Managing Time Zones - How to Work with People in Different Time Zones

We’re big believers in remote work’s ability to remove all kinds of barriers, and time zones are no exception! The ability to work with clients and team members across various time zones is a valuable skill that can help you find new opportunities, build a diverse team of professionals, and reach clients you otherwise would never have interacted with.

With a good strategy and a little patience, you will find that your business doesn't have to operate within the limits of a single region’s 9 to 5 schedule, and your company may just run more efficiently than before. Here are five steps to building a successful inter-time-zone strategy. 
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1. Set your intentions:
Think about what you hope to accomplish by working across different time zones. Are you wanting to have more available hours for your clients? Do you want to expand your business across state lines and/or international borders? Once you’ve identified your goals, think about the benefits that working across time zones would bring to your business and any potential problem spots that might present themselves. If you already work across time zones, identify things you like about it and areas that could be potential problem spots.

2. Use time zone etiquette:
Working with team members in different time zones is a bit like interpreting between languages, so clear and effective communication is key. When you’re setting up meetings and discussing deadlines, always include the time zone abbreviation to avoid confusion. If you’re working with a client, go the extra mile and speak in terms of their time zone. When you have team members in several time zones, try not to prioritize one time zone over the other. If your business does require that employees work during the same hours, be willing to make compromises and express appreciation for the employees who are working odd hours. 

3. Work asynchronously whenever possible:
The more your team is able to work independently of each other, the less time differences matter. Save “synchronous” work for important meetings and deadlines. If you do need team members to work together on a certain project, choose 2-3 hours where everyone’s schedules will overlap. Schedule meetings at a time that is convenient for everyone when possible, or record meetings and send them via email for team members working opposite schedules. If you do have to have your employees work outside of their regular hours, find ways to thank or compensate them - offer a company-sponsored dinner, an extra bonus or additional vacation time. 

4. Use technology to your advantage:
Juggling different time zones takes a bit of flexibility and creativity. Luckily, technology has adapted very quickly to remote work, and there are now lots of options available to help you stay organized, be more efficient, and perhaps most importantly, set work boundaries. Many programs like Gmail and Slack allow you to display your time zone, so clients and team members always know what time it is where you are. It’s a good policy not to send emails outside of agreed-upon business hours. You can always schedule emails and messages ahead of time. Silence notifications outside of working hours and/or ask that your team not message you outside of hours unless it is urgent. 

Working with team members and clients outside of your immediate time zone takes a little extra planning, but with the right mindset and a good strategy, it is 100% doable. Subscribe to our blog for more useful remote work tips!