Meeting Planner
A working hour that suits every city on the list.
Meeting planner compares several places at once and shows which hours work for all of them. Add the cities your participants are in, and see the overlap — the window where nobody is being asked to join at midnight.
How it counts
The planner looks for hours that fall between 09:00 and 18:00 in every zone on your list. Add the cities you need; the answer is the hours that suit all of them.
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How to use Meeting planner
Add each participant's city. Two is enough; more is where the tool earns its place. Set the date of the meeting, since offsets vary through the year. Look across the hours and find the band that is reasonable in every column. Pick a slot from that band and send it out with both the date and the zone attached.
Overlap shrinks fast
Two nearby cities usually share most of a working day. Add a third on another continent and the shared window collapses to a few hours. Add a fourth and there may be no hour that is comfortable for everyone — only hours that are survivable.
Seeing this laid out is the real value. It turns "let's find a time that works" from an exchange of guesses into a decision about which compromise you are making, and who is making it. There is always a time that works for everyone. It is 6:00 for one of them, and they will remember.
When no window is comfortable
Sometimes the honest answer is that no good slot exists. The options then are all about fairness rather than arithmetic: Rotate the inconvenience. If the meeting recurs, move the burden between regions rather than fixing it on one.
Split the meeting. Two smaller calls in two workable windows often beat one call nobody is awake for. Drop the meeting. A written update crosses time zones without asking anyone to set an alarm. Accept the edges. Early or late is fine occasionally, as long as it is acknowledged and not always the same person.
Sending the invitation
Once you have a slot, how you communicate it decides whether it holds. State the time in each participant's local zone, or state one time with its zone and its date and let their calendar do the conversion. Never state a bare time. Also send a calendar invitation rather than a message — an invitation carries the underlying instant and adjusts itself if someone's clocks change; a line of text does not.
For a recurring series, check it again after any seasonal clock change. Series that were set months earlier are exactly the ones that quietly drift by an hour for half the participants.
Questions and answers
- How many places can I compare?
- Add one column per participant location. The practical limit is not the tool but the overlap — beyond three or four distant regions, a shared comfortable hour often stops existing.
- Why does the date change the result?
- Because seasonal clock changes alter the gap between regions, and they do not happen on the same dates everywhere.
- What is a reasonable meeting hour?
- There is no universal rule, but a window inside normal working hours in every location is the safe target. Outside that, agree explicitly who is taking the awkward slot.