How to Schedule Meetings Across Time Zones

Step by step

1. 1 min

   Enable secondary time zones in your calendar settings

   In Google Calendar, click the Settings gear icon, select Settings, then check 'Display secondary time zone' under the World Clock section. In Outlook, navigate to File > Options > Calendar > Time zones, then check 'Show a second time zone' and select the target location from the dropdown menu.

   Note: This provides a side-by-side view of your local time and your colleague's time zone.
2. 30 sec

   Utilize the Find a Time feature

   When creating a new event, click 'Find a Time' in Google Calendar or 'Scheduling Assistant' in Outlook. This view displays availability for all invited participants overlaid against their respective working hours, automatically adjusting for the time zone differences defined in their user profiles.

   Note: Ensure all participants have correctly configured their time zone in their respective account settings.
3. 1 min

   Lock the event time zone

   Click the Time Zone option within the event creation window to specify the meeting time relative to a fixed location. This ensures that if a participant travels or if daylight saving time starts, the meeting time remains anchored to the chosen zone rather than shifting based on the viewer's local clock.

   Note: Always anchor recurring meetings to the organizer's time zone or the primary location of the majority of participants.
4. 30 sec

   Verify overlap with standard working hours

   Cross-reference the proposed slot against a reliable world clock tool to ensure the time does not fall into extreme early morning or late night hours for the recipient. Aim for the 9:00 AM to 5:00 PM window for the majority of participants to maximize attendance and engagement.

   Note: Use the overlapping availability view to identify the specific 1-2 hour window where all participants are physically present.
5. 30 sec

   Communicate the time zone in the invitation

   Include the primary time zone of the meeting in the event description field. This acts as a secondary confirmation for attendees, preventing errors if a participant's calendar platform fails to update the display time correctly.

   Note: Write the time in a clear format, such as 10:00 AM EST (UTC-5).