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Thanks to the internet, selling globally has become feasible, even for smaller companies. But international business (or even cross-country business within the U.S.) creates the challenge of working with customers in different time zones.
Navigating time zone differences is challenging; it requires a business owner to change how they think. It’s essential to plan ahead and take advantage of the right tools. Unless someone has a lot of previous experience working internationally, it’ll take some time to get used to working around time differences. Here are seven tips to manage clients who aren’t in the same time zone.
1. Use the right tools
Today’s technology is pretty amazing; it enables business owners to work across time zones, and it gives those remote workers plenty of tools to succeed. For example, Google Calendar makes it easy to schedule meetings without the back-and-forth of “Is that 10 a.m. or 9 a.m. over there?” questions. Google Drive makes it easy to collaborate on documents remotely, share notes and spreadsheets, and more. Don’t prefer the Google suite? There are still plenty of other project management tools available.
For business owners who struggle to visualize what time it is for their clients, there are plenty of tools available. Websites like World Time Buddy or world clock applications make it easy to see at a glance what time it is where clients live.
These time zone apps can be especially helpful during Daylight Saving Time. For example, for part of the year, the difference between New York and London is just four hours; then, the time difference switches to five hours. Time zone apps make it easier to keep track of whose time changes and whose doesn’t.
2. Establish time zone rules for scheduling meetings and deadlines
When a business owner starts working with a new client, it’s helpful to have the “time zone talk” to nail down which time zone will dictate when deadlines are scheduled. For example, when it’s time for a project update, whose 9 a.m. will that meeting fall under? If the project is due at 5 p.m., does that mean 5 p.m. in Paris or 5 p.m. in Chicago?
It’s generally smart for a business owner to defer to their client’s time zone, even if it’s outside their normal working hours. They can set that as the standard for all conversations going forward, keeping things as convenient as possible for the client.
3. Be considerate of a client’s time
Yes, a professional should always take care not to waste another person’s time. But that’s not quite what that tip means. This specifically refers to taking a moment to consider what time it is in their area. For example, if a writer is creating blog content for a customer in California, they can show consideration and avoid scheduling meetings until at least early afternoon unless they explicitly say they prefer early morning meetings. Alternatively, suppose a freelancer has a client in London. Then it might be best for them to schedule meetings for their own early morning since London is 4-5 hours ahead.
On a similar note, it’s wise to be careful with texting. Since texting is asynchronous communication (people can communicate at different moments, and not simultaneously), it’s easy to fire off a message without thinking. But no one wants to accidentally wake someone up by texting them at two in the morning their time. It’s a risk of a remote work lifestyle that’s (thankfully) easily avoided.
4. Keep communication flowing
The global workforce can only thrive with good communication, and that includes written communication, conference calls, and video chats. After all, a business owner who works across time zones will rarely see their clients in person (if ever).
That said, there’s no denying that a lot of humans feel more comfortable talking to a person directly rather than talking by computer or smartphone. So when that’s not possible, a business owner can help their clients feel more comfortable by communicating as often as is appropriate.
Of course, nagging should be avoided; annoying someone throughout the day is a surefire way to end the working relationship quickly. But having the occasional Skype or Facetime call during overlap hours can be a great way to keep the communication comfortable and relatable. Regular written communication (whether by text, email, or DM) can also show the client that their business is valued.
5. Anticipate the challenges of the 24-hour workday
When someone sells products online, they have the ability to operate at a global scale. And cultural differences aren’t the only challenge they’ll have to navigate. International customer service can be a big hurdle for online business owners.
Ideally, when a business goes global, it should have customer service available 24 hours a day to assist customers in different time zones. While there might not be high demand for help at 3 a.m. in the U.S., a customer in Dubai would greatly benefit from round-the-clock customer service.
Some companies use call centers for this task. But many entrepreneurs don’t prefer to outsource customer service. If that’s the case, it might be possible to schedule a team of night owls, morning people, and afternoon warriors who can work in shifts to cover customer service around the clock. These professionals could even be other remote workers.
6. Outsource to where the customers are
Outsourcing sounds scary, especially for small business owners, but it can make a big difference. For example, many businesses rely on outsourcing for call centers, manufacturing, software development, and even administrative tasks.
Granted, outsourcing business overseas can be a contentious point, and some business owners aren’t comfortable with it. But with a small investment of time to set up a working relationship with overseas team members, a business owner can not only help their company grow but also provide a job and steady income for people around the world. For example, many businesses find it’s more cost-effective to outsource their manufacturing, especially if they don’t have a high enough order volume to justify establishing their own factory.
7. Set boundaries and maintain them
Breakfast in one time zone is dinner in another. Sundays are Mondays somewhere else. If a business has international reach, the owner could find themselves working all day, every day (some business owners come close to doing that).
It’s better to establish clear boundaries to maintain a work-life balance. Maybe that means that a business owner doesn’t work on the weekends, or they don’t answer customer inquiries from 5 to 9 p.m. so they can be present with their kids in the evenings. What matters is that they establish boundaries for their personal life and then honor them.
Upholding boundaries requires careful time management to help navigate scheduling conflicts across time zones. It’s also essential to communicate with customers what those boundaries are so they know not to expect the owner to respond or work.
A popular example of a business that has strict boundaries is Chick-Fil-A. From the beginning, the famous chicken restaurant kept its doors closed on Sundays. Even though that was a religious choice by the founder, the company has maintained that practice in every single franchise it opened. Customers know that if they want Chick-Fil-A’s delicious chicken sandwich or waffle fries, they’ll need to go on Saturday or during the work week.
And that approach has actually worked well for the company. In 2025, Chick-Fil-A boasted nearly $24 billion in sales; that volume ranks the chain third in the U.S. among fast food restaurants by sales volume (behind Starbucks and McDonald’s). That’s not bad for a business that’s only open six days a week! As an added plus, their employees enjoy the certainty of having Sundays off, even on their busiest work weeks.
The Bottom Line: Working in Multiple Time Zones Takes a Customer-First Mindset
If a business owner does their best to keep a customer-first mindset, the challenges of different time zones are easy to navigate. With a little sacrifice of personal comforts, a business owner can keep themselves easy to work with.
Most clients are a little anxious about working with someone far away. But if a business owner is intentional, they can work effectively across time zones and help their clients feel at ease without sacrificing their work-life balance too much.
Disclaimer: The content on this page is for information purposes only and does not constitute legal, tax, or accounting advice. For specific questions about any of these topics, seek the counsel of a licensed professional.
