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Coordinating Interviews Across Time Zones: Our Experience at Axcito

 


Recently, Axcito decided to start a new development center in Sri Lanka. As we began the hiring process, we faced a challenge – scheduling interviews that would work for candidates in Sri Lanka, as well as our team members spread across Dallas, USA, and Melbourne, Australia. Our goal was to conduct most interviews between 8 AM and 5:30 PM Sri Lanka time while ensuring the availability of interested team members from different time zones.

The Challenge: Finding a Common Time Slot

Coordinating interviews across multiple time zones proved to be trickier than we anticipated. We initially tried using tools like Doodle and Calendly, but they didn't quite fit our needs. We needed a solution that would allow us to view available time slots for all participants, taking into account their respective time zones.

The Solution: Time-Map and a Collaborative Google Sheet 😅



After exploring various options, we discovered a valuable resource: the World Clock Meeting Planner from timeanddate.com. A collaborative Google Sheet then automatically converted these availabilities to Sri Lanka time for our HR team to reference.

Our goal was to have at least two interviewers present for each interview, preferring three whenever possible. To streamline the process, we avoided multiple rounds of interviews for some roles.

Tailoring the Interview Process

In addition to coordinating schedules, we also tailored the interview process itself based on the role and candidate preferences. For certain positions, we conducted phone interviews or virtual calls, while for others, we opted for in-office, face-to-face interviews.

Tips for Coordinating Interviews Across Time Zones

Throughout this experience, we learned some valuable lessons that we'd like to share:

  • Communicate clearly about time zone boundaries with your applicants, as some applicants are happy to do interviews after hours as they dont need to take off from work.: Ensure your team is aware of the different time zones involved and the expected working hours in each region.
  • Get specific when discussing dates and times with interviewers/interviewees: Always clarify the time zone you're referencing to avoid confusion.
  • Be mindful of other teammates' designated work hours: Respect the boundaries of your colleagues' work schedules and avoid scheduling meetings outside of their regular working hours whenever possible.
  • Test out split shifts or workdays that cater to different time zones: Explore flexible scheduling options that accommodate team members in different locations. Some of Axcito team members joined in odd hours and they got off for that in normal hours.
  • Be flexible and adaptable to your candidates' needs and situations: Understand that candidates may have varying availability and preferences, and be prepared to adjust accordingly.

At Axcito, we prioritized flexibility and adaptability throughout the interview process. By leveraging the right tools and maintaining open communication, we successfully coordinated interviews across three time zones, enabling us to connect with talented candidates and build our new development team in Sri Lanka.


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