Mastering the time wrap: Navigating time zone differences with your team

One of the biggest challenges of working in different time zones is remembering all the time zones. We have tried to reinvent time zones but still struggle to agree on one.

Everyone is aware of their local time zone. Therefore, it's often not an issue.

However, working remotely in a different time zone becomes an issue if your remote team is dispersed globally.

It's challenging to keep track of time when one of your coworkers is in India, and the other is in Portugal. Even the most diligent employee might plan a meeting incorrectly due to time zone differences. But is there a solution to make juggling different time zones easier?

You frequently have to work odd hours when collaborating with your team members worldwide. With your team dispersed worldwide, there is hardly any other option except collaborating during irregular hours. Additionally, you can't just compress the globe to bring the world closer.

Let's understand some of the gravest challenges of working in different time zones and how to overcome time zone differences!

Challenges of working in different time zones

One of the major challenges of working in different time zones is the difficulty of scheduling conferences or meetings when you and your team members are dispersed across multiple time zones. It can be challenging to find a time that works for everyone's schedule, especially when large time zones are involved.

When you work together from the same office, there is no need to wait for a conference call or meeting before discussing work. However, when working remotely, scheduling meetings according to different time zones can be gruesome and can lead to a feeling of disconnect.

When time zone references are not made clear, misunderstandings might occur. When communicating deadlines or event timings, failing to include the time zone might cause misunderstanding and expectations to be missed.

There may be limited overlapping working hours when working with teams in distant time zones. It can hinder real-time collaboration and prompt delays in decision-making or problem-solving processes.

If you work with people of different time zones, you might develop issues with your sleep cycles or maintaining a healthy work-life balance. Meetings scheduled late at night or early in the morning to accommodate multiple time zones often result in weariness and reduced productivity.

Projects involving team members in different time zones may require careful coordination to ensure smooth workflow and effective communication. Lack of real-time availability for discussions and clarifications can delay progress or result in misaligned efforts.

Working across time zones often necessitates relying heavily on technology for scheduling, communication, and time conversions. Technical issues or dependence on internet connectivity can introduce additional complications and potential disruptions.

Time zones are not only about the difference in hours but also encompass cultural norms, public holidays, and working hours specific to each region. Understanding and respecting these cultural differences is crucial. Such misunderstandings will not only reduce productivity but will also cause friction between you and your team.

There are many challenges of working in different time zones, but so are the solutions. If you are working remotely in a different time zone and have no idea how to overcome time zone differences, scroll down to read about the best ways to overcome time zone differences.

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Also read: The best 8 tools for all your note-taking needs

How to overcome time zone differences

1. Leverage asynchronous communication

The first step on how to overcome time zone differences is leveraging async communication most of the time. When working remotely with people from different time zones, becoming accustomed to interacting asynchronously whenever feasible is crucial. With successful async communication, it doesn't matter that everyone in your team is in different cities or countries.

Use tools like Loom or Zoom as they help you to record yourself explaining a concept, demonstrating a task, or giving an update. It helps bridge the gap in time zones and provides a personal touch.

When organizing an in-person meeting, use meeting scheduling tools, such as Doodle, to determine the most convenient day for everyone on your team.

When sending emails, be concise, clear, and specific in your requests. Summarize important points in the subject line and use bullet points for clarity.

Use collaborative tools like Google Docs, Microsoft OneDrive, or cloud-based project management platforms to document important information, discussions, and decisions.

2. Understand the time zones involved

Determine the specific time zones where your team members are located. Make a list of the cities or countries associated with each team member.

Then use online tools, mobile apps, or built-in time zone conversion features in your calendar or clock applications to convert between different time zones. It will help you establish more feasible time slots for meetings.

Furthermore, you can create a shared time zone reference document or calendar that includes the relevant time zones and working hours of your team members. This ensures that you and your team members are on the same page and can easily reference the time zones when scheduling or planning activities.

3. Making sure you have an overlap

The basic time zone etiquette is to make sure you are aware of the availability of your team members. You can always find at least two hours of overlap each day to keep systems in sync, even if there is a significant time difference. Having this overlap can do wonders for you!

The common overlap allows you to engage with your remote team in real-time communication, fostering immediate feedback, brainstorming, problem-solving, and decision-making.

Being able to communicate synchronously during overlapping hours promotes clearer and faster communication.

Complex issues or challenges often require interactive discussions. The common overlap enables you and your team members to come together and work on finding solutions collectively.

Certain situations require immediate attention, such as urgent client requests or critical incidents. The common overlap ensures that the team can respond promptly to such matters, minimizing the impact of time zone differences on important tasks or emergencies.

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Also read: Unlock your full potential with these 9 best scheduling tools

4. Consider split shifts

Split shifts refer to a work schedule where the standard working hours are divided into two or more distinct work periods within a single day. Rather than working a continuous block of hours, employees work two separate shifts with a break in between.

In the context of working with people from different time zones, split shifts can be used to provide extended coverage and increased overlap with team members in various locations. For example, if there is a significant time difference between two locations, the team members in one location might work during their morning hours, take a break during the non-overlapping hours, and then resume work during their evening hours to align with the overlapping hours of team members in a different time zone.

Split shifts can vary in duration and timing depending on the needs and preferences of the team members involved. The goal is to ensure that you and your team members from different time zones have the opportunity to work together during a portion of their regular working hours, maximizing collaboration and productivity.

5. Specify dates and times clearly

When discussing times and dates, try to be as specific as possible if people from different time zones are present. Everyone reading your message must be aware of the time you are referencing.

Instead of saying, "Can we meet next Wednesday at 11 a.m. your time?" be more precise and ask, "Can we meet next Wednesday at 11 a.m. EST?"

Additionally, you can use an easy-to-use timezone conversion tool to make various time zones understandable to everyone.

When writing in a foreign language, be careful to avoid using Roman numbers or blending AM and PM timings. This may seem small, but it can lead to misunderstanding and unneeded worry.

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Also read: 16 most useful tools for remote workers and remote companies

6. Patience and flexibility

How to overcome time zone differences? The keys are patience and flexibility. Respect the working hours of the recipient's time zone. Avoid sending messages during non-working hours or late at night when they might be asleep. If you need to send a message outside of the recipient's working hours, consider using email or messaging applications that offer scheduling features. This allows you to compose the message at your convenience but deliver it at a more suitable time for the recipient.

The time zone etiquette states that if your message requires immediate attention, make it clear in your communication. Use phrases like "urgent" or "time-sensitive" to convey the importance, but also understand that the recipient might not be able to respond immediately due to time zone differences.

7. Set up a systemized workflow

How can failure be avoided? By establishing some standard time zone etiquette. Adhere to a framework that enables you and your team members to do their responsibilities effectively, without rushing, and with adequate time for accountability and feedback.

Ensure you and your team are clearly aware of the system/process.

Centralize the system's information and present it visually. Every team member should be able to monitor the development, offer feedback, and get alerts.

Create a system that allows your team members to put their comments and correction advice.

Install at least two quality filters to ensure that the work submitted is well-polished and of high caliber.

Automate as much of the above as possible to make the process a useful tool rather than an obstacle.

8. Record meetings

Recording meetings allows team members in different time zones to access and review the discussions and decisions made during the meeting, even if they were unable to attend in real-time.

It allows team members to catch up on discussions and updates at a time that suits them best. They can review the meeting recordings when they are most productive and focused, allowing for better comprehension and retention of the information discussed.

You can revisit specific parts of the meeting to clarify uncertainties, verify information, or recall important details. This reduces the need for repetitive questions or seeking clarification, as the answers can often be found by reviewing the recording.

9. Verify the agreed-upon times

Double-check the time zones of all parties involved to ensure accurate conversions. Use reliable sources such as time zone converters or reputable websites like WorldTimeBuddy to verify the time zones.

When confirming agreed-upon times, it's best to cross-check through multiple communication channels to ensure accuracy. Send a confirmation email, follow up with a chat message, or schedule a calendar invite to reiterate the agreed-upon time. This helps minimize the risk of miscommunication or forgetting about the scheduled time.

Furthermore, ask all participants to acknowledge and confirm the scheduled time in their respective time zones and encourage them to reply or provide confirmation through the chosen communication channel.

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Also read: Maximize your remote work with these 8 Chrome productivity extensions

Tools for working remotely in a different time zone

There are several tools available that can help you work efficiently with different time zones. Such tools help you adhere to your time zone etiquette.

World Clocks: World clock websites or applications provide a quick and easy way to view multiple time zones simultaneously. Examples include Timeanddate.com, WorldTimeBuddy, and TheTimeNow. These tools allow you to compare time zones and plan your activities accordingly.

Collaboration and communication tools: Tools like Slack, Microsoft Teams, and other team communication platforms provide features that can help manage and coordinate work across different time zones. These platforms allow for asynchronous communication, file sharing, and real-time collaboration, reducing the dependency on simultaneous availability.

Project management tools: Tools such as Asana, and Trello enable teams to coordinate tasks, track progress, and assign deadlines across different time zones. They provide a centralized platform for collaboration, allowing team members to stay updated on project statuses and communicate asynchronously.

Meeting scheduler tools: Meeting scheduler tools simplify finding suitable meeting times across multiple time zones. Tools like Doodle, Calendly, or Timezone.io allow participants to indicate their availability, automatically consider time zone differences, and suggest the best meeting times for everyone.

Workflow automation tools: Automation eliminates manual and repetitive tasks by automating workflows. As a remote worker, you can optimize your operations using workflow automation solutions, improving workflow for all parties. When you automate tasks like data input, document management, project management, and scheduling are much easier and time-saving. Additionally, these tools assist in averting any errors or delays that would occur without automation.

Mobile Apps: Mobile apps specific to time zones can be handy on the go. Apps like Time Buddy, World Clock - Time Zones, or Time Zone Converter provide quick access to time zone information and conversions on your mobile device.

Visual collaboration tools: Visual collaboration tools facilitate clear and visual communication, allowing you to convey ideas, concepts, and information more effectively than traditional text-based methods. Visual tools make collaboration more engaging and interactive.