What are the most effective ways to manage virtual meeting time zones?

1 Choose a common time zone

One of the first steps to manage virtual meeting time zones is to choose a common time zone that will serve as a reference point for all participants. This can be the time zone of the main office, the project leader, or the most convenient one for the majority of the team. You can use online tools like World Time Buddy or Time Zone Converter to compare and convert time zones easily. Once you have chosen a common time zone, make sure to communicate it clearly to everyone and use it consistently in your invitations, agendas, and reminders.

2 Consider everyone's preferences

Another way to manage virtual meeting time zones is to consider everyone's preferences and constraints when scheduling meetings. Some people may be more flexible and willing to adjust their working hours, while others may have fixed commitments or personal obligations that limit their availability. You can use online surveys or polls like Doodle or Calendly to collect and compare everyone's preferences and find the best time slots for your meetings. You can also ask for feedback and suggestions from your team members and try to accommodate their needs as much as possible.

3 Rotate meeting times

If you have a team that spans multiple time zones and no single time slot that works for everyone, you may want to rotate meeting times to share the burden of inconvenient hours. For example, you can alternate between morning and afternoon meetings, or between weekdays and weekends, depending on the frequency and urgency of your meetings. This way, you can show respect and empathy for your team members and avoid favoring or excluding anyone. You can also keep track of who attended which meetings and offer alternative ways of catching up for those who missed them, such as recordings, summaries, or follow-ups.