Guide

How to schedule a meeting across time zones

Scheduling across time zones fails for predictable reasons: someone is asked to join at 11pm, the invite shows the organizer’s local time only, or the team debates screenshots of world clocks for twenty minutes. A better workflow is mechanical.

1. List the cities, not the people first

Start with locations that must attend live. If two teammates share a city, they share a clock. This keeps the problem small enough to solve.

2. Agree on “fair” work hours

A common default is 09:00–18:00 local. Some teams use 08:00–20:00 for global coverage. Write the window down before comparing clocks so the discussion is about policy, not vibes.

3. Find true overlap, not average compromise

The useful question is: “When is everyone inside work hours at once?” Averages hide night calls. Use a timezone meeting planner that scores multi-city overlap instead of converting one pair of times.

4. Prefer recurring anchors

If the same cities meet weekly, lock 1–2 recurring slots that stay fair year-round, then only renegotiate after daylight-saving shifts.

5. Share one link, not screenshots

Screenshots rot the moment DST changes. A shareable planner URL preserves cities and hours so every participant sees the same proposal.

6. When no overlap exists

Split the meeting, rotate the late slot, or move updates async. Forcing a permanent 2am attendee is a retention strategy for the wrong company.

Ready to try it? Open the free timezone meeting planner.