Navigating Time Zone Challenges

This is my pitch for Core Hours. We like to say that the work day falls between 8-5, but I think that we all know that's not the reality of most jobs. One of the ways you can set caregivers up for success is implementing the concept of Core Hours. Core Hours are a period during the day when: 1. Teammates agree that collaboration is most likely. 2. Teammates agree to be available for meetings and connection. 3. Calendars and schedules can be dedicated to in-person or live digital interaction. For example, Core Hours could be 9:30 - 2:30, in which case the majority of meetings or in person activities happen. This leaves the early morning, commutes times and evenings for flexibility of other less collaborative work so teammates have autonomy to deliver in an agile way. Core Hours empower: 1. Caregivers to maximize the time during the day when there is less likely to be life commitments like school drop off and pick up. 2. Flexibility for team members to do async communication and documentation in the book ends of the days or time that works best for them. 3. Trust amongst teammates that they can collaborate and be available during Core Hours. 4. An opportunity to grow consistent camaraderie without impacting people's ability to care for their lives. Core Hours may be especially helpful for those who work onsite or are hybrid, or those that span timezones.

I’ve led a global team of 180+ employees across the US and India, and here’s what I see most teams get wrong in a global setup: They communicate decisions, but forget to communicate how they arrive at them. That’s a problem. Because when you're building across time zones and cultures, the real challenge isn’t language or even the rapidity of execution. Oftentimes, it’s alignment. Early at Rocketlane, we made a simple change that paid off well for us: We made every key decision a discussion. Even if it was just a Slack thread saying: “Here’s why I believe this is the right move. Thoughts?” We realized that if we wanted cohesion, we had to over-communicate not just what we were doing, but why we believed it was the right move. Yes, it takes longer initially, but that initial alignment speeds up execution later on. Your global team isn't just working across time zones; they're working across different communication styles, cultural contexts, and decision-making frameworks. Bridge those gaps with intentional conversation, not efficiency shortcuts. When people understand why, they align more quickly and execute more effectively.

Nothing says ‘global team’ like waking up to decisions you weren’t part of. Surprise! A major decision was made while you were sleeping. No context. No input. Just a directive from HQ that ignores half the reality on the ground. Every global company I’ve worked for has had one main office where senior leadership sits. This is great for leadership; it makes communication easy for THEM. The issue is that every other office becomes “remote” by default, and they all end up playing catch-up with the decisions that were made in a single time zone. I can’t count the number of times I woke up to find that an inconvenient or downright impossible decision had been made in the “main office.” As the senior tech leader in my office, I would then spend my morning: → Tracking down the actual source of the decision. → Understanding what critical details they were missing. → Finding a way to clarify (or outright fix) the decision before it caused bigger issues. These decisions weren’t always bad, and they were almost never ill-intentioned. However, they were almost always made casually based off of bad or incomplete information. In a few cases, people used this dynamic to their advantage, knowing they could push decisions through without all stakeholders present. If you’re in a remote office and wake up to a surprise decision, here’s how to advocate for your team: 1) Don’t react immediately. Acknowledge the decision, but don’t start executing until you understand all the details. 2) Identify the real decision-maker. In large organizations, this can be harder than it should be. 3) Gather the missing facts. What key context do they not have? What data changes the equation? 4) Push for clarity. Engage directly with the decision-maker to ensure the decision is fully informed before it moves forward. If you’re the one making decisions across time zones, don’t be THAT leader. No one likes a leader who leaves entire regions out of critical decisions. Instead: a) Include global teams in the process. This is necessary for having a complete picture. b) Document your decisions properly. Why was it made? What data was used? Who owns it? c) Respect different time zones. If a decision impacts people across the world, don’t finalize it without their input. Has this ever happened to you? How did you handle it? For a live discussion on this topic and others relating to large-scale tech, join Ethan Evans and me on February 15 & 16: https://lnkd.in/eFqK4iWw

Here’s a pro tip learned the hard way. When coordinating meetings across time zones, I offer availability in the counterparty's time zone. It isn't just courteous—it's smart business. Imagine you're in New York with your client in London. By converting your availability to GMT, you're subtly saying, "I respect your time." It eliminates the mental gymnastics of time conversion and reduces the risk of scheduling errors. Plus, it sets a collaborative tone, showing you're attuned to the details that make cross-border partnerships work. These small gestures can make a big impact. Relationships are about respecting individual nuances, including the simple yet crucial matter of what time it is.

The art of asynchronous communication is vital. It transforms remote work across time zones. It's not just about staying connected. It's about working smarter, not harder. Asynchronous communication means sharing information without needing instant replies. This approach includes emails, recorded videos, and project management tools. It contrasts with synchronous methods like live meetings or chats. The benefits are clear. - Flexibility: Team members can work when they are most productive. - Inclusivity: It allows collaboration across different schedules and time zones. - Deep Work: It reduces distractions, helping employees focus on complex tasks. However, challenges exist. - Delayed feedback can slow down decision-making. - Written communication can lead to misunderstandings without tone or body language. - It lacks the spontaneity of real-time brainstorming. To make asynchronous communication effective, follow these best practices. 1. Establish Clear Guidelines - Define when to use asynchronous versus synchronous communication. - Set clear expectations for response times, like within 24 hours for non-urgent matters. - Provide templates to ensure clarity and brevity in messages. 2. Choose the Right Tools - Select tools that enhance asynchronous collaboration. - Use messaging platforms like Slack for organized discussions. - Project management tools like Asana help track tasks and deadlines. - Video recording tools like Loom allow for personal updates, while knowledge bases like Notion centralize resources. 3. Promote Transparency - Encourage regular updates on progress through shared documents or project management tools. - This keeps the team aligned and avoids duplication of work. 4. Optimize Message Structure - Craft messages that are easy to read. - Use descriptive subject lines and headers. - Highlight key points with bold text or bullet points. - Provide enough context to minimize follow-up questions. 5. Respect Time Zones - Establish core overlapping hours for essential synchronous interactions. - Rotate meeting times to share inconvenience across regions. Fostering collaboration across time zones is crucial. Encourage asynchronous workflows by documenting clear instructions and deadlines. → This allows tasks to progress without time zone constraints. Balance social connections too. → Create channels for casual conversations to build team bonds. Use emojis, audio, or video messages to add a personal touch. → Leverage technology to simplify scheduling. Tools like World Time Buddy or Google Calendar help manage time zones. → Integrations like Spacetime in Slack adjust time zones automatically. Mastering asynchronous communication is key for remote teams. This leads to greater productivity and stronger team cohesion. What are your thoughts on effective communications for remote teams? Kindly repost ♻️ and share with your network

The thought of working with international clients felt like a dream Until it turned into a communication nightmare. ⤷ Time zones clashed. ⤷ I second-guessed every email. ⤷ Calls were either missed or delayed. But I wasn’t just struggling with different working hours. I was navigating different expectations, communication styles, and unspoken norms. One thing became very clear- 👉I needed to stop trying to fit every client into the same mold and meet them where they were. I started asking questions like- → What works best for you? → How can I make this easier? And I made a conscious shift of - 👉 Listening over assuming. 👉 Collaboration over convenience. Over time, everything changed- Conversations became less transactional and more personal. Clients started trusting me with their challenges not just because of the results I delivered. But because I showed up the way they needed me to. Looking back those challenges taught me lessons that became the foundation of my business- 1. Clients value feeling understood more than quick responses. 2. Overcommunicating isn’t annoying. It’s reassuring. 3. Every client is different and that’s what makes it meaningful. 4. Showing up intentionally builds relationships that last. PS: Have you ever adjusted your working style to meet a client's needs?

I’ve been managing remote teams across different time zones for over a decade. But I struggled. → I didn’t have a set process. → I didn’t understand how to make time zones work in my favor. → I didn’t know how to balance flexibility and structure. 1. The first mistake is failing to acknowledge the time zone challenge. Many leaders assume that their team can sync up despite being spread across the globe. But the reality is, time zone differences create major barriers to productivity and communication. When I first scaled my company, I made the same mistake. I tried to get everyone working in overlapping hours, but it led to constant delays, frustration, and burnout. The result was:  → Miscommunication because not everyone is available at the same time. → Missed opportunities due to delayed responses. → Team members feeling disconnected. But then I realized I needed to embrace time zone differences instead of fighting them. Here’s how I fixed it: → Accept time zone differences as a reality and create overlap windows for collaboration. → Communicate expectations clearly around working hours and availability. → Focus on asynchronous work and ensure key tasks can be completed without needing everyone to be online simultaneously. 2. The second mistake is neglecting to establish clear communication protocols. Time zone challenges make communication even trickier, and without clear protocols, your team will be left guessing when to connect or how to share updates effectively. I learned this the hard way. At one point, we had team members scattered across five time zones, and without a plan for how and when to communicate, things slipped through the cracks. The result was: → Information is missed or misunderstood. → Confusion around when to reach out and how to collaborate. → Employees feel “out of the loop” or disengaged. Here’s how I fixed it: → Implemented tools like Slack, Microsoft Teams, and Zoom to streamline communication. → Set clear guidelines for response times, preferred communication channels, and meeting schedules. By learning from these mistakes, I’ve been able to turn time zone differences into an advantage rather than a barrier. Don't let time zones be your excuse for poor management—make them work to your advantage.

Having remote teams across continents bring both opportunities and challenges. How do you get it right? Working with global teams, especially when spread across drastically different time zones, is a reality many product managers face today. It can stretch your collaboration skills and test your patience. But, done right, it can be a powerful way to blend diverse talents and perspectives. Here's how to make it work: 1. Creating Overlaps: Aim for at least an hour or two of overlapping work hours. India's time difference with the US means you'll need to adjust schedules for essential face-to-face time. Some teams in India choose to shift their hours later. This is crucial for addressing any pressing questions. 2. Context is Key: Have regular kickoff meetings and deep dives where all team members can understand the big picture—the customer needs, project goals, and product vision. This enables your engineers to make informed decisions even if you're not available to clarify on-the-spot. 3. Document, Document, Document: While Agile champions minimal documentation, it's unavoidable when teams can't meet frequently. Keep clear records of decisions, questions answered, and the day’s progress. This provides continuity and reduces paralysis when immediate answers aren't possible. 4. Strategic Visits and Camaraderie: If possible, send team members to different locations periodically. This builds relationships and trust, which are invaluable when working remotely. If travel isn't possible, consistent video calls and personal updates help. 5. Local Leadership: Consider having local engineering leads in the same region as your development team. This can bridge gaps and streamline communication, ensuring that strategic and operational alignment occurs naturally. Ultimately, while remote setups have their hurdles, they are not impossible to overcome. With thoughtful planning and open communication, your team can turn these challenges into strengths, fostering innovation and resilience that transcends borders. 🌎

I wasn’t always a fully-remote CEO... But when I launched Squad App, I wanted it to be 100% remote from the start. I’ve been working in tech my entire life— With international teams across different time zones my entire career. Here’s how I leverage my experience to build a world-class culture with no office 👇 1. Flexibility as a rule You can’t lead an international team without being flexible. I built my daily schedule from the ground up to accommodate different time zones— Starting early with our European teams, focusing on American activities during the day, and wrapping up with our teams and partners in Asia. 2. Proactive communication Working remotely exposes any flaws in your communication style. Remote teams don’t get the exposure of in-person conversation— You MUST learn to express ideas clearly over Slack, Zoom, and Loom, and get it right the first time. Otherwise? People will carry on with misunderstandings, and you’ll find out hours later they did something completely wrong because of poor communication. 3. Fully embracing technology for connectivity Coming from a tech background, leveraging Notion, Workspace, Slack, and other async-friendly tools for collaboration came naturally to me. Simply put, the right tech stack will 10x your productivity. Even if you’re not a remote leader, get serious about the tools you use. They say great photographers aren’t people with the best cameras — it’s those who understand how to take full advantage of what they have. It’s the same for remote teams. They understand how to leverage collaboration platforms to their full potential, no matter which they’re using. 4. Fostering a culture of flexibility and trust You can’t build a remote team without placing your full trust in them. Why? Because you can’t hover over people’s shoulders, or force everyone into a meeting room to hash things out in-person. You need people who can turn around quality work without you controlling the process. Remote teams are self-starters working together toward a common goal— Trust matters here more than ever. 5. Prioritizing employee well-being Not seeing your team in-person makes it harder to pick up on struggles they might be facing that you’d notice in the office. You don’t see anyone sad, happy, frustrated, or anything else. You see them for a few minutes on Zoom calls, and that’s it. That’s why it’s crucial for remote leaders to be proactive about team health — because they won’t share it otherwise. Ask them how they’re doing. Ensure they’re using their time off. And most importantly, emphasize an open-door culture. All this is the backbone of Squad App’s success in remote work, and why we’ve been so effective — despite being 1000s of miles apart — from day one.

Leading Programs Across Time Zones? Here’s My Playbook from Amazon Leading programs is hard enough—doing it across time zones, cultures, and screens adds a whole new layer. At Amazon, I’ve managed programs where key stakeholders were in Seattle, India, the UK, and beyond. Here’s how I keep things moving, even when we’re never in the same room: 1️⃣ Create Shared Working Hours I set core overlapping hours where decisions happen. Everything else? Async by default. 2️⃣ Lean into Documentation I treat docs, FAQs, and updates like artifacts. They’re always available, always current, and prevent “ping for context” culture. 3️⃣ Build Relationships Intentionally Remote work can feel transactional. I carve out time for 1:1s, casual chats, and “non-agenda” moments to build real trust. Great remote programs don’t happen by accident—they happen by design. What’s one trick that helps you lead from anywhere? #RemoteLeadership #ProgramManagement #DistributedTeams #Collaboration #AmazonStyle