How to Schedule a Meeting Across Time Zones
Updated 2026-06-21
To schedule a meeting across time zones, list each participant's city, define everyone's working hours, and pick a slot where all of those windows overlap. The hard part is the math — daylight saving shifts and date-line crossings break manual conversions. The fastest reliable method is to let an overlap grid compute it for you.
Find the overlap in four steps
The Time Zone & Meeting Planner turns this from guesswork into a glance:
- Add every city. Type a city or country name — Delhi, Tokyo, London — or paste an IANA zone id like America/New_York. Pin up to 12 zones.
- Set the reference zone. The first zone in the list is the anchor, so the date and time you choose are read in that zone. Reorder so your own city sits on top, or tap Now to start from the current moment.
- Define working hours. Switch to Meeting overlap and set a From/To window, for example 9 to 17. The grid highlights every hour where all pinned zones fall inside that window.
- Copy the slots. Read off the green overlapping hours and use Copy slots to drop them straight into a calendar invite.
Everything runs locally in your browser — your city list and working hours never leave your device.
A worked example
Say you are in New York and need a call with teammates in London and Bangalore.
- New York anchors the grid at UTC-5 (winter).
- London sits five hours ahead, Bangalore ten and a half.
- With a 9-to-17 window for all three, the grid lights up roughly 8:30 to 11:30 a.m. New York time — early evening in Bangalore, early afternoon in London.
Pick an hour inside that green band and it lands in everyone's workday. No mental arithmetic, no half-hour-offset mistakes for India.
Avoid the two classic mistakes
Daylight saving time. A city's offset is not fixed. New York is UTC-5 in January but UTC-4 in July. The planner computes each offset for the exact date you choose using the browser's IANA time-zone database, so a meeting set in March stays correct after the clocks change.
The date line. The same instant can fall on a different calendar day in another city. A late-evening call in the US may already be tomorrow in Australia. The World clocks view flags this with a +1 or -1 day badge next to any zone whose local date differs from your reference — so you never book a call on the wrong day.
If no slot works for everyone, widen the window or drop the most distant zone. The tool also supports late or past-midnight hours when a perfect overlap simply does not exist across a wide spread.
Schedule it in seconds
Stop converting time zones by hand. Open the Time Zone & Meeting Planner, pin your cities, and find a slot that works for everyone — privately, right in your browser.