It would be essential to have a clear communication on the purpose of each meeting and activities as well as meeting attendees, schedule, communication tool and timeframe. A written plan on meeting goal, process and expectation should be communicated prior to meeting to enable participants come with full preparation

It'll always be a challenge to find a common time so instead of deciding on your own it will be better you can communicate with the entire team and let them be a part of this decision making. making sure who can be comfortable at what time. Of course, its never going to be easy for everyone. There will be a few people who have to sacrifice but it is what it is.

In our company, with most of our staff based in the Philippines, setting clear expectations is key. We establish agreed-upon working hours to ensure everyone knows when to be available. This helps maintain seamless communication and collaboration despite the time zone differences.

Sometimes, there is no getting around the fact that a meeting will cut into someone's personal time. In my teams, we try to set the tone of mutual compromise. Instead of one team always getting the short end of the stick, we rotate which timezone we accommodate and which stretches.

Collaborate with attendees from difference time zones can sometimes very challenging especially when involve USA, Europe and Asia attendees in a meeting. When meeting schedule in working hours of USA and Europe, Asia will be at late evening and after work hour. Hence, special consideration and difference arrangement should be taken for Asia attendees such as 1. Given privilege to present earlier and be excused after completion. 2. Communicate responses for discussion topic to team in advance to prioritize time during meeting for feedback any questions raised to save time. 3. Facilities or team leader should be flexible and can arrange a separate meeting with Asia attendees before and after the team meeting

Team communication is basic foundation for the success of any team activities. Some features to be considered for effective communication are 1. Two way communication 2. Active listening 3. Mutual respect 4. Combine written and oral mode of communications 5. Active engagement with trust

Timely update the personal calendar on work hour and set up out of office message to communicate availability. Standardize mode of communication within attendees to stay connected from either email, call or social media in order to be more effective

Social interaction to propagate trust and reduce relationship tension with enable better engagement and collaboration within team

Be present. Be on time. Be sure to attend meetings you say you will. It is very discouraging to teammates who commit to attend a meeting that pushes into their personal time when another participant doesn't show up.