In today’s interconnected world, businesses are increasingly embracing global workforces to better serve their diverse client bases. Such a setup allows companies to provide round-the-clock services, with sales and customer support teams ready to close deals and address issues at any time.
However, working across time zones comes with its own set of challenges, particularly when it comes to fostering collaboration and maintaining cohesive operations. Time zone disparities can lead to silos between regions, miscommunication, and even frustration among team members. No wonder that one survey found that being in a different time zone is among the top five biggest struggles with working remotely.
To overcome these challenges, organizations must implement thoughtful strategies and policies that promote effective collaboration and engagement across time zones. This blog post explores the key strategies to achieve seamless global collaboration, including asynchronous communication, mindful scheduling, and creative use of technology.
The power of asynchronous communication
One of the most effective ways to manage time zone differences is by embracing asynchronous communication. This approach does not require team members to be present simultaneously, enabling them to collaborate on their own schedules. Asynchronous communication can take various forms, such as:
- Messages on collaboration platforms: Tools for remote teams like Slack, Microsoft Teams, or email allow team members to leave messages that others can respond to during their work hours.
- Pre-recorded videos: Video updates or explanations can be recorded and shared, giving recipients the flexibility to view them when convenient.
- Shared documents: Platforms like Google Docs or Notion allow teams to co-create and review documents without needing to be online at the same time.
These tools are especially valuable when there’s little to no overlap in working hours. By prioritizing asynchronous methods, teams can maintain momentum and avoid bottlenecks caused by scheduling delays.
“Someone who sits next to their manager meets her 20 times a day,” says Gerry Menezes, Senior Vice President, People and Culture at Multiplier. “You have to work hard to make the same level of access available to as many people as possible.”
Establish clear policies
Asynchronous communication should be guided by well-defined policies to ensure consistency and clarity across the organization. Key elements of an effective asynchronous communication policy include:
- Over-communicating: Encourage team members to provide detailed updates and context to minimize misunderstandings.
- Clarity and conciseness: Messages should be easy to understand for a global audience, with clear action points or questions.
- Choosing the right medium: Determine whether a message is best suited for email, a shared document, or a video recording.
These policies can help bridge the gap between in-person and remote workers, creating a more equitable environment. Speaking of which, our asynchronous communication template can give you a head start on ensuring your organization is connected, organized, and efficient, all while respecting each other’s time zones.
Recognize the time zone burden
It’s important to acknowledge the inherent challenges of working across time zones and avoid defaulting to the time zone of a large office or a specific manager. Failing to do so can lead to unfair workloads and burnout for certain team members.
To prevent this, teams should rotate meeting times to distribute the inconvenience fairly. “Having a call cadence where it’s always in one individual’s prime business hours, and it’s always after hours for someone else, is unsustainable,” notes Addie Johnsen, Chief People Officer at Aperian.
Communicate conscientiously
Mindful communication is another key to overcoming time zone challenges. Before scheduling a meeting, consider the following questions:
- Is a meeting necessary? Could the information be conveyed through a shared document or a recorded message?
- Can meetings be consolidated? Combine one-on-one calls into larger team meetings to minimize disruptions.
- What will be the takeaways? Ensure a meeting is outcome driven and delivers value for stakeholders.
Building best practices for scheduling can help teams avoid unnecessary conflicts. Additionally, rotating meeting times ensures that the time zone burden is shared equitably among team members.
If you need help with this, we have another policy template for meeting etiquette, dedicated to helping your organization maximize the impact of meetings.
Leverage technology
Technology can significantly ease the challenges of managing global employees across time zones. Tools like time zone converters, integrated into calendars or collaboration platforms, can help teams quickly determine the best times to connect. These tools also account for daylight saving time changes, reducing confusion.
Lauren Rollins, Manager of Global Talent Development at Akamai Technologies, says: “We recommend installing things like time zone converters so you can easily see when your colleagues are working, when they might be off hours, when clocks change.”
Think outside the box
Despite best efforts, there will be instances where bringing all necessary participants together is impractical. In such cases, creative solutions can help bridge the gap. One example is hosting “watch parties” for important meetings or presentations that occur outside of certain team members’ work hours.
“Watch parties are a good example,” explains Johnsen. “For big company calls happening outside of some team members’ work hours, we’ve experimented with hosting watch parties in local time zones with a local management member that can be there to take questions.” These events replicate the camaraderie of live meetings, making recorded sessions more engaging and interactive.
Best practices for global collaboration
Working across time zones is a hallmark of modern global businesses, offering unparalleled opportunities to connect with clients and colleagues worldwide. However, it requires intentional strategies to address the challenges of asynchronous communication, time zone disparities, and potential silos.
By embracing asynchronous communication, establishing clear policies, and leveraging technology, organizations can create an environment where every team member feels supported and valued. Furthermore, being mindful of scheduling burdens and exploring creative solutions can foster an agile culture of inclusivity and collaboration.
With the right practices in place, businesses can unlock the full potential of their global teams, driving success and engagement in an increasingly connected world. To find out more about working across timezones, download our playbook featuring expert insight and information on the ins and outs of global workforce management.