Managing Time Zones When Working Remote

A friendly, step-by-step guide to packing up, landing smooth, and staying sane

Moving across borders is exciting—new coffee aromas, new Wi-Fi passwords, maybe even driving on “the other” side of the road. What isn’t so glamorous? Realising your Monday stand-up now falls at 2 a.m. local time. As a relocation coach, I’ve walked dozens of rookies through that “uh-oh” moment. The good news: with a bit of planning and a pinch of tech, you can glide through time-zone turbulence like a seasoned pilot (a BorderPilot, you might say).

Below is the exact framework I share with clients—from the month before departure to the day you’ve finally synced your video-call lighting with the local sunrise. Grab a coffee (whatever time it is where you are) and let’s get started.

Why Time-Zone Strategy Should Be in Your Suitcase

Before we get tactical, let’s zoom out. Time zones touch everything:

• Productivity & career growth – Overlapping with your team keeps you visible when promotions roll around.
• Well-being & relationships – Misaligned schedules can sabotage sleep, workouts, even date night.
• Budget – Late-night take-out or 24-hour coworking access costs money you may not have planned for.
• Legal compliance – Some countries restrict “night work” or overtime pay. Knowing your hours matters.

Think of time-zone planning as invisible packing: you can’t see it, but it keeps the whole trip tidy.

Pre-Move Preparation Checklist

I’m a checklist nerd. Here’s the one I actually send to clients four weeks before take-off. Copy, paste, tweak:

1. Map Your Core Hours

1. Open your calendar and mark the recurring meetings you must attend.
2. Note which can be moved or recorded.
3. Highlight a 4-hour “golden overlap” with HQ. If none exists, negotiate now.

Pro-tip: Try a “split shift” (early 2 h + evening 2 h) rather than one mega block. You retain daylight for errands and avoid zombie-mode at midnight.

2. Talk Money & Compliance

• Confirm employer expectations in writing (email or HR portal).
• Ask payroll if location changes affect overtime, night differentials, or social security.
• If you’re paid hourly, decide how you’ll track split shifts.

3. Audit Your Gear

• Laptop webcam good enough for low-light?
• Noise-cancelling headset (roosters are cute until a 5 a.m. sales call).
• Universal adapters plus a spare—because the law of travel says adapters disappear.

4. Lighten Your Load

Selling extra monitors or bulky furniture not only trims the shipping bill, it funds better mobile gear. I point clients to our guide on selling your stuff online before a big move for step-by-step instructions and platform comparisons.

5. Time-Zone Recon

• Add your destination to the phone clock now.
• Notice how daylight-saving shifts will change things across the year.
• Install at least two of the apps listed in the “Tools” section below.

6. Health & Sleep Prep

• Gradually nudge bedtime toward the new zone—15 minutes earlier each night.
• Stock up on melatonin or herbal sleep aids (check customs rules).
• Bookmark a local telehealth provider in case jet lag smashes your immune system.

Stick this list on your fridge. If you tick everything before wheels-up, arrival week will feel like a breeze.

Arrival Week Must-Dos

You’ve landed, found your Airbnb key under the potted plant, and marvelled at the mysterious washing-machine settings. Time to cement your time-zone strategy.

Day 1–2: Set the Clock(s)

1. Device sync – Change the system time on every gadget before opening work apps. Rogue calendar invites set in the old zone cause chaos.
2. Physical cue – Put an analogue wall clock on your desk showing home-office time. The visual reminder prevents accidental pings at 1 a.m.

Day 3: Stake Out Overlap Hours

• Scout cafés or coworking spaces that open during your overlap window. Some cities close early.
• Test Wi-Fi speed at the exact hour you’ll have calls—peak times can throttle bandwidth.

Day 4: Announce Your New Rhythm

Send one crisp Slack or Teams post:

“Hey team! Now reporting from Taipei (GMT+8). Core overlap: 3–7 p.m. your time. For urgent items outside that, tag me & expect next-day reply.”

Clarity beats apology. You’re not an inconvenience; you’re a timezone asset.

Day 5–7: Pilot Your Sleep & Meal Routine

Experiment with:

• “First sleep/second sleep” (bimodal) system if calls are super early.
• High-protein breakfast after your earliest meeting to avoid 10 a.m. crash.
• Blackout curtains + sunrise lamp combo to fool your circadian rhythm.

By Sunday night you should know: When do I sleep, eat, and move my body? Nail that, and everything else follows.

Budgeting Tips for the First Month

Time-zone management has hidden costs. Here’s how to avoid bill shock.

1. Utilities & Internet

• 24/7 air-con for late-night work? Build a buffer—electricity rates in humid countries can sting.
• Upgrade to a plan that guarantees upload speed (not just download) for video calls.
• Ask your landlord for a “peak/off-peak” tariff breakdown; you may be able to shift heavy usage.

2. Workspace

Coworking spaces often sell night-owl packages—cheaper rates after 6 p.m. Grab a one-month trial to bridge jet-lag chaos before committing.

3. Food

If you’re awake when local restaurants are closed, you’ll rely on grocery deliveries or 24-hour diners. Price them now. Stock a “call-kit” shelf: instant noodles, protein bars, and a water filter to dodge midnight convenience-store water mark-ups.

4. Health

Late shifts can nuke immune systems. Budget for:

• Telehealth subscription
• Extra gym passes (movement combats fatigue)
• Occasional massage or physio (your neck will thank you)

5. Time-Zone Insurance

Sounds odd, but hear me out: missed flights or connections due to calendar mishaps cost money. Consider a travel insurance rider that covers change fees if you mis-read dates.

Track all these in a simple spreadsheet. After the first billing cycle, tweak and optimise.

Tools and Local Resources

Technology won’t fix everything, but it sure greases the gears.

Time-Zone Converters

• Spacetime.am – integrates with Google Calendar, shows teammates’ overlap heat-maps.
• Every Time Zone – no-login web tool for quick checks.
• Cal.com Booking Links – optional “follow-the-sun” rules prevent booking during your deep-sleep window.

Scheduling Automation

1. Create two Calendly links: “Overlap hours” and “Record-only slot.”
2. Use Zapier to auto-toggle Slack status: 🌞 “Live” vs 🌜 “Offline”.

Health & Productivity Apps

• Rise – tracks sleep debt and suggests ideal bedtimes.
• f.lux or Windows Night Light – reduces blue light on after-dark shifts.
• Focusmate – 50-min video co-working sprints; handy when your real colleagues are snoozing.

Local Resources

• Municipal libraries often stay open late and have free fiber internet.
• University campuses: grab visitor Wi-Fi credentials outside exam season.
• Expat Facebook groups: Post “Anyone on Pacific Time?” and you’ll find a coffee buddy fast.

Call-out: U.S. veterans moving abroad get extra support networks that double as peer coworking circles. A client of mine discovered one via our article From soldier to civilian expat and cut his isolation in half.

Keep experimenting—your perfect stack will evolve.

Common Pitfalls & How to Course-Correct

Remember: adapt, review, iterate.

A Quick Case Study: Maya in Madrid

Maya, a UX designer from Toronto, moved to Madrid (+6 h) last spring. Her first week she:

1. Negotiated a 7–11 a.m. EST overlap, giving her Spanish afternoons free.
2. Bought a cheap second monitor off Wallapop—no baggage fees.
3. Joined a 24-h coworking space in Lavapiés for €129/month.

One snag: summer daylight saving flipped the gap to 5 h. Maya adjusted by:

• Shifting her morning block 30 minutes earlier.
• Recording Monday meetings and sending Loom summaries the night before.

Outcome: Zero missed deadlines, siesta intact.

Your First 30 Days: A Mini Roadmap

1. Week 1 – Establish overlap and sleep schedule.
2. Week 2 – Trial tools; iterate based on energy levels.
3. Week 3 – Audit spending; cancel unused subscriptions.
4. Week 4 – Reflect: is this sustainable? If not, tweak before it snowballs.

Print it, stick it on the fridge next to your old time-zone checklist.

Final Thoughts

Time-zone management isn’t a one-and-done task; it’s a living system that flexes with seasons, projects, even your social calendar. But by front-loading the prep, budgeting smartly, and wielding the right tools, you’ll trade jet-lag chaos for a lifestyle far richer than any nine-to-five commute.

Feeling ready to map out your own glide path? BorderPilot’s free relocation planner turns these principles into a personalised timeline—complete with reminders that actually hit your inbox at the right hour. Give it a whirl and let me know where you land. Happy (time-shifted) working!