How to Schedule Meetings Across Time Zones: Practical Coordination Tips
From finding overlapping working hours to writing clear dates, a few simple steps make global meetings easier.
First Find a Time That Works for Everyone
List the cities participants are in and their available working hours, then look for overlapping windows. When a team spans multiple continents, a perfectly ideal slot may be rare; you can take turns bearing early or late meetings.
Our meeting planner tool can help you compare times across cities and quickly find viable windows.
Make the Invitation Unambiguous
Include the day of the week, full date, time, and city or time zone in the invitation. For meetings that cross midnight, in particular, check whether each location is on a different date.
When a recurring meeting hits a daylight saving time switch, check your calendar’s time zone settings and confirm with participants in advance whether the time still works. When necessary, an async update can replace a hard-to-coordinate meeting.
Put it into practice
Ready to check world time?
Pick cities and a date to easily compare times across time zones.
Open the time zone converter