Dealing With Time Zones When Working with Filipino VAs | HireTalent.ph

Dealing With Time Zones When Working with Filipino VAs

By: Justin G

Last updated: January 13, 2025

The time difference between your location and the Philippines can initially seem daunting, but with proper planning, it can become a significant advantage. Here are some personal tips on how to make time zones work when hiring in the Philippines:

Understanding the Time Difference

The Philippines operates on Philippine Standard Time (PST/PHT), which means when it’s 12:00 noon in Manila (PHT), it’s:

  • 04:00 AM in London (GMT)
  • 05:00 AM in Paris (CET)
  • 11:00 PM previous day in Los Angeles (PST)
  • 02:00 AM in New York (EST)
  • 12:00 noon in Singapore (SGT)
  • 02:00 PM in Sydney (AEST)
  • 04:00 PM in Auckland (NZST)

For example, when it’s 9 AM Monday in New York, it’s already 9 PM Monday in Manila.

Different Approaches to Scheduling

The Synchronized Schedule

Some businesses prefer having their Filipino VA work during their business hours. For instance:

US-Based Example:

  • Your office: 9 AM – 5 PM EST
  • VA’s schedule: 9 PM – 5 AM PHT

This works well for roles requiring real-time interaction, like:

  • Customer service
  • Executive assistance
  • Live chat support
  • Team coordination

Important: If you need this schedule, be explicit during hiring. Look for candidates who are already “night shift” workers. Don’t try to convert a day worker to night shift – it rarely succeeds.

The Flexible Schedule

This is often more sustainable and can provide unexpected benefits. Here’s how it works in practice:

Example 1: Morning Overlap

  • Your workday: 9 AM – 5 PM EST
  • VA’s schedule: 5 PM – 1 AM PHT
  • Overlap: Your morning is their evening

This setup works great for:

  • Getting tasks ready for your workday
  • Morning briefings
  • Reviewing completed work
  • Setting up daily priorities

Example 2: Evening Overlap

  • Your workday: 9 AM – 5 PM EST
  • VA’s schedule: 8 AM – 4 PM PHT
  • Overlap: Your evening is their morning

Perfect for:

  • Assigning next-day tasks
  • End-of-day reporting
  • Planning tomorrow’s priorities
  • Handling Asian market tasks

Making Time Zones Work for You

The “Follow-the-Sun” Advantage

Having a team on the other side of the world can create a 24-hour workflow. Here’s a real-world example:

Social Media Management:

  1. You end your day by briefing your VA
  2. While you sleep, they:
  • Create social media content
  • Schedule posts
  • Engage with followers
  • Handle community management
  1. You wake up to completed tasks and reports

Project Management Example

Website Updates:

  1. US afternoon (Philippine morning): Brief your VA on needed updates
  2. Your night/their day: VA implements changes
  3. Your morning/their night: Review and provide feedback
  4. Repeat

Communication Strategies

Asynchronous Communication

Tools that work well:

  • Loom for video instructions
  • StandupBot (on Slack) for Async EOD’s
  • Trello for task management
  • Email for detailed instructions
  • WhatsApp or Telegram for quick updates

Scheduled Real-Time Communication

Set regular meeting times during overlap hours:

  • Weekly planning sessions
  • Daily quick check-ins
  • Progress reviews

Best Practices

Setting Clear Expectations

Be explicit about:

  • Required overlap hours (if any)
  • Response time expectations
  • Meeting schedules
  • Emergency protocols

Documentation

Create clear processes for:

  • Task handoffs
  • Progress updates
  • Priority changes
  • Emergency situations

Common Pitfalls to Avoid

  1. Expecting immediate responses during non-overlap hours
  2. Scheduling urgent tasks without considering time differences
  3. Not planning ahead for holidays in different time zones
  4. Failing to document tasks properly for asynchronous work

Making the Most of Time Differences

The time difference can be your secret weapon. Consider these scenarios:

E-commerce Business:

  • You handle US daytime customer service
  • Your VA handles:
  • Night shift inquiries
  • Order processing
  • Inventory updates
  • Morning customer follow-ups

Content Creation:

  • You outline content during your day
  • VA creates during their day
  • Ready for your review next morning
  • 24-hour content cycle

Final Thoughts

Finding a rhythm that works for both parties is the key to success with time zones. Clear communication and expectations are crucial whether you choose synchronized schedules or flexible arrangements.

Remember: Happy VAs are productive VAs. Forcing unnatural schedules often leads to burnout and turnover. Instead, work with their preferred schedules when possible, and you’ll likely find the time difference becomes an asset rather than a challenge.

Need help finding a VA who matches your time zone requirements? Post your job on HireTalent.ph with clear schedule expectations, and we’ll help you find the perfect match for your business needs.

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