Meeting Planner – Find Best Time Across Time Zones

How to Use the Meeting Planner

Getting a result takes under a minute:

• Select your first city — typically where you or your team are located

• Select your second city — where your colleague, client, or collaborator is based

• Set the working hours for each location (e.g. 9am–6pm)

• The planner instantly highlights the overlapping window — the hours when both sides are available

• Pick any time within that window and both parties are within normal working hours

The tool automatically adjusts for daylight saving time, so the overlap is accurate for today's date — not based on a fixed offset that might be off by an hour.

About the Meeting Planner

This tool is built specifically to answer one question: "When is it reasonable for both of us to meet?" It's not a time converter (which translates a fixed time) and it's not a time overlap visualiser (which shows raw overlapping hours). It's designed for scheduling — finding an appropriate window and helping you make a decision.

Behind the scenes, it uses an up-to-date time zone database that reflects current UTC offsets and daylight saving rules for each city. The overlap window it shows you is accurate for today — so if you're planning a recurring meeting, it's worth checking again whenever clocks change in either location.

Why Meeting Across Time Zones Is Hard

Scheduling a meeting between two people in the same city is easy. Scheduling one between Sydney and London — or New York and Singapore — is a different problem entirely.

The challenge isn't just the time difference. It's that the difference changes. The US and Australia observe daylight saving time at opposite times of year, which means the gap between Sydney and New York shifts by up to two hours depending on the month. A schedule that worked in January may be off by an hour in March.

Then there's the human side. Proposing a meeting at 7am your time feels reasonable — until you realise it's 11pm for the other person. A meeting planner removes all of this ambiguity. It shows you, at a glance, the hours that are genuinely reasonable for both sides.

Use Cases

👥 Remote Team Standups

For distributed teams with members across multiple continents, finding a daily standup time that isn't painful for anyone is one of the hardest parts of remote work. Use the Meeting Planner to find the window where everyone's working hours overlap, then set your recurring meeting there — and revisit it when daylight saving changes.

🤝 Client Meetings and Sales Calls

When reaching out to international clients, proposing a time in their local hours shows professionalism and consideration. Use the planner to find a time that works in both locations, then send the invite in their time zone.

🎓 Online Classes and Webinars

Educators and event organisers hosting sessions for a global audience need to pick a time that maximises attendance. The Meeting Planner helps identify the window with the widest reasonable reach across target regions.

🛠️ Cross-timezone Project Collaboration

Engineering teams, agencies, and consultancies working across offices in different countries need structured overlap hours for code reviews, briefings, and handoffs. A consistent, well-chosen overlap window prevents delays and keeps projects moving.

💼 Job Interviews with International Companies

If you're interviewing for a role with a company in another country, the Meeting Planner helps you confirm the interview time in your local hours — and verify it's a reasonable hour before you accept.

Frequently asked questions

How is the Meeting Planner different from the Time Converter?

The Time Converter answers "what time is it in City B when it's X in City A?" — you start with a known time and translate it. The Meeting Planner answers "when should we meet so both cities are within working hours?" — you don't start with a time, you find one.

Does it adjust for daylight saving time?

Yes. The overlap is calculated based on the current date, so both cities' current UTC offsets are applied — including any active daylight saving adjustments.

How is it different from the Time Overlap tool?

The Time Overlap tool shows you the raw shared hours between two cities visually. The Meeting Planner is focused specifically on scheduling — you set working hours, it identifies the viable meeting window, and it helps you make a decision.

Can I use this for more than two cities?

Currently the planner compares two cities at a time. For multi-city scheduling, run the comparison for each pair to find the common window across all locations.

What if there's no overlap at all?

Some city pairs — particularly those on opposite sides of the world — have little or no working-hours overlap. In those cases, someone will need to meet outside standard hours. The planner will show you the closest available window so you can decide who takes the early or late slot.

Why do my recurring meetings sometimes shift by an hour?

When daylight saving time changes in either city, the time difference between them shifts — usually by one hour. This is normal and expected. Re-check any recurring cross-timezone meetings after clocks change in spring or autumn.