How to Schedule Meetings Across Time Zones

To schedule meetings across time zones, identify each required participant’s location, use clear time-zone names instead of ambiguous abbreviations, include the full date, verify daylight-saving changes, choose reasonable overlap windows, and confirm the selected time in each participant’s local zone where helpful.

A practical guide to coordinating meetings across regions, daylight-saving changes, and distributed teams.

Confirm the location or time zone of each required participant.

Use full dates and clear time-zone names.

Do not assume UTC offsets stay constant throughout the year.

Show more than one local time when it improves clarity.

Rotate inconvenient recurring times fairly.

Protect participants from avoidable early-morning or late-night meetings.

Assign one owner to confirm the final time.

Recheck time zones when a meeting is rescheduled.