Communicate handoffs across time zones

Step 1: Evaluate team processes

Even if you’re not directly handing off work to another person, taking a few minutes to share a brief end-of-day update is an effective async best practice for distributed teams. These updates help teams summarize progress, raise questions, or ask for feedback. They also help cross-functional teams in different time zones stay informed and aligned on the current status of projects.

While formal handoffs may not apply to every workflow, they can be highly effective in certain contexts. For example, engineering teams may benefit from handoffs in Kanban-style work (a visual workflow method that uses boards and columns to track tasks through stages), during high-severity incidents that require rapid debugging, or in on-call support roles to ensure seamless coverage and faster response times.

Step 2: Schedule time to make a handoff

In a “follow-the-sun” workflow—where global teams in different time zones collaborate to maintain around-the-clock progress—it's helpful to block time at the end of the workday to collect salient information the next shift will need. In addition to sharing project updates, it’s a good idea to ask the recipient to flag any blockers they’re facing and request any details that would make the handoff smoother.  This simple, shared habit keeps everyone aligned and workflows running seamlessly across time zones.

Step 3: Establish clear handoff processes

Teams should define specific handoff protocols that outline how work will transition between different time zones, and agree on a cadence that works for everyone. Keep updates short, easy to understand, and delivered in a consistent format, whether it’s a quick note or short video. Post updates in one go-to place, like your project doc or team channel, so nothing gets lost. In fact, 73% of Dropboxers say clear communication and documentation are the most effective ways to support asynchronous collaboration with colleagues across time zones.

Step 4: Iterate on format

As teams bond and get more comfortable with workflows, it’s worth periodically checking in to see how the handoff documentation can be sharpened, shortened, and improved. Hold quarterly retrospectives to identify what is working well and what can be improved in the collaboration process. For instance, you might realize one big handoff isn’t cutting it anymore—and that smaller, functional ones work better.