In this article, you will learn:
- Why different time zones pose a challenge for effective team performance
- Which applications and operational methods work best for a distributed team
- How to ensure a distributed team works well
- What the future of remote work looks like
Managing an IT team is time-consuming, so it must be done in a way that minimizes waste. But how do you plan work hours when team members are in different time zones? It is worth taking a moment to address this issue, as proper planning can lead to significant time savings. Key challenges in managing a distributed team
Time is the most valuable resource for every person and every company, but unlike other resources, it cannot be recovered—you can only minimize its waste. It is also a very specific resource, which becomes apparent when managing a distributed team. While this is not a problem in Poland, as the entire country lies within a single time zone, it can cause difficulties when working with a client in the USA, where six time zones coexist. When a team is scattered across the globe, the problems multiply. The fundamental difficulty in managing a team across different time zones is time itself—9:00 AM in Warsaw is 3:00 AM in New York and 4:00 PM in Tokyo, and on top of that, you have to account for daylight saving time, which is used in some countries and time zones. In such a situation, finding a time when all team members are available can be difficult. Other issues stem from this primary difficulty—one of them is communication. Here, one might quote Shakespeare: “one sleeps so that another may sleep.” When team members in Poland are starting their day, those in the United States are still sleeping, and those in Australia are firing up the grill. Beyond communication, this causes problems with synchronizing activities. Other difficulties related to organizing work across different time zones include potentially weaker relationships between employees, as well as lower levels of engagement and motivation. However, there are several ways to make a distributed team work effectively despite time differences.
There is no indication that IT teams scattered around the world will stop being a daily reality in the industry, so companies must look for ways to
manage time effectively. Much depends on implementing communication methods tailored to the specifics of employees spread across the globe. It is good to rely on emails, text messengers, and voice messages available in Slack, Microsoft Teams, or Discord. Effective project management is equally important. For this purpose, you should not only use specialized tools (e.g., Jira or Asana) but, above all, implement a few rules. One of them is organizing meetings at a time when all team members are available. Another is clearly marking the meeting time while specifying the time zone of the organizer. Although the mentioned applications can do this automatically, it is also good to remind everyone in an email. In addition to project stand-ups, it is worth conducting team-building sessions from time to time, or simply meeting in one place convenient for everyone. One should also not forget about building a culture of transparency—all team members should have access to the same information and stay up to date with project progress, regardless of the time zone they are in.
Building a culture of work and engagement from a distance
Although remote work suits many people (especially in the IT industry), it cannot be denied that despite its advantages, it can also negatively affect certain aspects of a company’s operations—notably work culture and maintaining a consistent level of engagement. Since team leaders do not have direct contact with employees in the office, they must use other methods to create a positive atmosphere. Communicating with a remote team requires even more transparency and openness than in an office setting. As is well known, a large portion of human communication takes place through non-verbal means (e.g., gestures or facial expressions), which can be difficult to read via videoconferencing. However, it is not just about the form of communication—remote employees must have the same access to information as those in the office. Building relationships in remote work can be difficult, but it is not impossible—for example, you can use team collaboration tools, involve team members in projects, and even encourage them to play games together from time to time. It is also good to organize regular integration meetings, ideally in a place and time suited to everyone’s availability. In addition to the methods mentioned, you should also ensure that remote employees have clearly defined individual and team goals. Rewarding achievements is always a good solution, preferably with cash bonuses or raises.
The future of remote work – how to manage an IT team in a changing world?
Although according to World Economic Forum analyses, remote work contributes to
wage declines, there is no indication that the popularity of this work model will decrease. It is certain that the world will change, and with it the IT industry, but it is equally certain that employees in this sector will continue to enjoy high mobility. The question of how to manage an IT team across different time zones will not disappear. This means that team leaders and company CEOs will still have to deal with a number of challenges, although technological ones—related to providing the right tools and work infrastructure—seem much easier to solve. Issues related to employee well-being may be harder to resolve. According to the
study “Social Connection in Remote Work” 55% of remote workers felt lonely, and 68% considered social interactions at work to be important. Such results mean that team managers will have to place great importance on the satisfaction of remote employees and their relationships with others in the future. But will that happen? Time will tell.
