How to Manage Time Zone Differences as a Remote Worker
Ah, the joys of time zone differences.
Waking up to a barrage of urgent emails sent while you were blissfully snoozing; the frustrating wait for responses from colleagues on the other side of the world; or that important client meeting you turned up an hour late for after your mental time zone calculator failed.
It’s a challenge faced by many digital nomads, whether you’re communicating with customers on different continents or syncing up with a team on the other side of the planet – how exactly can you manage your workflow and maintain productivity without working round the clock?
The good news is, there are some ‘time-tested’ solutions to this problem. So if you’re suffering from time zone terrors, check out these strategies and become a master of the time difference.
1. Use time zone batching for focused work
Rather than feeling scattered from jumping between different time zones, batch your tasks based on the time zones of your collaborators, clients, or team members.
By splitting your work day into designated ‘shifts’, you can achieve more in each time slot and approach your tasks in a more structured way.
Group specific tasks within certain hours of the day based on who’s online and in need of your attention.
Example of time zone batching
Morning batch: Dedicate your morning hours to any tasks for clients or teams in a similar time zone to you.
Midday batch: Use this time for your own solo projects or deep work when no one else is online to distract you.
Evening batch: Sync up with colleagues or clients in far-off time zones when they’re coming online. Dedicate this slot to real-time collaboration, meetings, or follow-ups.
2. Leverage “asynchronous checkpoints”
One of the biggest challenges of working across different time zones is needing immediate answers when no one is available.
A possible way to solve this is by creating your own asynchronous checkpoints for critical communication, allowing you to take a more organised and proactive approach to dealing with responses and inquiries.
How to do it
Prepare before you log off: Leave detailed updates or progress reports for clients or colleagues in different time zones so they have all the information they need when they start their workday.
Create a “response queue”: This is an organised list of questions or tasks that you need input on, so you’re not left waiting around with scattered communication. This way, the other party can address everything in one go.
Use video or voice notes instead of emails: Tools like Loom allow you to create quick video updates, making it easier for the recipient to get the full context and visual cues, which streamlines communication when you’re not available for immediate feedback.
3. Create a time zone toolkit
If you’re struggling to adjust to new time zones and schedules while you travel, having a personalised time zone toolkit can help make the process smoother and easier to manage.
Your time zone toolkit can contain physical and digital tools designed to facilitate a more efficient way to work, helping you stay on top of your tasks, wherever you are in the world.
What to include
Portable travel alarm clock set to your primary client’s or team’s time zone. This visual cue helps you stay mentally in tune with their schedule.
Dual time zone smartwatch or phone display that shows two time zones at once, so you don’t have to keep converting times in your head.
Noise-cancelling headphones for evening or early-morning calls to maintain focus and avoid disruption.
Apps like World Time Buddy to instantly check time overlaps and availability across time zones without messing up your meetings or calls.
4. Use the “anchor and adapt” strategy
Constantly moving through time zones can make it difficult to maintain a routine. The ‘anchor and adapt’ strategy helps you maintain structure while embracing flexibility.
This can be hugely beneficial to digital nomads aiming to achieve a better work-life balance, helping you to get the most out of your days without compromising your work performance.
How to use it
Anchor your day with fixed activities: Engage in your chosen activities regardless of the time zone, like exercising in the morning, having lunch at noon, or winding down with a meditation session at night. This gives your day some consistent structure, no matter where you are.
Adapt work sessions to match your time zone: If you’re working with a team or clients in another zone, adapt your “work anchors” (like meetings or collaborative tasks) to fit their schedule, but keep your personal routines the same.
5. Send “time travel” emails
Emails can pile up overnight, especially if your teammates are working while you’re sleeping.
Use time travel emails to minimise overload and prevent overwhelming your inbox by scheduling your outgoing messages to align with your recipients’ working hours.
How to do it
Use scheduling tools within your email platform (like Gmail’s Schedule Send) to time your emails to arrive during your colleagues’ working hours, so they don’t feel overwhelmed by late-night messages.
Set your own email boundaries by batching your email responses and scheduling them to be sent out during the next working day for the recipient.
Use auto-replies during off-hours that provide important information without requiring an immediate response, helping you manage expectations across time zones.
Add an explainer in your email signature that informs recipients about your work hours and current time zone, so they know when you’ll be online.
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