 |
| As a host, regardless of inviting someone to a venue, your event, your home, or your Zoom meeting, the correct manner remains to make the guest feel welcomed and at ease. Asking your guest to figure out the time of the meeting online is like inviting a guest to your home and asking them to take out their jacket and help with preparing the meal for the party. So if you do not have a calendar to share handy where the person can choose the most convenient time (as an added benefit, these online calendars also automatically convert to the time zone of the person based on their IP address their location) then the next best thing would be to suggest a list of two or three alternatives they can choose from. |
Mastering the Art of Polite Meetings
Across Time Zones: 7 Essential Manners
Since I left my home country and moved to a different continent when I was 21 years old and joined aviation for the next decade, dealing with meetings across time zones has become second nature. Along the way, many mistakes were made, many misunderstandings, and missed opportunities, and I am here to save you all the years it took me to learn and teach you how to master the art of meeting etiquette across time zones.
1. Awareness of the concept of time – For those that have not read the article on Etiquipedia on this topic, I do suggest you go ahead and give it a read as it will clarify so many vital points in how different our perspective over time is. One of the biggest lessons I can share with you, I learned as a former flight attendant and cross-cultural etiquette trainer. It is one that many of us miss when dealing with other people, especially people coming from a different culture than ours. We fail to realize how biased we are in what we define as “normal,” and we clash in judging the other because we never gave the courtesy of removing our own “culture-filtered glasses” and allowing room for curiosity.
Emily Post said that etiquette is always based on respect, consideration, and honesty. Etiquette was never about being better than others, but how can we be better to others. In that sense, if we invite a person to a meeting, it is our duty as hosts to let go of our own prejudices and make room for respecting and considering another person’s culture. So, how would that look?
2. Confirm the time zone; never assume – Just because I am a Romanian native, perhaps we met in Romania, does not mean automatically I am currently in Romania or I will be when the meeting happens. Similarly, just because my card said my base is Dubai doesn’t mean I will be in Dubai at the time of the meeting. So, be very specific about the time zone in which the meeting will occur. Ideally, if you are working remotely, scheduling tools like Calendly, Acuity Scheduling, and so many others are ideal to make this process as smooth, considerate, and professional as possible since you would not force the person to go through the mental effort of answering a vague question of “When are you available?” which you then have to go back and forth with your own potential unavailability.
3. Clarify the specific time zone you are talking about: Nothing communicates faster “I believe I am the center of the Universe; time starts and ends when I wake up and go to sleep” , like not mentioning which time zone you are talking about. So instead of saying “9 pm Thursday,” say 9 pm to 10 pm on Thursday, 13 Jan 2024 PST. This is one vital etiquette rule about time I learned when I was in aviation. The way airline staff deal with time differences in such an efficient manner is by having an established protocol time that is referred to as ZULU time or UTC. UTC is similar to GMT but not always, as GMT is not precise enough to be used in modern technical pursuits such as aviation. That’s partly because the earth’s rotation can vary slightly, and GMT doesn’t account for that variation. To solve that problem, a commission at the UN got together and, in the 1960s, adopted UTC as its more precise successor.
That being said, when confirming the meeting, make certain to state a clear date day of the week and add their time zone first, followed by your time zone (when the meeting has less than 3 different time zones, so yours and others two), alternatively add UTC time (if it is good enough for aviation and military and UN, is good enough for us) followed by your time zone. I learned that adding your time zone always helps, especially when the person has to travel unexpectedly or somehow the time was miscalculated (we are human, and mistakes can happen). So, in confirming your time zone, they have a time to cross-reference in case of any delay on that day and understand what is happening.
4. Be considerate and make the guest feel welcomed: Remember to communicate clearly that you do put their comfort first. For example: “Below are a few options for you to choose the most convenient time within the next week, based on your schedule and time zone”. Using this approach, the person knows beforehand that the time they are looking at is adapted to their time zone. They can advise you if there are any changes. When confirming the meeting, be sure you state a precise date and day of the week and add their time zone first, followed by your time zone. And utilize smart scheduling tools.
5. “Hello? /Good morning? Good day or Good evening? Choose the correct greeting when you are in different time zones- The correct etiquette would be to show respect to your guests so it is always a nice touch to acknowledge their time zone “Good morning to you, Maura”, in case I speak to someone who has an earlier meeting, even if for me it might be 9 pm. Alternatively, if there are multiple guests and they have different time zones, or you are training and are a host, you might say, “Greetings from California and welcome to our meeting today. I am aware of all your different time zones and would like to thank all of you for taking the time to be here” Just please do not serve “HEY” to the meeting. There is a saying that Hay{hey} is only for horses, and genuinely, people are getting dangerously casual in their business meetings.
6. Attachments, cancelations, and details forwarded in due time – For the person receiving it, not for you, the sender. I cannot begin to tell you how many times I got essential information for a meeting, homework for coaching sessions that I had to review, during the night when I was asleep, for a meeting that was happening early in the morning for me. I learned the hard way, and I am certain I have done this in the past myself. So please try to consider the time difference; just because it is early morning and you have the whole day ahead does not mean the person has the same also. And I assume nobody is setting meetings with the aim of boycotting that meeting, so do your very best to be considerate.
7. Being respectful of other culture’s “concept of punctuality”- So awareness is the first step; we know we might meet a German or Swiss who will join the meeting 15 min earlier and expect you there already as that would be “on time” but we might meet someone who is more relaxed about time from Saudi Arabia who would potentially take their time and not particularly enjoy the pressure of you ringing them, make them “lose face” for not being there on your time and schedule. This last part would be a terrible faux pas and most definitely ruin the relationship, which, to a culture that puts relationships above time, would equate to a lost opportunity. So what is one to do…
2. Confirm the time zone; never assume – Just because I am a Romanian native, perhaps we met in Romania, does not mean automatically I am currently in Romania or I will be when the meeting happens. Similarly, just because my card said my base is Dubai doesn’t mean I will be in Dubai at the time of the meeting. So, be very specific about the time zone in which the meeting will occur. Ideally, if you are working remotely, scheduling tools like Calendly, Acuity Scheduling, and so many others are ideal to make this process as smooth, considerate, and professional as possible since you would not force the person to go through the mental effort of answering a vague question of “When are you available?” which you then have to go back and forth with your own potential unavailability.
As a host, regardless of inviting someone to a venue, your event, your home, or your Zoom meeting, the correct manner remains to make the guest feel welcomed and at ease. Asking your guest to figure out the time of the meeting online is like inviting a guest to your home and asking them to take out their jacket and help with preparing the meal for the party. So if you do not have a calendar to share handy where the person can choose the most convenient time (as an added benefit, these online calendars also automatically convert to the time zone of the person based on their IP address their location) then the next best thing would be to suggest a list of two or three alternatives they can choose from.
3. Clarify the specific time zone you are talking about: Nothing communicates faster “I believe I am the center of the Universe; time starts and ends when I wake up and go to sleep” , like not mentioning which time zone you are talking about. So instead of saying “9 pm Thursday,” say 9 pm to 10 pm on Thursday, 13 Jan 2024 PST. This is one vital etiquette rule about time I learned when I was in aviation. The way airline staff deal with time differences in such an efficient manner is by having an established protocol time that is referred to as ZULU time or UTC. UTC is similar to GMT but not always, as GMT is not precise enough to be used in modern technical pursuits such as aviation. That’s partly because the earth’s rotation can vary slightly, and GMT doesn’t account for that variation. To solve that problem, a commission at the UN got together and, in the 1960s, adopted UTC as its more precise successor.
That being said, when confirming the meeting, make certain to state a clear date day of the week and add their time zone first, followed by your time zone (when the meeting has less than 3 different time zones, so yours and others two), alternatively add UTC time (if it is good enough for aviation and military and UN, is good enough for us) followed by your time zone. I learned that adding your time zone always helps, especially when the person has to travel unexpectedly or somehow the time was miscalculated (we are human, and mistakes can happen). So, in confirming your time zone, they have a time to cross-reference in case of any delay on that day and understand what is happening.
4. Be considerate and make the guest feel welcomed: Remember to communicate clearly that you do put their comfort first. For example: “Below are a few options for you to choose the most convenient time within the next week, based on your schedule and time zone”. Using this approach, the person knows beforehand that the time they are looking at is adapted to their time zone. They can advise you if there are any changes. When confirming the meeting, be sure you state a precise date and day of the week and add their time zone first, followed by your time zone. And utilize smart scheduling tools.
One I found incredibly useful over the years, even when I do have the calendar, is to attach a screenshot of the World Clock Meeting Planner. I find it to be an amazing tool, especially when the time difference is of over 7-12 hours or there are multiple (more than 3 time zones I need to consider for a session) because you can visually see which times would be most appropriate and offer that to the guest(s) to see and select a time that suits them. One extra tip that can communicate consideration towards the guest is to add the guest's location first and move your location last so that the table shows their location first. Sometimes, it is in those small details that one communicates most. That is, of course, assuming that we all want to have the best outcome in our meetings.
5. “Hello? /Good morning? Good day or Good evening? Choose the correct greeting when you are in different time zones- The correct etiquette would be to show respect to your guests so it is always a nice touch to acknowledge their time zone “Good morning to you, Maura”, in case I speak to someone who has an earlier meeting, even if for me it might be 9 pm. Alternatively, if there are multiple guests and they have different time zones, or you are training and are a host, you might say, “Greetings from California and welcome to our meeting today. I am aware of all your different time zones and would like to thank all of you for taking the time to be here” Just please do not serve “HEY” to the meeting. There is a saying that Hay{hey} is only for horses, and genuinely, people are getting dangerously casual in their business meetings.
6. Attachments, cancelations, and details forwarded in due time – For the person receiving it, not for you, the sender. I cannot begin to tell you how many times I got essential information for a meeting, homework for coaching sessions that I had to review, during the night when I was asleep, for a meeting that was happening early in the morning for me. I learned the hard way, and I am certain I have done this in the past myself. So please try to consider the time difference; just because it is early morning and you have the whole day ahead does not mean the person has the same also. And I assume nobody is setting meetings with the aim of boycotting that meeting, so do your very best to be considerate.
Whenever an emergency happens, and that is not possible, acknowledge the challenge and inconvenience caused. Be the one to offer a solution, even if you were initially the guest at that meeting. You canceled with short notice, you need to make sure you take the accountability to not just apologize but offer a reasonable and clear follow up solution. Nothing is ruder than us assuming the “princess role” and making the other feel like they have to put all the effort to get to you in a situation (across all genders, hierarchy positions, age or financial status).
7. Being respectful of other culture’s “concept of punctuality”- So awareness is the first step; we know we might meet a German or Swiss who will join the meeting 15 min earlier and expect you there already as that would be “on time” but we might meet someone who is more relaxed about time from Saudi Arabia who would potentially take their time and not particularly enjoy the pressure of you ringing them, make them “lose face” for not being there on your time and schedule. This last part would be a terrible faux pas and most definitely ruin the relationship, which, to a culture that puts relationships above time, would equate to a lost opportunity. So what is one to do…
The right manner is always in my mind, the one that is considered to avoid the worst-case scenario. Which, of course, would be your guest showing up for a meeting where they have to wait for the host. One can never assume that someone from a culture that puts relationships above time will always be late. They certainly expect the respect of the host being there on time when they set the meeting, despite themselves being late as guests. And this is often out of consideration for giving the guest the time to breathe, collect their thoughts, and prepare not out of rudeness. So, the right manner also includes all potential cultural influences and aims to communicate your values as a guest instead of being presumptuous and assuming that you know it all. Perhaps the Saudi guest lived all his life and was influenced by a German culture, which is not typical to their culture. So make sure the meeting room is open and ready 15 minutes earlier and advise the guest that it is open whenever they feel ready to join. Restate that you are looking forward to meeting them soon. (Sometimes restating the exact time of the meeting helps also to not make the person rush).
Remember, in the world of global connectivity, mastering the art of polite meetings across time zones is not just a skill but a testament to our ability to bridge cultural gaps and build meaningful connections. Let's strive to approach each interaction with respect, consideration, and a genuine desire to understand and accommodate one another. By embracing the essential manners outlined above, we can transform each meeting into a harmonious exchange that transcends boundaries and fosters unity in diversity. Together, let's navigate the complexities of time zones with grace and mindfulness, making every encounter an opportunity for fostering new and succesful relationships. That is what manners and etiquette are all about.
Remember, in the world of global connectivity, mastering the art of polite meetings across time zones is not just a skill but a testament to our ability to bridge cultural gaps and build meaningful connections. Let's strive to approach each interaction with respect, consideration, and a genuine desire to understand and accommodate one another. By embracing the essential manners outlined above, we can transform each meeting into a harmonious exchange that transcends boundaries and fosters unity in diversity. Together, let's navigate the complexities of time zones with grace and mindfulness, making every encounter an opportunity for fostering new and succesful relationships. That is what manners and etiquette are all about.
Our newest contributor, Andreea Stefanescu, is an internationally accredited etiquette, communication, and cross-cultural management consultant. She holds an MBA in International Hospitality and Customer Service Management from GIHE, Switzerland, ranked as the top worldwide hospitality institution. With over 15 years of global experience, Andreea has lived and studied in eight countries, speaks four languages (RO, EN, FR, SP), and has traveled to 89 countries. She is the founder of The School of Manners, offering unparalleled expertise in international etiquette, intercultural communication, and human behavior.
Andreea’s extensive training includes certifications from renowned institutions such as the Protocol School of Washington, The English Manner, and the Institut Villa Pierrefeu. She is certified in micro-expressions, body language, and personality assessments, including MBTI®. Her professional experience spans luxury hospitality, private aviation, and training in Royal Etiquette and Diplomacy.
As a communication specialist, Andreea has worked with high-profile clients, including executives, diplomats, and celebrities, helping them navigate diverse social and professional environments with confidence. Her approach emphasizes respect, empathy, and cultural sensitivity, making her a sought-after speaker and trainer on international platforms.
Through The School of Manners, Andreea equips individuals and organizations with the skills to master etiquette, enhance their personal and professional presence, and build effective, culturally aware communication strategies.
For more information, visit The School of Manners or contact Andreea at andreea@theschoolofmanners.com.
🍽Etiquette Enthusiast, Maura J. Graber, is the Site Editor for the Etiquipedia© Etiquette Encyclopedia
