish line.
Because true teamwork isn’t just about working side by side. It’s about moving forward together, fully in sync.

Thank you for reading.