Working with an international team can be an extremely rewarding experience. Global teams provide insight into different cultures and ways of working. At the same time, global teams also test employee time management and planning skills – sometimes for better, and sometimes for worse. Successful collaboration in global teams doesn’t have to be overly complicated. Read on for suggestions on how to achieve success while working with team members located across the globe.
Communication
Collaborative communication platforms are a dime a dozen these days, so you can take your pick among the available software! Slack and Teams are just a few options on the market. Every platform has its own benefits and drawbacks, but remember – ultimately, a platform is just a means to an end. Understanding the most appropriate communication method for each member of your team is key to successful collaboration. Some team members may be quick to respond to instant messages no matter the hour but delayed with their responses to email. Other team members may be best reached through a live telephone or video call. Drafting a communication management plan outlining communication preferences and best practices can support any project manager (PM) juggling different communication styles and preferences across multiple time zones.
Preparation
In any workplace, coming prepared for any type of conversation – be it a five-minute phone call or a two-hour meeting – is important. In teams spread across multiple time zones, this becomes even more critical. Hours may pass before getting a response to an instant message due to time differences, it’s important to articulate what is needed of the respondent clearly from the beginning. Even with informal, one-on-one meetings, if shared working hours are limited, it’s important to send any read-ahead materials or advance information ahead of time to ensure that decisions can be made on the call, without causing further delays.
Reminders
Setting reminders for yourself and your team is crucial, especially when daily connections are not possible due to different time zones. Utilize platforms that allow for automated reminders based on specific time criteria. When setting up these reminders, make sure they are scheduled to alert team members at times that are appropriate for their local time zones, ensuring tasks are acknowledged and completed promptly. These reminders are essential tools for maintaining communication and project momentum even when team members are offline. Consider carefully which platform best supports these functions and integrate reminders effectively to bridge the communication gap.
Common time zone
We work in an era where the standard workday is not 9am to 5pm for all team members, even ones who may be located in the same time zone! Some team members may start and end their day early, others late, and same may take time off in the middle of the day to attend to personal needs. Particularly when working with three or more time zones, its ideal to pick a ‘common’ time zone or core hours when all team members will be working. These core hours might be dictated by where the main hub or headquarters is located, where most clients are located, or where most employees outside of the main hub are located. Establishing a common time zone and core hours serves as an easy reference point for all members. Many platforms have the ability to show multiple time zones within calendars. Take advantage of this and turn this tool on to understand where your schedules fall within the common time zone.
Be flexible
Maintain flexibility – even when it’s challenging. Establishing clear communication practices and expectations, setting reminders, and finding a common time zone will lead to a productive work environment, no matter how spread-out your project team!
In summary, effective collaboration across global teams requires more than just the right tools; it demands a strategic approach to communication, preparation, and scheduling. By choosing suitable platforms, setting clear expectations, and respecting diverse work hours, teams can overcome the complexities of different time zones. Emphasizing flexibility and understanding, and leveraging reminders to maintain momentum, are key to fostering a productive and harmonious international work environment. As we navigate these global dynamics, it's crucial to remember that our differences can lead to a richer, more effective collaboration.