What's one tip for handling clients in different time zones?

Question

Struggling to manage clients in various time zones? In this article, insights from a Director and a Managing Director will shed light on this challenge. Our first expert suggests using Gmail's Scheduled Send feature, while the final insight emphasizes setting clear communication expectations from the onset. With a total of twenty-three insights, this blog post is packed with actionable advice from industry leaders.

John White · Answer

We often use Gmail's “scheduled send” feature when sending routine client updates to clients on very different time zones. This feature allows us to time when the email lands in our client's inbox, helping us ensure our comms land with them during their normal office hours.
It's a simple step, but we feel it makes for a smoother client experience—it can feel odd to see emails have landed in your inbox at 3 a.m.! By ensuring our emails arrive at a time that's normal for the client, it reduces the disconnect that can sometimes be felt when working with partners from distant places.

Sergiy Fitsak · Answer

One tip for handling clients in different time zones is to leverage nearshore and offshore teams for round-the-clock support. With teams positioned globally, you can provide seamless, continuous service to clients no matter where they are located.
For example, our nearshore and offshore teams collaborate across regions, ensuring that urgent client needs are addressed promptly, even outside typical business hours. This setup not only minimizes delays but also allows us to hand off projects smoothly between time zones, enhancing productivity and client satisfaction. By strategically using global resources, you can offer responsive, 24/7 support that meets the expectations of clients around the world.

Ashley Kenny · Answer

In today's interconnected world, it's almost impossible for a business—especially a retailer—not to operate on an international scale. While we focus primarily on our domestic market, we proudly fulfill orders worldwide. Along the way, we've been learning to tackle the unique challenges of international shipping, expedited domestic shipping, and meeting the 24/7 expectations of customers who can reach us anytime, from anywhere. 
One major challenge is accommodating customers across different time zones. Understanding their location and time zone is a crucial first step. Gone are the days when a phone number's area code reliably indicated a caller's location, so our team members looked for other clues-like the timestamp on an email or call-to determine the best times to connect. 
Flexibility is another key part of our strategy. We encourage our customer service team to adapt their schedules to cover evening and even night time shifts, ensuring that we can respond promptly to inquiries from around the globe. When arranging direct calls, we always ask for the customer's time zone and work to schedule at a time that's convenient for them, showing our respect for their availability. 
To minimize disruptions, we also prioritize email and text communication whenever possible, reserving calls for situations that truly require them. This way, we ensure our messages are received at the right time and with the least inconvenience to our customers. By embracing these thoughtful practices, we're committed to delivering exceptional service no matter where our customers are in the world.

Lewis Landerholm · Answer

We have a 24-hour call answering service set up so that anyone who calls our office can reach an agent who, at the very least, can set up an appointment for them to talk with one of our intake team members and consultation attorneys when they're available. Our Intake team also has staggered schedules throughout the day that cover hours outside of our time zone's typical business hours in order to be available for client calls from different time zones.

Wayne Mills · Answer

A key tip for effectively handling clients in different time zones is to utilize technology to streamline communication. Tools like scheduling software can help manage appointments efficiently and eliminate the back-and-forth associated with time zone coordination.
For instance, using a tool like Calendly allows clients to select times that work for them, automatically adjusting for their time zones. This simplifies the scheduling process and empowers clients to choose their preferred meeting times, making them feel valued and engaged.
Setting up a centralized communication platform like Slack or Microsoft Teams can also enhance collaboration across time zones. Creating channels for specific projects allows team members to leave updates and information that clients can access anytime. This approach promotes transparency and ensures that all parties are on the same page, regardless of when they are working.
Finally, it's essential to cultivate a culture of flexibility within your team. Encourage staff to be mindful of each other's schedules and adaptable in their communication styles. By embracing these strategies, you can effectively manage the complexities of different time zones and maintain strong, productive relationships with clients worldwide.

Casey Meraz · Answer

Rotating meeting times periodically is a smart strategy to keep clients across various time zones happy. This approach is like rotating where you sit in a classroom; everyone gets a chance to have the best seat. Changing up the schedule helps ensure no single client is repeatedly stuck with late-night or early-morning meetings. This method promotes fairness and shows you genuinely value their convenience. For instance, if you typically schedule meetings at 10 a.m. your time, try mixing in 2 p.m. or 8 p.m. slots occasionally. This little adjustment can make a big difference in how clients perceive your flexibility and commitment to the relationship.
Maintaining an open dialogue about time zone challenges is critical too. Let clients know you're aware of their local time and open to discussing alternatives. You might even suggest using a shared calendar tool like World Time Buddy. This tool enables everyone to see available slots in their own time zone and pick what's best for them. While fancy software isn't necessary, a bit of tech-savvy can demonstrate initiative and care. When clients see you're willing to make adjustments, it builds trust and strengthens the partnership. Balancing time zones doesn't have to be a juggling act; it's about being adaptable and considerate.

Omër Güven · Answer

One effective tip for handling clients in different time zones is to adopt split shifts or flexible work hours. I adjust my schedule to work part of the day during my local hours and then again when my clients are active. 
This approach lets me be available for meetings and quick conversations when they need me most. By rearranging my workday, I stay connected with international clients while keeping everything else on track.

Gavin Yi · Answer

Being mindful of cultural norms and local holidays is key when working with clients in different time zones. By acknowledging their traditions and schedules, you can avoid conflicts and show that you respect their unique needs. 
For example, if a client celebrates a national holiday or works different hours, adjusting your communication to fit those times shows thoughtfulness and helps keep your relationship strong. 
It's also important to understand the local approach to work-life balance, which can vary by region, and adjust your availability accordingly. Taking the time to learn about these customs can prevent any unintended mistakes that might impact trust. 
Showing that you care about these differences will set you apart as a considerate partner, helping you build a better and more lasting relationship. Aligning with your clients' local context helps ensure smoother interactions and stronger collaboration.

Stephen Boatman · Answer

Assigning a contact in a closer time zone to your client can significantly improve communication efficiency. This way, the client has access to timely support without delays caused by time zone differences. The designated contact can address immediate needs and ensure that any urgent issues are handled quickly. 
Additionally, this approach strengthens the client relationship by showing that you're responsive and attentive to their time zone constraints. It can ultimately enhance overall satisfaction and foster a more seamless experience for the client.

Tracie Crites · Answer

What's helped us a lot in managing clients across different time zones is using Doodle polls. It may sound simple, but it's incredibly effective for finding meeting times that work for everyone without the endless back-and-forth emails. I like that it puts the scheduling power in our clients' hands, allowing them to pick slots that work for them, demonstrating our respect for their time.
For example, when we have clients from both coasts or even overseas, we just send out a Doodle link with a few time options. This way, they don't have to wonder about time conversions or worry about missing the meeting altogether. It's efficient, yes, but it also makes our interactions feel more organized and client-focused. The feedback has been positive, especially from clients who appreciate how simple it is on their end.

Dima Eremin · Answer

Not only are our clients located in different parts of the world, but our team as well. Therefore, all business-related communication has to happen online. In a way, it's nice that our team is spread around the world since the time zones of at least some of our team members usually either match or are close to those of our clients'. This means that at least part of our team can always be available for a meeting with a client. For the rest, we usually record our meetings and actually use our own software for note-taking. After the call, we just share the recording and the notes with the rest of the team and with our clients. This way, both sides can be updated despite having missed the meeting due to a different time zone.

Rodger Desai · Answer

A detailed weekly recap email is a great way to keep clients informed about activities, progress, and next steps, offering a mini-check-in at their convenience. This method allows clients to stay updated without the need for frequent live meetings, which can be challenging with time zone differences. 
Regular updates ensure the client is always aware of the project's status, and they can provide feedback or ask questions when it's convenient for them. It also helps avoid scheduling conflicts, giving both parties more control over their time and reducing the pressure for constant availability. This practice improves efficiency and ensures that important details aren't missed. 
In the long run, it strengthens the client relationship by keeping communication clear and fostering mutual understanding.

Daria Leshchenko · Answer

Setting clear expectations about your availability and response time. We chose to be proactive in establishing clear boundaries, so we step forward offering clients a choice of time slots for real time communication. We adjust options to their time zones or send them a calendar that shows availability and automatically converts time. There are a range of apps available to facilitate such information exchange, like Google Calendar, Time Zone Converter, Doodle or Calendly.
Of course, it only works as long as you keep your word and reach out within the promised window. Additionally, you can win the client's heart by exceeding those expectations—the sooner you respond, the better.
Our direct clients trust us with providing support services to their customers, so we maintain relationships with both of these groups. Our clients and their customers are located around the world, so we built teams in different time zones providing services around the clock.
When we grew to eight hubs globally, our consultants were able to communicate in real time with clients in a wide range of time zones. Thanks to this, we are able to ensure a 24/7 service.
But regardless of the available resources, our experience proves that setting clear expectations and being transparent about time zone limitations helps build trust. It makes the communication more human, and as a result, handling clients in different time zones can become a smooth and efficient process.

Davor Rapic · Answer

We have made easier to handle clients in different time zones first by labeling their time zones in ClickUp and then by identifying most suitable overlap during the day with them so we always organize calls in those hours while we have established a communication via Slack in write when it is most suitable for you with 24h response time.
All of our clients are aware of our time zone as we are of theirs, and we respect each other’s schedules.

Maria Vazquez · Answer

One of the best ways to manage clients across different time zones is to have employees from different time zones work as well. That way, operations, communication, and support are timely and relevant. We do this and it's working great for us because our trainers are spread across the world so they can connect with clients when they need help the most. However, there needs to be an integrated workflow to merge what different employees do at different times. This includes using collaborative tools for scheduling, communication, tasks completed as well as client needs and progress. Regular check-ins can also help with consistency in service delivery. By having a cohesive team across time zones we increase client satisfaction and build stronger relationships across borders.

Jackson Yang · Answer

Here's a golden tip for managing clients across different time zones:
Proactively set clear communication expectations.
Don't assume everyone operates on the same schedule.  When you first connect with a client, discuss:
Preferred Communication Method: Email might work best for asynchronous updates, while quick questions could be handled via instant messaging.
Response Times: Be realistic about your availability. Instead of saying "I'll get back to you ASAP," say "I aim to respond to emails within 2 business hours during my workday, which is [your time zone]".
Scheduled Meetings: When scheduling calls, be mindful of the time difference and offer multiple options to accommodate everyone.
By setting clear expectations upfront, you avoid misunderstandings and ensure your international clients feel heard and respected, no matter where they are in the world.

Klaus Niederacher · Answer

Managing clients across different time zones can be challenging, especially in the hotel industry where timely communication is crucial. One effective tip is to establish a clear communication schedule that accommodates all parties. This might involve rotating meeting times to ensure fairness, allowing each client to experience convenience at least part of the time. Use digital tools to schedule meetings, sending reminders and follow-ups to keep everyone informed.
Incorporating a distribution platform can streamline operations and enhance responsiveness. Automated systems can help manage bookings and inquiries efficiently, regardless of the client's location. Providing clients with access to an online portal allows them to check availability and make reservations at their convenience. This flexibility not only improves client satisfaction but also helps your team manage workloads effectively across different time zones.

V. Frank Sondors · Answer

One tip I highly recommend when handling clients in different time zones is to set up a rolling response window. Essentially, we assign a few hours each day where my team and I are online specifically to address client inquiries across various regions.
It keeps response times consistent and allows clients to feel connected, no matter where they are. This small adjustment has made a big difference too—we've cut down response delays by 47.32%, and clients appreciate knowing there's a set time when they can expect quick replies. After all, it's not about working 24/7—it's about carving out a daily touchpoint that works with our clients' schedules.

Aron Solberg · Answer

Handling clients in different time zones can be hard! It's impossible to change time differences but it IS possible to mitigate the lag time in communication and embrace async tools which can help out a lot. My best tip is to use Slack and add your most important customers to your Slack Workspace to enable real-time async chat. This works much more quickly than email and also gives you a place to quickly share screenshots, videos, documents, and more. You'll still have the lag that occurs due to the time zone difference, but both you and the customers will be able to receive and respond to messages much more quickly and shorten the time it takes to deliver value!

Adrian Iorga · Answer

Sending updates the day before your client's workday starts gives them time to go over everything and respond when it's convenient for them. 
By doing so, they won't feel rushed, and it shows that you respect their time. It also helps them plan their day better, knowing they already have all the information they need. You may make sure they're ready to participate as soon as their workday begins by providing them with the updates in advance. 
This little step can also help avoid any last-minute confusion or delays that might happen if the updates come too close to a meeting or deadline. It's a great way to build trust, show you understand their time zone, and make your communication smoother and more efficient.

Ben Schreiber · Answer

Crafting a timezone-adjusted FAQ or knowledge base can be a game-changer in managing clients across different time zones. This resource should be dynamic and intuitive, addressing the most frequent questions clients have, based on the analytics of past interactions. By implementing a “smart FAQ,” businesses can ensure clients find the answers they need without delay. This not only enhances customer satisfaction but also unburdens your support team, allowing them to focus on more complex issues.
Consider employing AI-driven chatbots that adapt based on client interactions to simulate a live agent. These chatbots can preemptively offer solutions from the FAQ based on the client's inquiry patterns or behavior on the site. This ensures clients feel attended to, regardless of the hour, cultivating a sense of continuous engagement and support. With this method, businesses can subtly guide clients through troubleshooting processes, lessening the dependency on real-time interactions and effectively addressing the challenge of time zone differences.

David Case · Answer

The best tip I have for professionals with clients across time zones is to use a meeting scheduler that automatically detects the viewer's time zone and adjusts accordingly. There are free apps like Calendly that have this capability. These apps also have other helpful tools for scheduling and communicating, along with features to remind you about meetings or automatically add them to other calendars you use, so they're helpful in multiple ways. 
I'd recommend a tool like this for professionals with international clients, especially. Global time zones can get very complicated, particularly around daylight savings time when the difference between you and the client may change depending on where they are. Using an app to manage calls takes the guesswork out of scheduling and helps to prevent confusion or missed appointments due to time differences.

Leeroy Powell · Answer

One tip for handling clients in different time zones is to set clear communication expectations from the onset. 
We have automated sequences that run through key aspects—communication is one of them.
We have VAs in various time zones to handle the initial enquiry/query which is then passed through to the right person if needed.
Clients also have direct access to key members of our team and automate responses out of hours with a notification to Slack so that our VAs can handle anything that needs addressing quickly. 
Additionally (and very importantly), maintain flexibility in your schedule and empower your team to operate autonomously in various regions, so clients always feel supported, regardless of time differences. 
The key is respect for their time while ensuring seamless collaboration through efficient systems and consistent updates.

How Can You Efficiently Handle Clients in Different Time Zones?

Table of Contents

How Can You Efficiently Handle Clients in Different Time Zones?

Use Gmail’s Scheduled Send Feature

Leverage Nearshore and Offshore Teams

Adapt to International Customer Service Challenges

Set Up a 24-Hour Call Answering Service

Utilize Technology to Streamline Communication

Rotate Meeting Times Periodically

Adopt Split Shifts or Flexible Work Hours

Be Mindful of Cultural Norms and Holidays

Assign a Contact in a Closer Time Zone

Use Doodle Polls for Scheduling

Record Meetings for Team and Client Updates

Send Detailed Weekly Recap Emails

Set Clear Expectations About Availability

Label Client Time Zones in ClickUp

Employ Staff from Different Time Zones

Proactively Set Clear Communication Expectations

Establish a Clear Communication Schedule

Set Up a Rolling Response Window

Use Slack for Real-Time Async Chat

Send Updates Before Client’s Workday Starts

Create a Timezone-Adjusted FAQ or Knowledge Base

Use a Meeting Scheduler with Auto Time Zone Detection

Set Clear Communication Expectations from Onset

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