Scheduling Meetings Across Time Zones: A 6-Step Checklist

Last updated October 14, 2026 · Written by Han with AI assistance, fact-checked against official sources.

Scheduling across time zones is easy when you follow a short routine: find the overlap, fix the date, write the time clearly and double-check daylight saving changes.

1. Start with the overlap

List a reasonable working window for each person, for example 09:00 to 17:00 local time, and convert them to one time zone. The hours that appear in both windows are your overlap. New York and London, for instance, overlap for about three hours in the New York morning (09:00 to 12:00 in New York is 14:00 to 17:00 in London in winter). London and Tokyo have almost no overlap in normal working hours, and Seoul and New York have none, so one side has to stretch.

2. Share the inconvenience fairly

If there is no overlap, rotate who takes the early or late slot. A recurring meeting that is always at 22:00 for the same team becomes a burden. Alternating the time every few weeks, or replacing some meetings with written updates and recorded videos, keeps the schedule sustainable.

3. Fix the date as well as the time

The place that is further east can be on the next calendar day. In winter, a call at 08:00 on Tuesday in Los Angeles is 01:00 on Wednesday in Seoul. Always confirm the date in both places, and write it in the invitation.

4. Write times so nobody has to guess

• Name the city or use a full time zone name: "Tuesday 14:00 London time".
• Add the UTC offset or the time in the other person's city: "09:00 New York / 14:00 London".
• Avoid abbreviations such as CST or IST that have more than one meaning.
• Use calendar invitations, which convert the time automatically into each person's own time zone.

5. Watch for daylight saving changes and local calendars

The weeks when different regions change their clocks on different days are a common source of missed meetings. Also check local holidays and weekends: many countries have a Saturday and Sunday weekend, but some, such as Saudi Arabia, have Friday and Saturday.

6. Confirm the exact city

Countries such as the United States, Canada, Brazil, Australia and Russia have several time zones. "Call me at 10:00 American time" does not identify a time. Ask which city the other person is in.

Quick checklist

1. Choose the other person's city; the country alone is not enough.
2. Convert both working windows and find the overlap.
3. Check the date in both places.
4. Check for daylight saving changes near the meeting date.
5. Write the time with city names or UTC offsets in the invitation.

Time Compare does the conversion: pick your date and time and the other city, and the hour bar shows whether it falls inside 09:00 to 18:00 there.

Add the clock-change calendar: every daylight saving change in the US, the EU, the UK and southeast Australia in 2026 and 2027, plus the weeks when the gaps between them shift. To get next year's dates by themselves, subscribe to https://timeatlasworld.com/calendar/clock-changes.ics with your calendar app's "add calendar from URL" option.