{"id":2966,"date":"2021-02-10T05:00:34","date_gmt":"2021-02-10T10:00:34","guid":{"rendered":"https:\/\/canny.io\/blog\/?p=2966"},"modified":"2024-10-29T19:51:35","modified_gmt":"2024-10-29T23:51:35","slug":"project-management-across-timezones","status":"publish","type":"post","link":"https:\/\/canny.io\/blog\/project-management-across-timezones\/","title":{"rendered":"Project management across time zones: 7&nbsp;lessons"},"content":{"rendered":"\n<p>Right now, I\u2019m working with an international remote&nbsp;team.&nbsp;<\/p>\n\n\n\n<p>And, we support a number of clients who are also spread out across time&nbsp;zones.&nbsp;<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Project management is challenging even when everyone is in the same place, and being in different countries (and therefore on very different schedules) adds an additional layer of&nbsp;complexity.&nbsp;<\/p>\n<\/blockquote>\n\n\n\n<p>Remote teams are also more common than&nbsp;ever.&nbsp;<\/p>\n\n\n\n<p>In an increasingly digitized and ever more globalized world, more and more of us are finding ourselves working from home and collaborating with people who live hundreds or thousands of miles&nbsp;away.&nbsp;<\/p>\n\n\n\n<p>In addition, it looks like remote teams are here to stay. According to ProfitfromTech, <a rel=\"noreferrer noopener\" href=\"https:\/\/www.profitfromtech.com\/remote-work-statistics\/\" target=\"_blank\">85% of managers<\/a> believe that teams with remote workers will become the new norm. Meanwhile, 77% of employees say they are more productive while working from&nbsp;home.&nbsp;<\/p>\n\n\n<p><!--HubSpot Call-to-Action Code --><span id=\"hs-cta-wrapper-e1d55d08-a2cf-44a3-a9a0-f3ca5ff21dfa\" class=\"hs-cta-wrapper\"><span id=\"hs-cta-e1d55d08-a2cf-44a3-a9a0-f3ca5ff21dfa\" class=\"hs-cta-node hs-cta-e1d55d08-a2cf-44a3-a9a0-f3ca5ff21dfa\"><!-- [if lte IE 8]>\n\n\n\n\n\n\n\n\n\n<div id=\"hs-cta-ie-element\"><\/div>\n\n\n\n\n\n\n\n\n\n<![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/5705808\/e1d55d08-a2cf-44a3-a9a0-f3ca5ff21dfa\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" id=\"hs-cta-img-e1d55d08-a2cf-44a3-a9a0-f3ca5ff21dfa\" class=\"hs-cta-img aligncenter lazyload\" style=\"--smush-placeholder-width: 1300px; --smush-placeholder-aspect-ratio: 1300\/642;border-width: 0px;\" data-src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/5705808\/e1d55d08-a2cf-44a3-a9a0-f3ca5ff21dfa.png\" alt=\"Canny free trial\" width=\"1300\" height=\"642\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\"><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(5705808, 'e1d55d08-a2cf-44a3-a9a0-f3ca5ff21dfa', {\"region\":\"na1\"}); <\/script><\/span><!-- end HubSpot Call-to-Action Code --><\/p>\n\n\n<p><\/p>\n\n\n\n<p>So I wanted to share some lessons I\u2019ve learned about remote project management across time&nbsp;zones.<\/p>\n\n\n\n<p>Let\u2019s dive&nbsp;in!&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">1. Communicate in whatever ways your team members prefer&nbsp;<\/h2>\n\n\n\n<p>My default is to use email for all my professional communication. However, there are also people within my team and within my client base who prefer different methods of&nbsp;communication.&nbsp;<\/p>\n\n\n\n<p>For that reason, I use Slack, WhatsApp, and occasionally Skype alongside&nbsp;email.&nbsp;<\/p>\n\n\n\n<p>The trick is to not be too rigid and to use the communication tools that work for your team and clients. While it can be time-consuming to manage multiple different messaging apps, most of us have at least a few different tools that we use in our day to day lives&nbsp;anyway.&nbsp;<\/p>\n\n\n\n<p>Ask people what they prefer, and come up with a system that&nbsp;works.<\/p>\n\n\n\n<p>The methods you use are far less important than keeping an open line of communication with everyone in your team. You must make sure your team members know that they can come to you with any problems or questions, and that you are there to help and support&nbsp;them.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">2. Make it clear that you don\u2019t need immediate answers<\/h2>\n\n\n\n<p>You cannot always expect people to get back to you straight&nbsp;away.&nbsp;<\/p>\n\n\n\n<p>It\u2019s good management practice not to always expect instant replies anyway, but it\u2019s essential when you work across time zones. It might be 2pm for you, but if it\u2019s 2am for your colleague, they\u2019re probably not going to read your message for a few&nbsp;hours.&nbsp;<\/p>\n\n\n\n<p>Therefore, make it clear to people in your team that you don\u2019t expect them to get back to you instantly, especially if it\u2019s outside of working hours in their part of the&nbsp;world.&nbsp;<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>You can model good behavior and lead by example here, too\u2014if you get a work-related message late at night, consider leaving it until the following morning.&nbsp;<\/p>\n<\/blockquote>\n\n\n\n<p>By respecting your own boundaries and your own work\/life balance, you signal to your team that you will also respect&nbsp;theirs.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">3. Choose appropriate project management collaboration tools<\/h2>\n\n\n\n<p>Most of my projects are managed through a combination of Trello and Google Docs. These tools are ideal because they allow for collaboration across miles and timezones, allowing people to log in and contribute as and when they\u2019re&nbsp;working.&nbsp;<\/p>\n\n\n\n<p><a href=\"https:\/\/monday.com\/blog\/project-management\/the-complete-project-management-software-list\/\">Here<\/a>&nbsp;you can find the best project management software in&nbsp;2022.<\/p>\n\n\n\n<p>Choose the appropriate collaboration tools for your team, and make sure that everyone has access and knows how to use them. That might include a specialist project management software, shared calendars, file sharing systems, and so&nbsp;on.&nbsp;<\/p>\n\n\n\n<p>Remember that the <a href=\"https:\/\/canny.io\/blog\/too-much-tech-how-to-decide-if-you-need-a-new-tool\/\" target=\"_blank\" rel=\"noreferrer noopener\">tools should serve the project and your team<\/a>, not the other way&nbsp;around!&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">4. Make the time for video calls&nbsp;<\/h2>\n\n\n\n<p>Even when you live and work in different locations, it\u2019s often better to talk face-to-face rather than in writing where&nbsp;possible.&nbsp;<\/p>\n\n\n\n<p>Thankfully, video conferencing tools like Skype and Zoom make it easy. You might choose to have whole-team video meetings, or just one-to-one check-ins with your team\u2014or both. Choose whatever makes the most sense in your&nbsp;context.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Having a video meeting allows you to see the other person\u2019s face, hear their voice, and read their body language. This all enables closer team relationships and better communication as long as you do it&nbsp;regularly.&nbsp;<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\">5. Remember to account for language barriers<\/h2>\n\n\n\n<p>Though you presumably all share a common language that enables you to work together, people on your team are likely to have different native languages. That means you should make an additional effort to communicate in a clear and straightforward manner so that everyone can participate&nbsp;equally.&nbsp;<\/p>\n\n\n\n<p>Be aware of regional slang or terms that people who don\u2019t share your native language might not understand. You should also <a href=\"https:\/\/sixgun.com.au\/avoid-buzzwords-to-connect-with-your-audience\/\" target=\"_blank\" rel=\"noreferrer noopener\">avoid using buzzwords<\/a> and instead say exactly what you mean, as precisely as you can.&nbsp;<\/p>\n\n\n\n<p>If written work is an important part of your team\u2019s function, you might want to provide a grammar tool to enable everyone to write with confidence.&nbsp;<\/p>\n\n\n\n<p>Part of running an effective international team is making everyone feel included. To do that, you must be aware of language barriers and make sure you are communicating clearly at all&nbsp;times.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">6. Track progress and monitor performance<\/h2>\n\n\n\n<p>It can be challenging to keep track of how your projects are going and how your team members are performing when you are many miles apart.&nbsp;<\/p>\n\n\n\n<p>Therefore, as the project manager, it\u2019s your job to come up with an <a href=\"https:\/\/canny.io\/features\/product-roadmap\" target=\"_blank\" rel=\"noreferrer noopener\">easy way to track progress<\/a> and monitor&nbsp;performance.&nbsp;<\/p>\n\n\n\n<p>The methods you choose will depend on the project and what makes sense for your team. For example, I use a lot of Google Sheets that anyone within the team can input on. They allow me to see at a glance what\u2019s on track, what\u2019s ahead of schedule, and anything that might be falling behind and need extra&nbsp;attention.&nbsp;<\/p>\n\n\n\n<p>Other remote managers I know use tools like <a href=\"https:\/\/www.zoomshift.com\/timesheet-app\" target=\"_blank\" rel=\"noreferrer noopener\">timesheet apps<\/a> and remote monitoring software like <a href=\"https:\/\/www.timedoctor.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">TimeDoctor<\/a>. Monitoring project progress will allow you to catch any problems early, and resolve them before they put the whole project behind&nbsp;schedule.&nbsp;<\/p>\n\n\n\n<p>Most importantly, you must make sure that everyone is aware of their key performance indicators (KPIs). People can only achieve what is expected of them if you are clear and specific about what that&nbsp;is.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">7. Be flexible<\/h2>\n\n\n\n<p>According to CompareCamp, <a href=\"https:\/\/comparecamp.com\/flexible-working-statistics\/\" target=\"_blank\" rel=\"noreferrer noopener\">89% of companies<\/a> report better retention rates thanks to offering flexible work options. Flexibility matters to employees at least as much as pay and other benefits when it comes to job&nbsp;satisfaction.&nbsp;<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>But when you\u2019re working across time zones, flexibility is essential. You will need to be flexible to accommodate different working hours, cultural norms, and responsibilities outside of work for your team&nbsp;members.&nbsp;<\/p>\n<\/blockquote>\n\n\n\n<p>The secret? Trust your team.&nbsp;<\/p>\n\n\n\n<p>If they know what needs to be done and feel empowered to get on with their jobs, they\u2019ll go above and beyond to do their best for you.&nbsp;<\/p>\n\n\n\n<p>In other words, support your team and they\u2019ll reward you with loyalty and hard work. No micromanagement&nbsp;necessary!&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Last word<\/h2>\n\n\n\n<p>Remote project management across time zones takes a bit of getting used to. But many of the skills you may have learned from managing on-site teams also apply&nbsp;here.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">In a nutshell, here are my top tips for better project management for a remote, international team:<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Keep an open line of communication, using whatever methods work for your team&nbsp;members<\/li>\n\n\n\n<li>Don\u2019t expect immediate answers\u2014respect your employees\u2019 off-time, even if it falls in the middle of your working&nbsp;day&nbsp;<\/li>\n\n\n\n<li>Choose the right tools and make sure everyone has access to&nbsp;them&nbsp;<\/li>\n\n\n\n<li>Take the time to have an occasional video call to allow for face-to-face&nbsp;communication<\/li>\n\n\n\n<li>Remember to take language barriers into consideration and use clear, easy to understand&nbsp;language&nbsp;<\/li>\n\n\n\n<li>Be clear about KPIs and monitor progress and&nbsp;performance<\/li>\n\n\n\n<li>Be flexible with your team members and trust them to get their jobs done&nbsp;<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">One last little pro tip that has been a game changer for me: <\/h3>\n\n\n\n<p>Download the free World Clock app on your smartphone.&nbsp;<\/p>\n\n\n\n<p>You can input the relevant cities where your team members are based, and then see everyone\u2019s current time at a glance. Great for those moments when you can\u2019t remember if someone is four hours ahead or four hours&nbsp;behind!&nbsp;<\/p>\n\n\n\n<p>If you do all these things as the project manager, you\u2019ll have a happy and healthy remote team that performs at its best. Time zones don\u2019t need to get in the way of great collaboration and achieving fantastic&nbsp;results.&nbsp;<\/p>\n\n\n\n<p>Best of&nbsp;luck!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you lead a remote, distributed team, you&#8217;ll know that project management can be challenging. These tips will help improve your processes for project management across distance and timezones.<\/p>\n","protected":false},"author":18,"featured_media":5710,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"content-type":"","_lmt_disableupdate":"","_lmt_disable":"","footnotes":""},"categories":[2,7],"tags":[],"class_list":["post-2966","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-building-saas","category-product-management"],"aioseo_notices":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Project management across time zones: 7 lessons - Canny Blog<\/title>\n<meta name=\"description\" content=\"If you lead a remote, distributed team, you&#039;ll know that project management can be challenging. 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