What counts as a reasonable overlap window for a meeting?

Typically 9 AM to 6 PM local time is treated as standard working hours for each participant's location when looking for an overlapping meeting slot.

What if there's no time that works for everyone's business hours?

For teams spanning very large time differences, common solutions are rotating who takes the inconvenient slot each time, or replacing the live meeting with an asynchronous update.

Should a recurring meeting be scheduled in one person's local time?

Anchoring to UTC or a clearly stated reference time zone is more reliable, since daylight saving time changes on different dates in different countries and can silently shift a meeting scheduled purely in one local time zone.

Time Zone Meeting Planner

Find the best meeting time across multiple time zones — color-coded by business hours.

Meeting Date

Locations (2–4)

Highlight Hour (host time)

10:00 AM

Business hours (9am–5pm) Early/Late (7–9am or 5–7pm) Night (outside 7am–7pm)

How to Use

Select a meeting date — DST differences are automatically accounted for.
Choose 2 to 4 cities/time zones from the dropdowns.
The hour grid shows all 24 hours in the host (first) timezone, with color indicators for each location.
Green = core business hours (9am–5pm), amber = early/late (7–9am or 5–7pm), grey = night.
The Best Overlap banner highlights hours where all zones are in business hours simultaneously.
Drag the slider to highlight a specific hour and see exact times across all zones.
Click Copy Summary to share the time breakdown with your team.

About this Meeting Planner

Finding a meeting time that works for people in different time zones means comparing several local business-hour windows at once, which is far harder to do manually than converting a single time between two zones.

Why this is harder than a simple time zone conversion

Converting one specific time from one zone to another is a single calculation. Finding a meeting slot that works for three or more locations requires overlaying each location's reasonable working-hours window (commonly 9 AM–6 PM local time) and finding where those windows intersect — a comparison that gets harder to do in your head as more locations are added.

When no good overlap exists

Teams spanning more than about 8–10 hours of time zone difference (for example, US West Coast and Southeast Asia) often have no window that falls within standard business hours for everyone. In that case, the practical options are rotating who takes the early or late slot each time, or accepting that one location joins outside normal hours for that particular meeting.

Tips for distributed team scheduling

Anchor recurring meetings to a specific UTC time rather than one person's local time, so the meeting doesn't silently shift when only some regions change for daylight saving time
For meetings with no good overlap, consider whether a live meeting is necessary or whether an async update would work instead
Rotate the inconvenient time slot across team members rather than always burdening the same location