Meeting Planner Across Time Zones

What this tool does

Meeting Planner Across Time Zones lets you add any number of participants’ timezones and drag a UTC time slider, instantly showing each participant’s exact local time and flagging whether it falls within typical 8am-6pm working hours, so you can find a slot that works reasonably well for everyone.

Finding a meeting time that works across several timezones, where someone is always awake and ideally working rather than asleep or off for the day, is tricky to do in your head, especially once more than two or three locations are involved.

This planner lets you add every participant’s timezone, then drag a single UTC time slider to instantly see each person’s exact local time, flagged green if it falls within typical 8am-6pm working hours or amber if it doesn’t.

How to use Meeting Planner Across Time Zones

1. Drag the meeting time slider to a candidate UTC hour.
2. Add every participant’s timezone from the dropdown.
3. Check each timezone’s local time and working-hours flag.
4. Adjust the slider until as many participants as possible land in working hours.

Tips for better results

• There often isn’t a perfect slot when timezones span more than about 8-10 hours apart, in that case, look for the time that puts the fewest participants furthest outside working hours, or consider rotating who takes an inconvenient slot across different meetings.
• Conversions automatically account for daylight saving time based on the current date, so the suggested local times are accurate for today, not a fixed year-round offset.
• The 8am-6pm working-hours window used here is a reasonable general default; adjust your interpretation for a team that works earlier, later, or has a different typical schedule.
• Removing a timezone from the list is as easy as adding one, experiment freely with different combinations of participants to see how the overlap changes.

Common use cases

• Scheduling a recurring meeting for a distributed, international team.
• Finding a reasonable one-off meeting time across several participants in different countries.
• Checking how inconvenient a proposed meeting time would be for a specific remote colleague.
• Comparing several candidate meeting times to find the one with the best overall overlap.

Common mistakes to avoid

• Assuming a fixed UTC offset per timezone year-round; daylight saving time shifts many timezones’ offsets seasonally, which is why this tool calculates based on the actual current date rather than a static table.
• Expecting a perfect slot to always exist, for widely spread timezones there often isn’t one, the goal becomes minimising inconvenience and ideally rotating who bears it across different meetings.
• Treating the 8am-6pm working-hours flag as a universal, fixed definition, adjust your own judgement if a specific team or culture works notably different hours than that general default.