How to Coordinate Schedules Across Different Time Zones in Your Remote Team

COVID-19 has disrupted the work of most businesses and made effective remote team working a necessity. According to Forbes, the percentage of remote workers will continue to grow, despite the mitigation of the pandemic restrictions.  

While convenient, this method of work still raises some challenges. On one hand, with the potential to hire employees all over the world, you gain the benefit of accessing a global talent pool. On the other hand, it requires company supervisors to manage remote employees, coordinate schedules, and track time zones. 

In this article, we'll dive into the art of seamlessly coordinating schedules in a multi-time-zone organization, along with some strategies and insights that will help you cultivate a cohesive, productive remote work environment.

The Importance of Coordinating Schedules

Picture this scenario: You lead a remote development team spread across three continents, each member working within their respective time frames. Without effective coordination, you might find yourself in a logistical nightmare. Meetings become a jigsaw puzzle, deadlines blur, and communication suffers.

Mismanaged time zones have far-reaching consequences. Productivity takes a hit as collaboration becomes disjointed. Such a situation often leads to missed deadlines and uncertain project outcomes. Employee morale may suffer when they are constantly experiencing fatigue. Furthermore, late-hour meetings and tight deadlines cause a disrupted work-life balance. 

In short, coordinating the schedules of your remote developers is of utmost importance. It holds together the productivity, employee satisfaction, and cost-effectiveness of your off-site work. So, how to collaborate effectively if your team is remote?

How to Coordinate Schedules in Remote Teams?

Now that you know the “why”, let’s learn the “how.” We will begin by exploring the practical methods of effective schedule coordination.

Set Up Team Working Hours

One of the best ways to coordinate meeting times is to set them up during overlapping work hours. It’s a period during the day when all team members are available. It's a window of time when employees, despite being in different time zones, can connect in real time for meetings, discussions, and teamwork.

To determine core working hours for your remote workers, start by considering the time zones of every one of them. Find a time frame that best accommodates the majority of the team members. This time frame should serve as the primary working hours. During this time, everyone is expected to be available for effective communication and collaboration.

If developing a perfect schedule with overlapping hours is impossible, you might consider implementing rotating schedules. With this approach, you periodically adjust working hours among co-workers. The goal is to distribute the burden of inconvenient meeting times more fairly. 

However, you should still remember that rotation is a compromise, and despite the benefits, it has some pitfalls. Here are some of the nuances:

Pros: Rotating schedules helps maintain the process efficiently. In such a way, you ensure that inconvenient meeting times are shared among your team members. It can boost morale and avoid burnout by preventing one team member from always working outside their preferred hours. 

Cons: However, if you have to coordinate schedules that are constantly changing, it is possible to disrupt individual routines and their work-life balance. This could potentially lead to decreased productivity, confusion, and added stress. It might also introduce coordination challenges, as everyone needs to adapt to shifting schedules.

While rotating schedules can foster fairness in meeting times, it's essential to weigh the pros and cons carefully. Consider the context of your team's dynamics and work culture before implementing this approach.

Track Time Zones

When it comes to navigating the complexities of time zones in a remote team, having the right tools can make all the difference. Here are some invaluable pieces of software:

World Clocks and Time Zone Converters

These handy online tools provide quick access to the current time in various locations worldwide. With their help, you can achieve easy conversion between different time zones. Examples include websites like timeanddate.com and worldtimebuddy.com. They can help you to coordinate a meeting efficiently by ensuring everyone is on the same page regarding timing.

Team Management Software with Time Zone Features

Many collaboration platforms, such as TIMIFY, Slack, Microsoft Teams, and Asana, offer built-in time zone features. These features allow you to display team members' time zones. What’s more, you can schedule meetings at local hours and set them specific to the respective regions. If you are still wondering how to find a meeting time that works for everyone, try utilizing these features. They can help you streamline communication, scheduling and reduce the chances of time zone-related mishaps.

Mobile Apps for On-the-Go Time Zone Coordination

When you're on the move, mobile apps dedicated to time zone coordination can be lifesavers. Apps like "World Time Buddy" provide real-time updates on time zone differences. They will make it easy to plan your day and stay in sync with your remote employees while you are on the go.

Plan and Schedule Meetings Beforehand

Effective meeting scheduling is a must for remote team communication, especially when dealing with different time zones. One of the best practices you can use to coordinate schedules is a proactive approach, which will help prevent last-minute chaos.

Proactive Scheduling

Plan meetings beforehand to minimize disruptions and ensure that team members can be fully engaged. Scheduling is critical for your employees to plan their workdays and accommodate their schedules and respective time zones. This practice fosters a sense of respect for everyone's time and contributes to a more organized and efficient work environment.

Surveying Team Availability

Ask your team when they are available in advance to determine the best time for a meeting. Tools like TIMIFY or Google Forms can be invaluable for gathering input on preferred schedule and time zone issues. 

Using Scheduling Tools and Calendar Integrations

Several pieces of software can help you streamline the process of coordinating meetings across different time zones: 

• TIMIFY offers an intuitive scheduling platform, allowing team members to book appointments conveniently. Staff highlight time slots in their schedule when they are available for meetings, making it simple to schedule a meeting that works for multiple attendees without time-consuming emails back and forth to check availability. It also integrates with popular calendar apps, reducing the risk of conflicts associated with planning. With TIMIFY, you can send automated reminders and efficiently manage client appointments.
• Calendly simplifies scheduling by offering a user-friendly interface for setting up meetings based on your availability at work. It syncs with your calendar, preventing double bookings and ensuring smooth organization. Plus, Calendly's advanced features include meeting polls, allowing you to poll attendees for their preferred meeting times.
• While primarily a world clock tool, World Time Buddy can also help schedule meetings across time zones. You can input your team's locations and easily find overlapping hours. Additionally, World Time Buddy offers a handy feature for visualizing time zone differences, making it a valuable resource for international team coordination.

Conducting Last-Minute Meetings

While it is impossible to schedule an emergency meeting, there are some points to consider to avoid wasting time. Here’s how to make these meetings productive:

• Provide a clear meeting agenda 
• Limit invitations to key participants
• Promote open and straightforward communication
• Review the decisions made at the end of the meeting

Lastly, emergency meetings should be exceptions rather than a regularity. Conduct the reviews of your emergency meeting procedures if they happen too often. 

Establish Effective Communication Practices

Clear communication forms the backbone of remote team dynamics, particularly when dealing with multiple time zones. It bridges geographical gaps and keeps everyone on the same page.

Asynchronous and Synchronous Methods

Recognize that remote teams may need a mix of asynchronous and synchronous communication methods to accommodate different time zones effectively. Asynchronous methods enable team members to speak without needing an immediate response. Examples include email or project management tools. Synchronous methods facilitate real-time discussions and meeting coordination. Instances of synchronous methods are video calls and instant messaging.

Ensure that your team is well-versed in when to use each method. For non-urgent matters or when time zone differences pose a challenge, you can use asynchronous communication. It allows employees to respond at their convenience. On the other hand, a synchronous option is ideal for important discussions.

​​​​​​​Scheduled Check-Ins and Updates

To maintain cohesion in a multi-time-zone team, establish a routine of scheduled check-ins. These meetings should be strategically timed to accommodate most employees, minimizing disruptions. Whether they are daily stand-ups or weekly updates, it is necessary to provide a structured platform for information sharing. It will also help with collaboration while coordinating with others in your team. 

Conclusion

To sum up, mastering the art of coordinating schedules in a remote team across different time zones is the cornerstone of success. Clear communication, proactive meeting planning, and effective tools make this journey achievable. 

It is vital for you as a manager to adapt and embrace flexibility. Recognize the diverse needs of your team members and be willing to accommodate different time zones. By doing so, you'll find that geographical boundaries no longer hinder your company's progress. It's time to navigate time zones with confidence and thrive in the world of remote work.

FAQ

• How do you schedule your team?

Schedule your team by considering time zones, core working hours, and a mix of synchronous and asynchronous communication. Discover the best ways to coordinate the schedules of your remote workers here.

• How do I find a meeting time that works for everyone in a team?

Find a suitable meeting time using scheduling tools, surveying team availability, and accommodating different time zones. Learn how to coordinate the schedules of your team successfully from our article.

• What is the best time for team meetings?

The best time for meetings depends on your employees' time zones, with a focus on overlapping work hours. Read our blog article and learn how to coordinate the schedules of your remote team members now.