You need to schedule a meeting for five (5) people on behalf of your boss. In the meeting is one executive is SF, a regional manager in Singapore, a lawyer in Amsterdam, and the Head of EMEA Ops who is in India. After two attempts with each person’s EA there is no resolution. What are the next steps?

1. HOW TO SHARE THE PAIN
TREY SCARPA
JUNE 3, 2017

2. Agenda
 Question
 Challenge
 Possible Solutions
 Next Steps

3. Question
You need to schedule a meeting for five (5) people on behalf of your boss. In the
meeting is one executive is SF, a regional manager in Singapore, a lawyer in
Amsterdam, and the Head of EMEA Ops who is in India. After two attempts with each
person’s EA there is no resolution. What are the next steps?

4. Reference Info
 JPAC Business Hours are 8 AM – 5 PM
 EMEA Business Hours are 8 AM – 5 PM
 AMER Business Hours are 8 AM – 5 PM
 IL Busniess Hours are 8 AM – 5 PM

5. Challenge
 A global organization resquire global participation in meetings.
 Meetings often held during times favorable to the US business hours
 Consequences: Staff in other regions suffer from poor quality of life -> low
working morale.

6. Proposal Solutions: Bi-regional Meetings
Region of Quarter Schedule
Q2 2017: AMER
Q3 2017: EMEA & IL
Q4 2017: JPAC
Q1 2018: AMER
 Organizer splits meetings into two separate sessions
 E.g. If organizer is in the US, hold one session in the AM for EMEA & IL and separate session in PM
for JPAC
 Where nature of meeting requires global interaction, the time should be held during 7 AM of the “Region
of Quarter”
 Meeting day should take place Monday – Thursday (US) only.
 Organizers should be sensitive to holidays around the world.
SG US UK IL
10 PM 7 AM 2 PM 5 PM
2 PM 11 PM 7 AM 9 AM
7 AM 4 PM 12 AM 2 AM
*For daylight savings changes – follow SG’s time.
Collective Decision: 7 AM

7. SG UK US (PST) IL
US   SG 7 AM – 12 AM N/A 4 PM – 9 PM N/A
US   UK N/A 2 PM – 9 PM 7 AM – 2 PM N/A
US   IL N/A N/A 7 AM – 12 AM 4 PM – 9 PM
SG   UK 3 PM – 9 PM 7 AM – 1 PM N/A N/A
SG   IL 1 PM – 9 PM N/A N/A 7 AM – 3 PM
UK  IL No Issues
 This solution is for group meetings only (for 1:1 meetings, use your own discretion).
 Set up meetings at least 2 hours before responding partners’ end of business day.
 Meeting to be within 2 hours prior to and 2 hours after over lapping business hours.
Preferred times within core business hours. Note: end time is end of meeting, not
beginning.
Proposal Solutions: Bi-regional Meetings

8. Next Steps
 Changes to take effect first quarter after adopted.
 Setup a global calendar populated with global public holidays.
 Communication on solution to all participating employees.
 Schedule / reschedule Executive meetings per decision made.
 Executive staff (assistant) to ensure solution is applied to all in-scope meetings.
 Solution to be published in the next monthly newsletter to create awareness
among our internal customers.
 The “Region of Quarter” will be published in the department monthly newsletter
as a reminder.