Time Zone Management Guide

MEETING STRATEGY

Global Meeting Framework

TIME ZONE MEETING STRATEGY

CORE HOURS:
☐ Identify overlap windows
☐ US-EMEA: 8-11am ET
☐ US-APAC: 6-9pm ET
☐ EMEA-APAC: Early EMEA

MEETING ROTATION:
☐ Alternate inconvenient times
☐ Share the burden fairly
☐ Track rotation schedule
☐ Be considerate

MEETING TYPES:
Essential (synchronous):
☐ Weekly pipeline review
☐ Critical deal discussions
☐ Team building

Optional (can be async):
☐ Status updates
☐ Information sharing
☐ Non-urgent discussions

CALENDAR DISCIPLINE:
☐ Clear time zone display
☐ Respect blocked time
☐ Send agendas ahead
☐ Record for absent

Time Zone Matrix

Meeting	US	EMEA	APAC	Rotation
All-hands	9am	2pm	10pm	Monthly
Pipeline	8am	1pm	9pm	Alternate
1:1s	Flexible	Overlap	Overlap	Fixed

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COMMUNICATION

Async Communication Standards

ASYNC COMMUNICATION GUIDE

EXPECTATIONS:
☐ Response time by channel
☐ Email: 24 hours
☐ Slack: 4-8 hours (working hours)
☐ Urgent: Define escalation

DOCUMENTATION:
☐ Meeting notes (always)
☐ Decision documentation
☐ Video recordings
☐ Shared document access

HANDOFF PROCESS:
☐ Clear handoff notes
☐ Status updates
☐ Pending actions
☐ Next steps

TOOLS:
☐ Async video (Loom, etc.)
☐ Shared documentation
☐ Project management
☐ Timezone tools

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COVERAGE MODEL

Follow-the-Sun Strategy

FOLLOW-THE-SUN MODEL

COVERAGE DESIGN:
☐ Regional responsibilities
☐ Handoff points
☐ Escalation during off-hours
☐ Emergency protocol

CUSTOMER COVERAGE:
☐ Assigned region owns
☐ Cross-region deals
☐ Support handoffs
☐ Executive engagement

TEAM DESIGN:
☐ Regional self-sufficiency
☐ Cross-training
☐ Backup coverage
☐ Holiday coverage

OVERLAP REQUIREMENTS:
US-EMEA: 2-3 hours
US-APAC: 1-2 hours
EMEA-APAC: 2-3 hours

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