Conquering time zones

Written on the 30th November 2023.

We have the privilege at Juniper of working with wonderful people around the globe, many of whom are in different time zones. With the aid of technology, this is becoming increasingly common in today’s global business context and whilst it’s extremely useful, it can present its own unique challenges. For us, the key is to find a rhythm that works for both parties, and we have refined our approach over the past few years, since working more remotely. Here are some examples of what we’ve adopted to help us navigate the complexities:

Time zone awareness: know your client or colleague’s time zone like the back of your hand

The first and most fundamental step is to understand the time zone differences between you and your client or colleague. Being able to know exactly how many hours to add or subtract (at all times of the year) for each individual client is key and will make your life easier.

Agree on how you will communicate effectively

Establish a clear communication plan. Agree on preferred communication channels, availability hours, and response times to ensure seamless interaction between you. Clarity is key - acknowledge the time difference when sending an email, for example. If the other person is six hours ahead and you send an email at 13:30 your time, don’t expect a response until the following day – factor this into your deadlines.

Utilise your overlapping working hours for collaboration

Identify overlapping working hours when you and your counterpart can engage in real-time communication. This is crucial for meetings, discussions, and resolving urgent matters.

Be prepared to be flexible about your working hours

Be open to adjusting your work hours if possible. Flexibility in your schedule can accommodate essential meetings and maintain effective communication. Sometimes, a little flexibility can go a long way.

Take notes in meetings and record actions and responsibilities as you go

Note down key information from meetings and always come away from a meeting with a list of actions that you can summarise within the follow-up email. This keeps everyone informed, eliminates misunderstandings, and assists with project progress whenever you next touch base.

Respect cultural differences

Be aware of cultural differences, from holidays to body language. Do your research when meeting an international client or colleague for the first time and show respect for these differences to foster better relationships.

Working with people around the globe is extremely rewarding and great for our personal development. Our top tips are to embrace the challenges and remember to always factor in the time difference, as careful planning and realistic deadlines can help avoid unnecessary stress for both parties.