How can you manage time zone differences when outsourcing IT functions?

1 Define clear expectations

Before you start working with your outsourcing partner, you need to define clear expectations about the scope, quality, and timeline of the project. You also need to agree on the communication channels, frequency, and format of the updates. For example, you can use email for asynchronous communication, video calls for synchronous communication, and project management tools for tracking progress and feedback. You should also establish the roles and responsibilities of each team member, the escalation process for issues, and the preferred working hours and holidays.

2 Align on common goals

Another way to manage time zone differences is to align on common goals and vision for the project. You and your outsourcing partner should share the same understanding of the business objectives, the customer needs, and the expected outcomes. This will help you avoid misunderstandings, conflicts, and rework. You can also use tools like OKRs (objectives and key results) or KPIs (key performance indicators) to measure and monitor the results and impact of the project.

3 Build trust and rapport

Time zone differences can make it difficult to create trust and rapport with your outsourcing partner if you don't have face-to-face interactions, yet trust and rapport are essential for successful outsourcing since they cultivate a positive and fruitful relationship. To build trust and rapport, consider scheduling regular video calls to see each other's faces and expressions, expressing appreciation and recognition for the work done by your outsourcing partner, giving constructive and respectful feedback and suggestions, celebrating milestones and achievements together, and learning about each other's culture, values, and interests.

4 Be flexible and adaptable

Finally, managing time zone differences requires flexibility and adaptability from both sides. When outsourcing IT functions, it’s important to find a mutual time window that works for both parties for important meetings or calls. Tools like Google Calendar or World Time Buddy can help you keep track of the time zones and availability of each team member. Additionally, planning ahead and communicating in advance can help you avoid delays or missed deadlines. Lastly, it’s important to respect each other's work-life balance and avoid sending urgent requests or messages outside of the working hours. With these tips in mind, you can overcome this obstacle and enjoy a smooth and successful outsourcing experience.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?