You're navigating international meetings. How do you manage varying punctuality norms?

1 Flex Time

Managing time zones and flexible working hours can be challenging in international meetings. To accommodate different punctuality norms, consider establishing a 'flex time' window. This is a period during which participants are expected to join the meeting, allowing for a range of arrival times. This approach recognizes the diversity of time orientations and can reduce stress for all involved. Remember to communicate this window clearly, and be prepared to start the essential parts of the meeting once the flex time has concluded.

2 Agenda Setting

Creating a detailed agenda is a valuable tool for managing varying punctuality norms. When you distribute the agenda ahead of time, include specific times for each item, and indicate which parts of the meeting are critical and which are more flexible. This allows participants to prioritize their attendance according to their own time norms and ensures that key discussions happen when everyone necessary is present. A well-structured agenda can bridge the gap between different punctuality expectations and keep the meeting productive.

3 Time Buffering

To mitigate the impact of different punctuality norms on your meeting's flow, build in time buffers. These are short periods of less critical activity at the start and end of meetings, which can absorb variations in arrival times without disrupting the main agenda. Use these buffers for informal networking or low-priority items, so that latecomers do not miss essential discussions. This strategy respects everyone's time while maintaining the meeting's integrity.

4 Cultural Liaisons

Utilizing cultural liaisons can greatly enhance your ability to manage punctuality norms. These individuals understand both your culture and the culture of your international colleagues, enabling them to provide insights and mediate any misunderstandings that may arise from different approaches to time. They can also help set realistic expectations for meeting start times and durations based on cultural norms. Having a cultural liaison on your team is an asset when coordinating international meetings.

5 Follow-Up Protocols

Finally, establish clear follow-up protocols for international meetings. Ensure that those who were unable to attend on time or had to leave early have access to meeting minutes, action items, and any other important information. This not only keeps everyone informed but also shows respect for the various time commitments and constraints participants may have. Effective follow-up maintains continuity and accountability, regardless of when individuals were able to contribute to the meeting.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?