Global meetings: discussing scheduling and communication
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Think about these questions before reading. Share your ideas with a partner.
- When collaborating with people in different time zones, what do you find to be the most significant challenge, and how have you tried to overcome it?
- Beyond just scheduling, how might cultural differences in communication styles affect the success of a virtual international meeting?
- If you were to create a 'golden rule' for scheduling and running meetings with an international team, what would it be and why?
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Scheduling Across Time Zones
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
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Answer these questions in your own words. Support your answers with evidence from the article.
01According to the article, why is it often better to 'share the burden' by rotating meeting times rather than finding one fixed time?
Sample answerThe article suggests that rotating meeting times is fairer because it ensures that the same team members are not always inconvenienced by having to attend meetings very early in the morning or late at night. This approach acknowledges that a perfect time for everyone is often impossible.
02What is the article's main argument for using asynchronous communication tools in global teams?
Sample answerThe main argument is that asynchronous tools, like shared documents or project management software, reduce the need for real-time meetings. This respects different time zones, reduces meeting fatigue, and allows team members to contribute thoughtfully at a time that works best for them.
03Besides time zones, what other factor does the article mention that can affect the success of international meetings?
Sample answerThe article also mentions cultural differences in communication styles as a key factor. For example, norms around interrupting, directness, and decision-making can vary and lead to misunderstandings if not managed carefully.
04What does the article suggest as a key strategy for making meetings more inclusive for all participants?
Sample answerA key strategy mentioned is to send out a clear agenda well in advance of the meeting. This allows everyone, including non-native speakers, to prepare their thoughts and contribute more effectively during the discussion.
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Vocabulary
Vocabulary
These expressions will help you communicate more naturally about this topic.
Examples
to pencil something in — to make a temporary arrangement or appointment.
Usage note: This is a common, slightly informal phrase used in professional contexts. It implies flexibility. You can say, 'Let's pencil in a call for Tuesday morning, and we can confirm on Monday.'
to accommodate different time zones — to make arrangements that are suitable for people living in different parts of the world with different local times.
Usage note: This is a standard, professional phrase. You often hear it in discussions about scheduling global meetings, e.g., 'We need to find a time that accommodates different time zones.'
asynchronous communication — communication that doesn't happen in real time, like email or messaging, where people can respond when it's convenient for them.
Usage note: This term is common in tech and remote work environments. It's useful for suggesting alternatives to a live meeting, e.g., 'Could we handle this via asynchronous communication?'
to touch base — to briefly talk to someone to find out what is happening with a situation or project.
Usage note: This is a very common business idiom, often used to suggest a short, informal meeting or call. For example, 'I just want to touch base with you about the project timeline.'
a hard stop — a definite time by which a meeting or other activity must end.
Usage note: Use this phrase at the beginning of a meeting to set expectations about timing. For example, 'Just to let everyone know, I have a hard stop at 3 p.m.' It is more direct than saying 'I have to leave at 3.'
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Complete the sentences with words from the box. One word is extra.
Word bank
01When scheduling with our colleagues in Tokyo, we must their time zone, which is nine hours ahead.
02Since we can't find a good time for a live call, let's use communication; you can send your feedback via email when you have a moment.
03I don't need a full meeting, but I'd like to with you for ten minutes this afternoon to see how the project is progressing.
04Please be aware that I have another appointment right after this, so we have a at 3 p.m. sharp.
05Let's tentatively the meeting for Thursday morning, but we can change it if something more urgent comes up.
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Grammar: Modals of suggestion and obligation
Grammar
Modal verbs help us express the degree of necessity or recommendation for an action. When scheduling meetings and assigning tasks with international colleagues, choosing the right modal is crucial for clear and polite communication, showing whether something is a rule, a strong suggestion, or just a possibility.
Examples
All participants have to confirm their attendance by Friday.
Use 'have to' or 'must' for rules or strong obligations that are not negotiable.
We should send out the agenda at least 24 hours before the meeting.
Use 'should' for strong advice or to suggest something is a very good idea. It's less forceful than 'must'.
We could try a 'camera-off' meeting to reduce video fatigue.
Use 'could' or 'might' to offer a possibility or a gentle suggestion without pressure.
Key points
- 'Must' and 'have to' express strong, non-negotiable obligations.
- 'Should' and 'ought to' are for giving advice or making recommendations.
- In professional communication, using 'could' or 'should' is often more polite than 'must' for making suggestions to colleagues.
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Find the mistake
Each sentence contains one error. Find and correct it.
01We have a strong stop at 4 PM, so we must finish the discussion before then.
Corrected version
We have a strong hard stop at 4 PM, so we must finish the discussion before then.
02To accommodate different time zones are the biggest challenge for our global team.
Corrected version
To accommodate different time zones are is the biggest challenge for our global team.
03You must to mute your microphone when you are not speaking to avoid background noise.
Corrected version
You must to mute your microphone when you are not speaking to avoid background noise.
04Let's pencil on a meeting for next week, and we can confirm the exact time later.
Corrected version
Let's pencil on in a meeting for next week, and we can confirm the exact time later.
05Since we can't meet in real time, we rely on asynchronous communicate to stay updated.
Corrected version
Since we can't meet in real time, we rely on asynchronous communicate communication to stay updated.
06I need to touch base up with the marketing team before I send the final proposal.
Corrected version
I need to touch base up with the marketing team before I send the final proposal.
07We have to meet tomorrow if you're free, but Friday is also a possibility.
Corrected version
We have to could meet tomorrow if you're free, but Friday is also a possibility.
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Useful phrases: Finding a meeting time that works for everyone
Vocabulary
When scheduling with colleagues in different time zones, clear and polite communication is key. These phrases will help you propose times, discuss availability, and confirm plans in a professional and natural way.
Examples
"What does your availability look like for next week?" — A flexible way to open the scheduling conversation.
Register: Neutral/Informal. Use this open-ended question to invite others to share their free times first, rather than proposing a specific time yourself. It's a collaborative way to start.
"Would that be too early/late for our colleagues in Singapore?" — Shows consideration for different time zones.
Register: Neutral/Formal. Use this to politely check if a proposed time is convenient for everyone. It demonstrates that you are being inclusive and thinking about the whole team.
"I'm afraid I have a clash at that time." — A polite way to decline a proposed meeting time.
Register: Neutral/Formal. 'A clash' is a common and professional way to say you have another appointment. It sounds softer and more formal than simply saying 'I'm busy'.
"I could make [time] work if needed, but would [alternative time] be possible?" — Shows flexibility while still expressing a preference.
Register: Neutral. This is useful when a proposed time is inconvenient but not impossible. It shows you're a team player but also gives you a chance to find a more suitable option.
"My mornings are generally open. Does a morning slot work for the team?" — Offers a general window of availability to narrow down options.
Register: Neutral. Instead of suggesting many specific times, this helps find a general period that works for everyone, making it easier to agree on a final time.
"Great, let's lock that in. I'll send the calendar invite shortly." — Confirms the agreed time and states the next action.
Register: Neutral/Informal. 'To lock something in' is a common idiom for finalising a plan. Clearly stating who will send the official invitation prevents confusion and makes the arrangement official.
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Scheduling across time zones
Read the following email from a team leader and complete the text.
Fill in each blank with the correct word or phrase from the word bank.
Word bank
When working with a global team, it's crucial to different time zones to ensure everyone can participate. For non-urgent updates, we should rely more on communication, like shared documents, to avoid scheduling difficulties. For the quarterly review, let's a meeting for next Tuesday, but I'll need to confirm with the Sydney office first. I'll with them tomorrow morning their time to find a suitable slot. Please note, the meeting must have a at 4 PM GMT, as I have another call immediately after.
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Words to take with you
Vocabulary
These expressions are not in the article but will help you discuss this topic more fluently.
Examples
to be on the same page — to have a shared understanding or agreement on a situation or plan.
Use this to check for agreement in a discussion. For example: 'Before we finish, let's just confirm we're all on the same page about the next steps.'
bandwidth — (in a work context) the time, energy, or mental capacity to take on more work.
This is a slightly informal but very common way to talk about your capacity for work. For example: 'I can't join that project right now; I just don't have the bandwidth.'
a recurring meeting — a meeting that is scheduled to happen at regular, repeated intervals (e.g., weekly or monthly).
Use this term when you want to establish a regular appointment. For example: 'Let's set up a recurring meeting for every Friday at 10 AM to track our progress.'
to loop someone in — to include someone in a conversation or communication (like an email or a meeting) to keep them informed.
This is a common phrasal verb in professional emails. For example: 'Thanks for the update. Can you loop in the marketing manager on your next email?'
action items — specific tasks assigned to individuals or teams that are decided upon during a meeting.
This is key vocabulary for making meetings productive. It's common to end a meeting by saying: 'Let's quickly review the action items from today.'
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Advice for effective virtual meetings
Good virtual meetings don't just happen by accident. They require planning and consideration for everyone involved.
Match the beginning of each sentence with its logical ending.
Drag or click to match
Definitions
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Some argue that relying heavily on asynchronous communication is the only fair way to manage global teams, while others believe it's essential to touch base in real-time for team cohesion. Which approach do you think is more effective, and what are the potential drawbacks of your preferred method?
- In some cultures, having a hard stop for a meeting is considered efficient, while in others it might be seen as rude. Reflecting on your own cultural or professional background, what is the general attitude towards strict schedules? How does this affect the way you might pencil in appointments with international colleagues?
- Imagine you are a manager trying to accommodate different time zones for a weekly team meeting with members in San Francisco, Berlin, and Sydney. Is it ever truly possible to find a 'good' time for everyone? Should the burden of inconvenient meeting times be rotated, or should one time zone consistently take priority?