Best Practices for Scheduling Meetings Across Time Zones

Remote and global teams face a unique challenge: coordinating across time zones respectfully and efficiently. Here's how to get it right.

1. Always Specify the Timezone

Never say "3pm" without specifying which timezone. Use UTC as the reference or always include the timezone abbreviation (e.g., "3pm ET" or "15:00 UTC").

2. Rotate the Inconvenient Time

When one timezone always gets the early morning or late evening slot, rotate the schedule so the burden is shared. This builds goodwill and acknowledges team members in different regions.

3. Use Asynchronous Communication When Possible

Not every discussion requires a live meeting. Use async tools (Loom, Slack, email) to reduce the need for synchronous calls across inconvenient hours.

4. Find the Overlap Window

Identify the hours when business hours overlap between timezones. For US East Coast and Central Europe, this is roughly 9am–1pm ET (3pm–7pm CET). Schedule recurring meetings within this window.

5. Use Meeting Planning Tools

Tools like our [Meeting Planner](/meeting-planner) visualize business hours across multiple timezones simultaneously, making it easy to find ideal meeting slots.

6. Account for Daylight Saving Time

DST changes can shift time differences by an hour. When scheduling recurring meetings, use tools that automatically account for DST transitions.

7. Send Calendar Invites with Timezone Information

Most calendar apps (Google Calendar, Outlook) automatically convert meeting times to each recipient's local timezone. Always use them rather than raw time mentions.

8. Establish Meeting Norms

Agree as a team on: - Recording meetings for those who can't attend live - A time window outside which meetings should not be scheduled - Async alternatives to common meeting types

9. Respect Local Customs

In some cultures, very early morning or late evening calls are seen as disrespectful. Understand your team's norms and show cultural awareness.

10. Build in Buffer Time

Across timezones, technical issues are common. Build 5 minutes of buffer before meetings to account for connection issues and late joiners.

Thoughtful scheduling demonstrates respect for your colleagues' time and lives.