Add cities or time zones
Choose the locations of everyone joining the meeting.
Schedule a Meeting Across Time Zones
Find a meeting time that works for people in different time zones. Add your cities, compare local times, check working hours, and share one clear meeting link with your team.
Plan a meeting across time zones in four steps
Pick a date
The planner calculates local time for the selected date, including daylight saving time changes.
Compare working hours
See which time slots are good, acceptable, or outside normal working hours.
Share the time
Copy a clear meeting time link so every participant can see the time in their own local time zone.
Why scheduling meetings across time zones gets confusing
Scheduling a meeting across time zones sounds simple until you have people in New York, London, Berlin, Tokyo, or Sydney on the same call.
A time that works well for one person may be too early, too late, or even on the next day for someone else. Daylight saving time can make it even more confusing, because the time difference between two locations can change during the year.
That is why a simple time zone converter is not always enough. For meeting scheduling, you need to compare local time, working hours, and the selected date before you send an invite.
How to schedule a meeting across time zones
Use this simple process to schedule a meeting across multiple time zones.
Add every location
Start by adding the cities or time zones of all team members. For example: New York, London, and Tokyo.
Choose the meeting date
Select the exact date of the meeting. This matters because daylight saving time can change the time difference between countries.
Compare local times
Look at the same time slot across every location. Make sure each participant sees the meeting time in their own local time.
Check working hours
Avoid times that are too early, too late, or outside normal working hours. The best time is usually the slot with the strongest working hours overlap.
Share one clear time
After choosing a time, copy the meeting time or share a link. Everyone can open it and see the meeting time in their own time zone.
Common mistakes when scheduling across time zones
Using only one local time
"Let's meet at 10 AM" is not enough when people are in different countries. Always show the time for each location.
Forgetting daylight saving time
Time differences can shift during the year. Always calculate the meeting time based on the selected date.
Choosing a time that works for only one side
A meeting can be technically possible but still unfair. Try to avoid making the same person join very early or very late every time.
Sending unclear calendar notes
Write the meeting time clearly, especially when inviting people across several time zones.
Best practices for remote teams
Remote teams often need a balance between live meetings and async work. When possible, choose a time that sits inside normal working hours for most people.
If your team is spread across the United States, Europe, and Asia, a perfect overlap may not exist. In that case, choose the least bad option and rotate inconvenient meeting times so the same person or region does not always take the hit.
For recurring meetings, save your usual time zones and working hours so you can plan the next call faster.
Use the planner to find a time that works
Instead of checking each city manually, use the meeting time zone planner to compare multiple time zones in one view.
You can add locations, choose a date, compare working hours, select a time slot, and share the result with your team. This helps everyone understand the proposed meeting time before the calendar invite is sent.
Plan a meeting across time zonesFAQ
How do I schedule a meeting across time zones?
Add each participant's city or time zone, choose the meeting date, compare local times, and pick a time that fits normal working hours for as many people as possible. Then share the selected meeting time with all participants.
What is the easiest way to schedule meetings across time zones?
The easiest way is to use a time zone meeting planner instead of converting times manually. A planner lets you compare local times, working hours, and daylight saving time changes in one place.
How do I avoid daylight saving time mistakes?
Always calculate the meeting time for the exact date of the meeting. Daylight saving time can change the time difference between locations, so using only the current UTC offset can lead to mistakes.
Can I schedule a meeting across multiple time zones?
Yes. Add all locations to the planner and compare the same meeting time across each time zone. This helps you see whether the time is reasonable for everyone.
What is a good time for international meetings?
A good international meeting time usually falls inside normal working hours for most participants. If there is no perfect overlap, choose the fairest option and rotate inconvenient times for recurring meetings.
Can I share the selected meeting time?
Yes. After choosing a time, copy the meeting time or share a link so everyone can see the proposed time in their own local time zone.