The Ultimate Guide to Scheduling Meetings Across Time Zones
Stop the back-and-forth email chains. Learn how to efficiently schedule meetings with participants in different time zones using proven strategies and tools.
The Ultimate Guide to Scheduling Meetings Across Time Zones
We've all been there: trying to find a meeting time that works for colleagues in New York, London, and Tokyo. The back-and-forth can take longer than the meeting itself. Here's how to schedule cross-timezone meetings efficiently.
The Golden Rules of Cross-Timezone Scheduling
Rule 1: Always Specify the Timezone
Never send a meeting invite that says "Let's meet at 3 PM." Always include the timezone:
Even better, use a timezone comparison tool to generate shareable links with all relevant times.
Rule 2: Consider Everyone's Working Hours
Before proposing a time, visualize everyone's working hours. A 9 AM meeting in San Francisco might seem reasonable, but that's:
Rule 3: Respect the "No Meeting" Zones
Avoid scheduling during:
Finding the Sweet Spot
For common team combinations:
US East + Europe (London)
Best window: 8-11 AM EST (1-4 PM GMT)US West + Europe
Best window: 7-9 AM PST (3-5 PM GMT)This is tight—consider async alternatives.
US + Asia (Japan/Korea)
Best window: 6-8 PM EST (7-9 AM JST next day)Or early morning: 7-8 AM EST (9-10 PM JST)
Europe + Asia
Best window: 8-10 AM GMT (5-7 PM JST)All Three Major Zones (US + Europe + Asia)
This is the hardest. Options:
1. Rotate meeting times between regions
2. Split into two calls with notes shared async
3. Record and share - one live session, others watch async
The 2-Meeting Strategy
For important meetings spanning many zones, consider the 2-meeting approach:
Meeting A: Americas + Europe friendly (morning EST, afternoon GMT)
Meeting B: Europe + Asia friendly (morning GMT, evening JST)Designate one person to attend both and ensure information flows between them.
Tools That Make It Easier
Use a Visual Timezone Converter
Instead of doing math in your head, use a visual tool that shows:
Share Time Links, Not Times
When proposing times, share links that automatically convert to each recipient's local time. This eliminates confusion and reduces the "what timezone is that?" questions.
Integrate with Your Calendar
The best timezone tools let you:
1. See proposed times in your calendar context
2. Check for conflicts automatically
3. Create calendar events directly with correct timezone handling
Meeting Etiquette for Global Teams
Start On Time, End Early
With timezone constraints, every minute counts. Start promptly and end 5 minutes early to give people buffer time.
Record Everything
Make recording standard practice. Team members in difficult timezones can catch up at their convenience.
Share the Sacrifice
Don't make the same region always take the difficult time slot. Rotate fairly:
Send Comprehensive Agendas
With participants potentially joining at inconvenient hours, make every meeting count. Send agendas 24 hours in advance so attendees can prepare.
When to Skip the Meeting Entirely
Sometimes the best cross-timezone meeting is no meeting at all. Consider async alternatives:
The rule of thumb: If you need immediate back-and-forth discussion, schedule a meeting. Otherwise, go async.
Conclusion
Cross-timezone scheduling doesn't have to be painful. By following these strategies—specifying timezones, respecting working hours, using visual tools, and embracing async when possible—you can coordinate global teams effectively.
Remember: the goal isn't to find the perfect time (it rarely exists), but to distribute the inconvenience fairly and make every synchronized moment count.