…and a step-by-step guide for you to do it too!
By Georgia Panopoulou, Head of Thought Leadership and PR
When our client asked us to cover their largest in person event taking place in the US, in collaboration with their team in the Middle East, we saw a great opportunity to hone our experience in content creation and our deep knowledge of our client’s business. Our assignment included the development of quasi-real time social media content both for their employees attending the event and those who were not.
In today’s globalized world, collaborating with teams located in different time zones has become increasingly common. We already work daily with people across geographies, but it’s not often that time-differences are of such great importance. We already knew that this project would require careful planning, effective communication, the use of digital tools and most probably some late-night work.
In this step-by-step guide, I will outline the key strategies and best practices that we used to overcome those challenges and to ensure a seamless collaboration process.
Step 1: Establish a clear project brief
To lay a strong foundation for collaboration, start by obtaining a well-defined project brief from the client (and if you’re the client, give one to your agency!). Clearly understand their expectations, objectives, and timeline (what, how many, when are some of the questions that should be answered at this time stage). This will serve as a guiding document throughout the project, ensuring that everyone is on the same page and working towards the same goals.
Step 2: Plan in advance and create templates
Efficiently manage your content production process by planning in advance. Develop templates for each deliverable (SoMe text/video post) outlined in the project brief. These templates should include the necessary branding elements, formats, and guidelines. Seek client approval before the project begins to save valuable time during the execution phase.
Step 3: Designate a lead contact person
Establishing a designated lead contact helps streamline communication across multiple time zones. This person will be responsible for gathering and disseminating information to all team members and ensuring that everyone is updated in real-time. Effective communication ensures seamless coordination and minimizes delays in decision-making. Tip: having a lead contact person greatly helps all client/agency work.
Step 4: Prepare for timely responsiveness
When working across geographies, timely responsiveness is paramount (is there any time when it isn’t, though?). Encourage all team members to promptly respond to messages and requests, ensuring that information flows smoothly. Anticipate potential challenges and risks associated with working across time zones and create contingency plans and alternative strategies to address any potential setbacks. As an employer, recognize your employees’ dedication to such projects that require them to potentially work outside normal business hours.
Step 5: Leverage digital collaboration tools
Digital tools play a crucial role in bridging the gap between team members located in different time zones. We use a project management platform and cloud-based document sharing platforms. These tools facilitate real-time collaboration, file sharing, and tracking project progress, ensuring that all stakeholders can work together seamlessly and have access to the latest regarding the project.
Step 6: Regularly review and adjust
This may not be important in short-term projects, but it is when a project runs for multiple weeks or even months: Throughout the project, regularly review progress and adjust your approach if/as needed. Seek feedback from all team members, both agency and client, to identify areas for improvement and implement necessary adjustments to optimize the workflow and use in a future project for greater success.
If I had to choose the most important step, it would be the Clear Brief. This is so crucial in all communication activities, and it’s often overlooked, for the sake of speed and because the stakeholders thing that everyone involved has the same knowledge and understanding by themselves. This is wrong: never, ever underestimate the importance of a Clear Brief.
Working with clients across geographies and time zones is not without its challenges. But we embraced those challenges and found affective ways to overcome the obstacles, and then it became achievable. You do that, and you realize that the sky’s the limit – you’re open for business and your market is global.
