Working with offshore employees on platforms like Upwork can present a myriad of challenges, particularly when dealing with time zone differences. There are frustrations about communication issues, the necessity of waking up at odd hours to communicate with offshore teams, and the occasional need to step in and complete tasks yourself. 

If you’re experiencing the same, you’re in the right place. This episode of “The Philippine Business Playbook Podcast” is dedicated to sharing tips on overcoming the hurdles of time differences when managing an offshore team.

The ideal scenario: 24/7 Operations

One of the most significant advantages of having offshore teams is the potential for 24/7 operations. Imagine having a team that works overnight while you’re asleep, ensuring that progress is made around the clock. This setup can lead to increased productivity and quicker turnaround times, providing a competitive edge in the market.

Strategies to overcome time zone-related challenges

To make the most of an offshore team, especially when dealing with time differences, consider implementing the following strategies:

1. Have a great communication plan

Effective communication is the backbone of successful offshore collaboration. Here are some key points to consider:

• Tools: Utilize reliable communication tools that suit your team’s needs to facilitate real-time communication and keep everyone connected.
• Set meeting times: Schedule regular meetings at mutually convenient times. This ensures that everyone stays on the same page and can address issues promptly.
• Summary emails: Have your team send detailed summary emails at the end of the day to document decisions, action items, and next steps. This practice helps in maintaining clarity and accountability.
• Set expectations: Clearly outline what is expected in terms of communication frequency and channels. Overcommunicate to avoid misunderstandings and ensure everyone is aligned.

2. Optimize schedules

Depending on the nature of the work and the level of interaction required, optimize the schedules of your remote team to ensure maximum efficiency:

• Partial overlap: If real-time collaboration is crucial, ensure there is a partial overlap of working hours between your team and their U.S./international counterparts.
• Full overlap: For tasks requiring constant interaction, consider having full overlap of working hours. This may involve adjusting work shifts to suit both teams.
• Day and night shifts: As your business grows, you can have dedicated day shift and night shift employees to fully cover bases and ensure timely deliverables effectively.

3. Foster a team culture and core values around communication

Building a strong team culture that emphasizes communication is essential, especially when working with a crew that operates independently:

• Core values: Instill core values that prioritize open and transparent communication.
• Regular check-ins: Conduct regular check-ins to ensure that team members feel connected and supported.
• Encourage feedback: Create an environment where team members are encouraged to provide feedback and share their concerns.

4. Set up processes for proper documentation
Proper documentation is critical for ensuring that everyone is on the same page:

• Standardized processes: Implement standardized processes and even wordings for documentation to ensure consistency and clarity.
• Accessible repositories: Use centralized repositories where all documents and project updates are stored and easily accessible.
• Regular updates: Ensure that documentation is regularly updated to reflect the latest information and developments.

5. Use appropriate communication tools

Leveraging the right tools can make a significant difference in managing an offshore team effectively:

• Project management software: Use tools like Trello, Asana, or Jira to track tasks and project progress.
• Collaboration platforms: Platforms like Google Workspace or Microsoft Office 365 facilitate collaboration on documents and spreadsheets.
• Status updates: Implement tools that provide real-time status updates on tasks, ensuring everyone knows what needs to be done and the current state of projects.

Overcoming the challenges of time differences when working with an offshore team requires strategic planning and effective communication. By following the strategies outlined above, businesses can optimize their operations and leverage the full potential of their offshore teams.

Watch the full video for more personal insights and anecdotes from Bryan! 

_____

If you enjoyed this episode, don’t forget to like, comment, and subscribe to The Philippine Business Playbook podcast on YouTube, Spotify, and Apple Podcasts.