How to Schedule Meetings Across Time Zones
Scheduling across time zones gets easier with a simple routine: find the overlap, pick a fair slot and state the time clearly.
1. Find the overlap
Add each person’s city to the International Meeting Planner and look for hours inside everyone’s working day.
2. Keep it fair
If there’s no good overlap, rotate the early and late slots. Otherwise, the same people always pay the price.
3. Write the time clearly
- Include the time zone: “3 PM UTC”.
- Avoid vague labels. “EST” is often used in summer, when New York is really on EDT.
- Send a calendar invite, which adjusts for each person.
4. Watch for clock changes
Regions change their clocks on different dates, so a regular meeting can shift by an hour for some people. Check the date with the Daylight Saving Time Converter, or read how daylight saving affects time zones.
5. Ask whether you need to meet
If time zones are far apart, a written update or short video can replace the meeting and spare someone a late night.
Tools used in this guide
International Meeting PlannerPlan a meeting across time zones.World ClockFree world clock: the current time in any city, day or night, the difference from your time, and a meeting planner that finds working hours that overlap.Time Zone ConverterConvert a date and time between any time zones with DST handled automatically.
Frequently asked questions
What is the best time for a meeting between the US and Europe?
Usually morning on the US East Coast, which is afternoon in Europe. Check the exact cities and date.
Should I use UTC for meeting times?
It’s clear for technical teams. For others, show each person’s local time as well.
