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How to Work with Clients in Different Time Zones

December 26, 2016 / by Jennifer Lang

jennifer-lang.pngWorking remotely opens a whole network of possibilities. You can collaborate just as effectively with a client who's halfway around the world as one who's right around the corner, provided you account for the difference in your time zones.

All it takes is being flexible with your availability and establishing procedures to avoid communication breakdowns.

What Time Is It? That Depends …
In an increasingly global economy, many U.S. companies have to adjust to doing business 24/7. When it's 9 a.m. in Kokomo, Indiana, it's 7:30 p.m. in Kolkata, India. Three p.m. in Beijing is 2 a.m. in Boston.

Fortunately, most Supporting Strategies clients are stateside, meaning that time differences are fairly minor. Still, you need to be aware of them to avoid miscommunications and missed communications.

You also have to be careful not to inconvenience your client. Say you're in the Central Time Zone and you call an East Coast client at 11 a.m. your time. Well, it's noon at your client's office, so your call could interrupt their lunch hour. Or if you're on the West Coast and you call a client out East at midafternoon your time, they could be preparing to leave for the day.

So that leads to the first rule of communicating with a client in a different time zone: Schedule calls whenever possible. That provides an opportunity to select a mutually convenient time and for each of you to prepare. Once you've determined a time that works for each of you, schedule regular calls at that hour to discuss routine business.

Be Proactive
If you're not instantly familiar with the time difference between you and your client, apps such as the Time Zone Converter can help you figure it out.

Be sure to include both your local time and the client's local time in your email when you set up a call. Otherwise your phone might ring at 8 a.m. when you're expecting a call at 9 a.m. Really, it comes down to being proactive. Don't allow a miscommunication to occur when you can easily avoid it. And by taking control of the process, you can also set your expectations for the client.

Establish Clear Deadlines — But Make Yourself Available, Too
Many of your routine client communications can be conducted by email, which resolves most of the time zone issues. Still, it's important to establish response deadlines. The deadline, whether it's one business day, 48 hours, a week — whatever — can vary depending on the nature of the business or the complexity of the request. The important thing is to set a reasonable timeframe and stick to it.

Despite all of your best efforts, you might still need to make yourself available outside normal business hours to accommodate a client in a different time zone. As long as both parties are considerate of one another’s preferred working schedule you should be able to collaborate harmoniously with minimal disruptions. Being thoughtful and flexible in these ways creates the opportunity to work remotely with interesting clients all over the United States — and beyond!

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Topics: Santa Monica, Los Angeles

Jennifer Lang

Written by Jennifer Lang