How to Manage Time Zones and Workflow with a Virtual Assistant

Hiring a virtual assistant (VA) not only gives your SMB the flexibility to tap into a global talent pool, but it also offers other benefits, like increased productivity, cost savings and improved customer service. The “wins” associated with hiring a virtual assistant are many, but the downside to working with a VA, specifically one located in a different time zone, is that it requires a leveled-up effort when it comes to coordinating schedules and ensuring seamless communication.

The good news is that with the right strategies and tools, you can successfully manage time zones and workflows while maximizing productivity and collaboration for all your employees.

Tips to Maximize Communication and Improve Workflows  

If your virtual assistant, or any employee on your team for that matter, lives in a different time zone, you need to come up with a game plan to ensure consistent communication and collaboration. Here are some strategies to do so:

• Establish overlapping hours during your workday – Your entire workday does not need to overlap to ensure successful workflows, but it is highly beneficial to have even just a few hours of overlap to allow for real-time collaboration and discussions. A mere two-hour overlap can make a significant difference in workflow management.

• Lean on time zone tools – Coordinating time zones can get complicated in a hurry, but time zone management tools like Google Calendar or World Time Buddy make it easier to coordinate schedules and can help eliminate confusion.

• Define deadlines – You should always err on the side of overcommunication, and this is especially true when it comes to things like deadlines. Consider time zone differences when setting expectations for task completion and be specific about when projects are due (e.g., “Please complete by 6pm ETS”).

• Turn to technology – When teams are remote, it’s even easier for communication errors to occur. One way to combat this is to turn to technology. Communication tools like Slack or Teams help keep everyone connected and facilitate real-time and asynchronous messaging.

• Implement (or review) your standard operating procedures (SOPs) – Efficient businesses have standardized procedures in place for common tasks and processes. Ensure that your SOPs are well-documented and dictate how to perform specific activities so that your VA can quickly get up to speed on them and remain consistent with your operations.

Managing time zones and workflows with a virtual assistant adds a layer of complexity to your daily operations, but it is a challenge that can be easily overcome. With proper planning, effective communication and the right tools, you can create a seamless working relationship no matter where your employees are located.

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