Meeting Planner
Find the best meeting time across time zones
What is a Meeting Planner Across Time Zones?
A meeting planner helps distributed teams and remote workers find the best time for calls and meetings when participants are in different time zones. Instead of manually converting times and coordinating via back-and-forth emails, this tool automatically finds "golden hours" where everyone is available during their work hours.
How Does It Work?
- Add participants - Enter each person's name, time zone, and work hours. The tool auto-detects your time zone for the first participant.
- Set meeting duration - Choose how long the meeting will be (15 min to 2 hours).
- Review suggestions - The planner shows golden hours (everyone in work hours), extended hours (early/late for some), and compromise times.
- Share with participants - Send the chosen time via WhatsApp or email with each person's local time clearly shown.
Understanding Time Categories
| Category | Default Hours | Description |
|---|---|---|
| 🟢 Work Hours | 9 AM - 6 PM | Fully available, ideal meeting time |
| 🟡 Extended Hours | 7 AM - 9 PM | Available if needed, outside normal work hours |
| 🔴 Sleep Hours | 11 PM - 7 AM | Never schedule during these hours |
| ⚪ Personal Time | Outside work/sleep | Occasional meetings, with fair rotation |
What Are Golden Hours?
Golden hours are time slots where all participants are within their regular work hours. These are the ideal times for meetings because:
No Early Mornings
No one has to wake up early or stay late
Peak Productivity
Everyone is at their best during work hours
Fair Scheduling
No resentment about unfair time slots
Better Engagement
Better meeting participation from all
For teams spanning many time zones (e.g., US + India + Australia), golden hours may be very limited or non-existent. In such cases, the planner suggests extended or rotating compromise times.
Common Time Zone Overlaps
| Regions | Typical Golden Hours |
|---|---|
| US East + Europe | 2-6 PM CET / 8 AM - 12 PM EST |
| US West + Europe | 5-6 PM CET / 8-9 AM PST (very limited) |
| US + India | 8-9 AM EST / 6:30-7:30 PM IST |
| Europe + India | 12-3 PM CET / 4:30-7:30 PM IST |
| US + Australia | Very limited - often requires compromise |
Tips for Scheduling Meetings Across Time Zones
- Rotate uncomfortable times - If someone always takes the early/late call, alternate monthly.
- Record meetings - For team members who can't attend, record and share.
- Use async alternatives - Not every discussion needs a meeting. Consider Slack threads or Loom videos.
- Respect weekends - Remember that Friday evening in New York is Saturday in Singapore.
- Account for DST - Daylight Saving Time changes can shift overlap windows by an hour. Re-check schedules in March and November.