Meeting Planner
Find the best meeting time across time zones. Pick 2–10 locations and see a visual grid of overlapping work hours.
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How the Meeting Planner Works
The planner builds a 24-column grid — one column per UTC hour. Each row represents one of your selected time zones. For each UTC hour, the tool converts it to the local time in that timezone and checks whether it falls within the specified work hours (default 9:00–17:00). Work-hours columns appear in blue-purple; off-hours in dark grey. Columns where every selected timezone is in their work hours are highlighted in bright indigo — those are your ideal meeting windows.
The "Best Windows" section below the grid lists those optimal hours in plain language: the UTC time, plus what that translates to in each of your selected timezones. If there is no full overlap, the grid shows the best partial overlap instead.
Remote Work Scheduling Strategies
Finding overlapping hours is only the first step. Here are strategies teams use to make cross-timezone meetings effective:
Rotate the inconvenience: If overlap requires someone to join early or late, take turns. A team spanning New York and Singapore might alternate between 8 AM New York (9 PM Singapore) and 8 PM New York (9 AM Singapore next day).
Core hours policy: Many global companies designate 2–4 "core hours" that every employee must be available regardless of timezone. Common choices: 10 AM–12 PM US Eastern, which aligns with afternoon in Europe and early morning on the West Coast.
Async first: For teams with no viable overlap (US West Coast + Australia, for example), asynchronous tools replace live meetings. Recorded Loom videos replace status updates; detailed written decisions replace debates that would require everyone live.
Time zone-aware scheduling: When sending calendar invitations across timezones, always include the meeting time in multiple zones in the description. "10:00 AM EST / 3:00 PM GMT / 11:00 PM JST" eliminates conversion errors.
Timezone Pairs With Good Overlap
New York ↔ London: 4–5 hours of overlap daily, depending on DST. Most useful window: 9 AM–1 PM Eastern = 2 PM–6 PM London (UK time).
London ↔ Dubai: Dubai (UTC+4) is 4 hours ahead of London in winter, 3 hours ahead in summer. Overlap: 9 AM–1 PM Dubai = 5–9 AM London in winter. Practical window: 9 AM–1 PM London = 1 PM–5 PM Dubai.
New York ↔ São Paulo: Brazil is usually UTC-3 (2 hours ahead of ET, 1 hour ahead of EDT). Excellent overlap — nearly full business day alignment.
Singapore ↔ Sydney: 2–3 hours apart. SGT (UTC+8) vs AEST (UTC+10) / AEDT (UTC+11). Strong overlap for the APAC region.
Frequently Asked Questions
How do I find the best meeting time across time zones?
Select 2–10 timezones above. The grid highlights every UTC hour where all timezones are in work hours. The "Best Windows" section lists those times in plain language for each location.
Is there any overlap between New York and Tokyo?
Virtually none. New York work hours (9 AM–5 PM EST) = 14:00–22:00 UTC. Tokyo work hours (9 AM–5 PM JST) = 00:00–08:00 UTC. The two windows are almost exactly 12 hours apart. Teams spanning these zones rely primarily on async communication.
What is the best time for a New York–London meeting?
9 AM–1 PM Eastern (2–6 PM London) in winter; 9 AM–1 PM Eastern (2–6 PM BST) in summer. The practical sweet spot is 9–11 AM EST = 2–4 PM GMT, when both locations are comfortably within standard business hours.
How do remote teams handle meetings with no overlap?
They rotate inconvenient times so no one team always has early/late calls, use async video and written tools to reduce the number of live meetings needed, and establish "core hours" policies requiring a small daily window of live availability.
Why does the overlap window differ in summer vs winter?
DST transitions happen on different dates in different regions. For 2–3 weeks each spring and autumn, one region has switched clocks but another has not, temporarily changing the offset by one hour and shifting the overlap window accordingly.