TL;DR: Scheduling Global Meetings
The best way to schedule cross-timezone meetings is to use an overlapping visual planner, pick a time that respects regular working hours (9 AM - 5 PM) for all participants, and always send invites with standardized UTC calendar files.
5 Steps to Schedule a Cross-Timezone Meeting
- List Participant Locations: Identify the specific cities (not just time zone names) of everyone attending.
- Find the Overlap: Use a tool to visually stack the schedules. Usually, late afternoon in Europe overlaps with early morning in the Americas.
- Rotate the Pain: If you meet regularly with a team in Asia and a team in the US, rotate the meeting time every week so one region doesn't always have to stay up late.
- Share a Common Link: Instead of doing the math in an email ("Let's meet at 9 AM my time, which is 2 PM your time"), send a shareable link.
- Send the Invite: Send a proper calendar invite (.ics). Your calendar app will automatically translate the time for their local device.
The Best Tool for the Job
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