How do you deal with different time zones and schedules in international sales negotiations?

From my 20 years in International sales, time zone management requires a structured approach. Understanding your audience is the first step to managing time zone challenges. Know the time zone differential, their work hours, and cultural practices. Use calendar tools to identify optimal meeting times. Recognize that cultural differences can influence meeting preferences, such as working hours, sabbath obvervance and holiday schedules. By knowing your audience’s time constraints and preferences, you can schedule meetings that respect their routines and increase the likelihood of productive interactions.

Quick tip to be courteous to the other party: when scheduling a meeting, always propose times in their time zone. Takes 10 seconds, but avoids any confusion and shows that you're proactive!

Research and understand the time zones of the parties involved to schedule meetings at mutually convenient times. Utilize scheduling tools that display multiple time zones to avoid confusion and ensure punctuality. Flexibility is key; be prepared to adjust your own schedule to accommodate clients' preferences. Clear communication about availability and expectations helps maintain efficiency and professionalism across global negotiations, fostering productive interactions despite geographical distances.

That is important and you as well do not sound hesitant and/or scripted as you contact them because you know them(your prospective client)

This is critical. Healthy communication is everything. Try and see in which way they are more comfortable and responsive. It differs from person to person.

Leveraging the right tools can bridge time zone gaps efficiently. I've done international meetings by phone--and in person--long before "virtual" tools or scheduling apps like Doodle or Calendly to find mutually convenient meeting times existed. Be proactive and offer up the collaborative use of communication platforms like Zoom, Microsoft Teams, or Slack for real-time collaboration. Implement project management tools such as Asana or Trello, or Google docs to keep track of tasks and deadlines across different time zones. These tools help streamline communication, reduce lag times, and ensure everyone stays aligned regardless of geographic location. Think of this as a mission to Mars. Constant and routine comms ensures mission success.

Tech is only helpful if it makes your work easier - not if it becomes an additional source of stress. Research how your partners prefer to communicate as this may vary from one geography to the next. If you're arranging a video conference, check that the software solution you choose will actually work in the market your partner is in. Too many companies insist on Microsoft Teams without realising (or caring) about the stress which this can cause in the background. The same goes for using a small local solution where the software may not be available in every language

Flexibility is key. Technology can fail, so have a few back-ups ready (go to Zoom if Teams is not working, use Whatsapp or go back to basics and use the phone). In a pinch, voice notes over a messaging app can work. Recognize that in some countries, the app or tool you are most familiar with, may not work, be reliable, or even exist. Be willing to adjust and adapt accordingly.

You can use tools like World Time Buddy or Calendly to compare time zones and schedule meetings. You can also set expectations and boundaries for response times and availability. Always offer the meeting according to their zone but also keep your zone between parentheses.

Always offer the meeting according to their zone but also keep your zone between parentheses. If possible send invitations via digital tools which show the time according to time zones.

Flexibility and anticipation are key in international sales negotiations. Be prepared to adjust your schedule to accommodate your counterpart’s time zone, even if it means very early mornings or very late nights. Demonstrating willingness to adapt shows respect and commitment in establishing trust. For example, if negotiating with a partner in Asia from the US, consider scheduling meetings during their business hours, even if it means unconventional "O Dark Thrity" hours for you. This flexibility fosters goodwill and can significantly impact the promise for success in your negotiations.

Whatever your cultural norms around responding to communication, don't expect others to share them. Be aware that if you send emails to the "boss" of an Asian company out of office hours, you might be ruining the relationship with his assistant (& you never want to do that). If the person in charge doesn't speak English then they may just message their assistant (regardless of the time of night) and expect support with replying. Arranging meetings with 2 time zones is simple enough, but if you have to arrange regular meetings with team members in Italy, Canada, Singapore and New Zealand it can get tricky. Make sure it's not the same people each time who have to be present really early or extremely late in their day

No queda otra que adaptarse al horario del cliente. En cualquier caso con los medios tecnologicos actuales todo es mas sencillo, email, whatsap,...te permiten una flexibilidad a la hora de comunicar cualquier circustancia que antiguamente no existía.

These days, all start with digital trust. You should have a nice website and appearance on social media. You can send a list of links (youtube video or news about company) before the meeting.

Depending on the deal size, it might be worth it to meet in person. Especially in Europe, flying somewhere isn't that time-intensive or expensive. 500 € spent on travel have paid back in every single major deal that I've done. In-person meetings give you so much more context. In many cultures, the real business happens while having coffee/tea or lunch, not during the actual meeting. Oh, and obviously be respectful - the less you know about the culture, the better it is to tread carefully. And when in doubt, ask! It's okay to show vulnerability. :)

Building rapport and trust is paramount, crucial, especially when time zones limit face-to-face interactions. Regular, consistent communication helps maintain connection and trust. Use video calls to add a personal touch and read non-verbal cues. Follow up promptly on emails and messages to show reliability including setting an expectation on response times reflecting importance. When possible, plan in-person meetings to strengthen relationships. As I always say, “If you want to know, you’ve got to go.” Personal engagement, despite time zone challenges, is essential, required, for long-term success. Especially if needing to close the deal, overcome an sticky obstacle, or celebrate the deal in-person at your new client's offices.

- Communicate timezone clearly while proposing any meeting to avoid confusion and ensure that everyone is on the same page - For non-urgent matters, communicate via emails and messaging apps like WhatsApp, WeChat, Viber, and zalo, where the client can respond at their convenience. - For critical negotiation, adjust your client's timezone and try to make such meetings as efficient as possible by preparing them in advance. - Be mindful of local holidays, weekends, and cultural norms that might affect the client's response time.

Start by demonstrating flexibility and accommodation for clients' time constraints, showing respect for their schedules. Use technology like scheduling apps that show multiple time zones to facilitate seamless coordination. Regularly update and confirm meeting times to avoid misunderstandings and build reliability. By consistently showing consideration and adapting to time zone differences, you can strengthen relationships, foster trust, and enhance collaboration throughout the negotiation process.

International sales is interpersonal. You should figure out the person. In modern days, if somebody doing international business, probably he shaped himself for a global world. Culture must be observed definitely but at the end of the day, people are unique. Just focus on character of the person.

Understanding cultural and operational differences surrounding time is vital in international negotiations. Respect varying communication styles and decision-making processes influenced by culture. For instance, some cultures may value direct communication, while others may prefer a more nuanced approach. Operationally, be aware of local business practices and legal requirements. Being sensitive to these differences shows respect and can prevent misunderstandings. Tailoring your approach to fit the cultural and operational context can enhance negotiation outcomes. Doing a deal in India isn't the same as Indianapolis. Be prepared, patient and understanding. Building a successful international partnership takes time and consistent effort.

Don't just learn this is theory, be empathetic and learn to read the room. It takes practice and experience to always get this right and you probably never will entirely master it. Be careful about putting things you see as "odd" down to ignorance or writing people off as rude, as this may simply be an aspect of that culture's behaviour that you simply are not recognising as such. You have to be aware of what makes up your own cultural norms before you can really recognise those of others

Make sure you get important agreements down in writing and confirmed by both sides. People leave companies and you don't want to discover that the great agreement you shook hands on 4 months ago has disappeared with the previous contact person

Following up and closing the deal across different time zones requires meticulous planning and persistence. After initial negotiations, schedule follow-up meetings at times convenient for your counterparts, even if it means early mornings or late nights for you. Use clear and concise communication to summarize key points and agreements, and send detailed follow-up emails outlining next steps and action items. Leverage digital signatures and document management tools like DocuSign to expedite contract finalization. Regularly check in to address any concerns promptly and keep the momentum going. A consistent and proactive follow-up strategy ensures that the deal progresses smoothly to closure, despite time zone challenges.

Always remember that most of dealing in local or international sales are managed (at least till now) by humans only. So understanding customer needs and requirements for their availability and being in constant touch with them to ensure all parties are on the same page can make a huge difference in International sales. While technology is easily available at fingertips, it's critical to manage the relationship with a great touch of the human element. Understanding the cross-cultural aspects along with being in sync with your customer's personal preferences will take you a long way. Keep your discussion not limited to business only to build a solid rapport. If possible, always travel to meet the customer to close the deal on a higher note.

Also think about mutual engagement tools to facilitate a shared set of objectives such as Recapped.io that simplify followup and ideally get both parties to a shared outcome - founder Mark Fershtyn is a pro! (And I missed out on early investment but loved the concept!)

At the end of every call I like to ask two questions 1.- Did we cover everything you had in mind? 2- Do we agree this what we've covered today and summarize it. And then follow with a summary email mentioning every single item discussed in the call. Even if it's to say, it's a WIP and more info or more stakeholders are needed.