How to Schedule Across Time Zones
Scheduling meetings across time zones can be tricky. Learn simple strategies and tools to make international collaboration easy and stress-free.
Why Scheduling Across Time Zones is Hard
Time zones can cause confusion, missed meetings, and frustration. Daylight saving changes, regional differences, and lack of awareness make it even harder. But with a few simple habits, you can avoid most problems.
Best Practices for Scheduling
- Always Specify the Time Zone: When sending invites, include the time zone (e.g., 3:00 PM UTC, 10:00 AM EST).
- Use 24-Hour Time: This avoids AM/PM confusion, especially for international teams.
- Check for Daylight Saving: Some regions change clocks. Double-check the date and time, especially in spring and fall.
- Share a Time Zone Link: Use a tool like TimeZonder to share a direct link for easy conversion.
- Rotate Meeting Times: If your team is global, rotate meeting times to share the inconvenience fairly.
Helpful Tools
- TimeZonder Converter – Instantly convert times between cities.
- Meeting Planner – Find the best time for everyone.
- Time Difference – Visualize time differences at a glance.
Sample Scheduling Workflow
- Pick a few possible times and check them in a converter.
- Send a poll or message with options, always including the time zone.
- Confirm the final time with all participants, again specifying the time zone.
- Send a calendar invite with the correct time zone set.
Conclusion
Scheduling across time zones doesn't have to be stressful. Use clear communication, reliable tools, and a little empathy for your teammates in other regions. With these tips, you'll avoid confusion and keep your meetings productive.