6 Tips For Managing Timezone Difference When Working With Remote Teams

Imagine this scenario:?

1. A developer from Europe works mornings - local time?
2. A designer is a nomad, and checks in from cafes???
3. All your clients are from the US?
4. You're a team lead, stretched on 16-hour workday?

Let’s see how to manage this...?

As someone who’s been managing remote teams for years, I’ve faced many challenges that come with working across different time zones, and still do.?

It’s a lifelong learning process.??

Keeping everyone on the same page and maintaining productivity when people are scattered across the world is to say the least…?

Tricky.?

Today, I’ll share 6 strategies that’ve helped me coordinate my global team effectively.??

Let’s get into it.?

→ Find your overlap?

Even if you have a major time difference, you can always find at least 2h of overlap daily to keep processes in sync.??

For example, if part of your virtual team is in the US, and the other part in Europe, you can still have a few hours overlap between the two teams.?

The one in New York would be available from 10am-12am, while the team in Amsterdam from 4pm-6pm. NY folks would explain their tasks for the day, and Amsterdam team would talk about what they did in the morning.?

When you do find your overlap:?

• Use it for important team meetings & video calls to maximize productivity?
• Consider rotating overlap hours to accommodate everyone's schedule?
• A shared team calendar might be helpful so that everyone can see each other’s availability?

→ Take advantage of async whenever possible?

First, let’s look at the short breakdown of async VS sync:??

• When does it happen?

Async: sending info at different times and delaying the delivery?

Sync: real-time?

• Examples

Async: sending an email, leaving a voice message?

Sync: phone calls, video chats, and instant messaging like Slack or Microsoft Teams?

• Benefits?

Async: flexibility in responding at a convenient time?

Sync: immediate responses and feedback?

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When you have teams working in different time zones, async is the way.??

Tips for async:?

• Every request should begin with what you need + why you need it?
• By being upfront, others will know what type of commitment you expect?
• Send a Loom video instead of a meeting to discuss information and solicit feedback?
• When responding, people can send it in text format or by uploading their own Loom video?
• Invite people to comment and collaborate on documents such as Google Docs?

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→ Stick to one time zone standard, be crystal clear about dates and times?

When referring to a specific time, everyone reading your message needs to be aware of it.?

Instead of asking, “can we meet next Wednesday at 11 a.m. your time?” ask, “can we meet next Wednesday at 11 a.m. EST time?”?

Use a simple time zone converter tool like Every Time Zone Converter. It’ll help you easily find the exact time difference between locations.?

Consider establishing an official time zone - everyone sets and communicates deadlines and meetings using the same time zone, regardless of their location.?

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→ Set up your Intranet (internal wikis)??

Use Notion, Confluence or Google Drive to document best practices and processes on an internal wiki.?

Besides sharing docs, it’s also an effective way to share meeting notes, create consensus and gather feedback.??

End result??

You’ll be able to create transparency and stimulate a continuous flow of ideas and feedback.?

→ Use online calendar?

Use tools like Google Calendar, Outlook, Calendar or similar.?

Calendar searches the open time slots in your connected calendars when you need to schedule a meeting.??

Adding or removing times and selecting meeting length are customizable options.

It's also possible to include meeting location options like a physical address, phone number, or Zoom link.?

→ Set clear expectations?

When you upload tasks to async communication channels, set clear expectations on working autonomously.?

At a minimum, this means to:?

• Ensure everyone on the team understands correct usage of workplace tools?
• Adjust project deadlines according to time zones?
• Keep shared calendars up to date?
• Double check team’s work hours and availability?
• Make sure each team member is aware of the steps needed to execute work?

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And finally, the key to managing across time zones:?

→ Providing an inclusive experience for all?

None of the tips above will work unless everyone is feeling seen, heard, and respected, no matter their location or work preferences.?

When you and the team work together to discover the best way to successfully navigate global schedules, everyone benefits.?

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Wrapping up?

To summarize, when working with remote teams, to manage timezones give these strategies a try:?

1. Find your overlap?
2. Take advantage of async whenever possible???
3. Stick to one time zone standard, be crystal clear about dates and times???
4. Set up your Intranet (internal wikis)???
5. Use online calendar???
6. Set clear expectations???

And the “must”, provide an inclusive experience for all.??

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