Meeting Time Planner - Schedule Across Time Zones
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Find the perfect meeting time across multiple time zones. Our intelligent planner helps global teams schedule meetings that work for everyone.
Meeting planning across time zones is a critical aspect of modern global business operations. As organizations become increasingly distributed across different geographical locations, finding suitable meeting times that accommodate all participants while respecting their working hours and time zones has become both more important and more complex. Our intelligent meeting time planner helps streamline this process by automatically identifying viable meeting times that work for everyone, considering quality scores, productivity hours, and cultural preferences.
Use our meeting planner to input all participants' time zones and working hours. The tool will automatically find overlapping time slots and rank them by quality score based on productivity hours and convenience for all attendees.
The optimal time for US East Coast and Europe meetings is 2:00-4:00 PM UTC (9-11 AM ET, 3-5 PM GMT). This ensures both regions are in their productive work hours.
The quality score considers factors like local time of day, productivity hours (10 AM - 4 PM typically score highest), cultural work patterns, and energy levels throughout the day. Scores range from 0-100%.
Yes! Each suggested time slot includes a "Add to Calendar" button that generates Google Calendar events with all time zones and participant information included.
Consider rotating meeting times fairly, recording sessions for asynchronous participation, or breaking large meetings into smaller regional sessions. Sometimes compromise is necessary for global teams.
Our planner automatically accounts for daylight saving time transitions. Time zones that observe DST will automatically adjust, but it's good practice to confirm meeting times a few days after DST changes.
Collect each participant's time zone, typical working hours (e.g., 9 AM - 5 PM), and any scheduling constraints. Note cultural considerations like Sabbaths, national holidays, or prayer times that affect availability.
Enter each participant with their name, time zone, and working hours into the meeting planner. Double-check time zones are current and account for daylight saving time if applicable.
Review the suggested time slots with quality scores. Look for green (excellent) or yellow (good) ratings. Times between 10 AM - 4 PM in each participant's local time typically receive the highest scores.
For recurring meetings, rotate between different optimal time slots to share the burden of inconvenient times. Keep meetings to 25 or 50 minutes to allow buffer time between back-to-back calls.
Use the "Add to Calendar" feature to create invitations showing the meeting time in each participant's local time zone. Include agenda, dial-in details, and backup contact information.
For participants who cannot attend due to time constraints, plan to record the session, send detailed notes, or schedule brief follow-up calls to keep them informed.
Send meeting reminders 24 hours in advance with local times confirmed. After the meeting, distribute action items and schedule follow-up meetings using the same process.
Recommended time slots based on global business hours analysis and productivity research.
Optimal for US East Coast + Europe collaboration
Best for Europe + Asia Pacific meetings
Ideal for US West Coast + Asia collaboration
Great for global all-hands meetings
Pro Tip: Rotate inconvenient meeting times fairly among team members. Consider recording important meetings for those who cannot attend live.