World Clock 24

International Meeting Guide

Scheduling International Meetings: Tips and Best Practices

Last Updated: November 2025

Introduction

Scheduling meetings across multiple time zones is one of the most common challenges in today's globalized business world. With remote work becoming the norm and international collaboration increasing, the ability to coordinate effectively across time zones is essential for success.

Whether you're organizing a video conference with team members in New York, London, and Tokyo, or planning a one-on-one call with a client halfway around the world, understanding time zone differences and best practices can make the difference between a successful meeting and a scheduling disaster.

Essential Time Zone Conversion Tips

1. Always Specify the Time Zone

One of the most critical rules when scheduling international meetings is to always include the time zone. Never assume others know what time zone you're referring to. "3 PM" could mean 3 PM in any of 24 time zones - always specify "3 PM EST" or "3 PM UTC".

Better yet, provide times in multiple formats for clarity. For example: "3:00 PM EST (8:00 PM GMT / 4:00 AM JST next day)". This eliminates any possibility of confusion.

2. Use UTC for Initial Planning

Coordinated Universal Time (UTC) is the standard time reference point for the world. When initially planning an international meeting, it's often easier to think in UTC and then convert to each participant's local time. This is especially useful when daylight saving time is involved, as UTC doesn't change with the seasons.

For example, if you schedule a meeting at "14:00 UTC", participants can easily convert this to their local time:

3. Account for Daylight Saving Time

Daylight saving time adds complexity to international scheduling because different countries change their clocks on different dates. The United States changes on different Sundays than Europe, and many countries don't observe DST at all.

Always verify whether DST is currently in effect when scheduling future meetings. A meeting scheduled for "March 15" might fall during DST in some regions but not others, depending on the exact date of the transition.

Use tools like World Clock 24, which automatically accounts for daylight saving time changes, to ensure accuracy.

4. Double-Check Time Conversions

Human error is common when converting between time zones, especially when multiple zones are involved. Always double-check your conversions using a reliable time zone converter tool. Better yet, share the meeting time with all participants and ask them to confirm their local time.

Finding the Best Meeting Time

Business Hours Considerations

When scheduling international meetings, consider normal business hours in each participant's time zone. A meeting at 9 AM in New York happens at 2 PM in London (reasonable) but at 10 PM in Tokyo (outside normal business hours).

As a general guideline:

Time Zone Overlap Windows

Identify the "overlap window" - the time period during which all participants are likely to be available during their normal business hours. For example:

When no convenient overlap exists, you may need to alternate meeting times so that the inconvenience is shared fairly among participants.

Time Zone Converter Tools

Use dedicated time zone tools to find optimal meeting times. World Clock 24's time zone converter makes it easy to:

Meeting Invitation Best Practices

Calendar Invitations

When sending calendar invitations for international meetings:

Meeting Details to Include

In your meeting invitation or email, always include:

Confirmation Emails

For critical meetings, consider sending a confirmation email 24 hours before the meeting with:

Handling Daylight Saving Time Transitions

Daylight saving time transitions are one of the biggest sources of confusion in international scheduling. Here's how to handle them:

Know the Transition Dates

Familiarize yourself with DST transition dates in key regions:

Schedule Around Transitions

When possible, avoid scheduling important meetings during DST transition weekends, as confusion is more likely. If you must schedule during this time, send extra reminders and clearly specify which "version" of the time zone you're using.

Use UTC for Long-Term Scheduling

For meetings scheduled far in advance (especially those spanning a DST transition), using UTC eliminates confusion. UTC doesn't change with daylight saving time, so "14:00 UTC" remains consistent year-round.

Cultural and Regional Considerations

Business Hours Vary by Region

Normal business hours aren't universal:

Holidays and Local Observances

Be aware of national holidays, religious observances, and cultural events in participants' countries. What's a normal workday in your country might be a major holiday elsewhere. Always check local calendars when scheduling international meetings.

Time Zone Etiquette

When scheduling meetings across large time differences:

Technology Tools for International Scheduling

Time Zone Converter Tools

Tools like World Clock 24 provide:

Calendar Applications

Modern calendar applications (Google Calendar, Outlook, etc.) typically:

However, always verify that these automatic conversions are correct, especially around DST transitions.

Meeting Scheduling Tools

Dedicated meeting scheduling tools like Calendly, Doodle, or When2Meet can help find optimal meeting times by:

Common Scheduling Mistakes to Avoid

1. Assuming Everyone Knows Your Time Zone

Never assume participants know your time zone or can quickly figure it out. Always explicitly state times in relevant time zones.

2. Forgetting About Daylight Saving Time

DST transitions catch many people off guard. Always verify whether DST is in effect, especially for meetings scheduled far in advance.

3. Not Confirming Times with Participants

Don't just convert times yourself - ask participants to confirm their local time. This catches errors and ensures everyone is on the same page.

4. Ignoring Business Hours

Scheduling meetings during someone's evening or very early morning shows lack of consideration. Always check if proposed times fall during reasonable business hours for all participants.

5. Not Updating Recurring Meetings

If you have recurring meetings, remember that DST transitions can affect them. Review and update recurring meetings as needed.

Best Practices Summary

  1. Always specify time zones - Never use ambiguous times
  2. Use UTC for initial planning - Simplifies coordination
  3. Account for DST - Verify daylight saving time status
  4. Consider business hours - Respect normal working hours in all time zones
  5. Double-check conversions - Use reliable tools and verify with participants
  6. Include multiple time formats - List times in all relevant time zones
  7. Send confirmation reminders - Especially for important or complex meetings
  8. Be considerate of time differences - Share scheduling inconveniences fairly
  9. Use technology wisely - Leverage time zone tools but verify their accuracy
  10. Plan ahead - Give participants advance notice, especially for meetings spanning large time differences

Real-World Examples

Example 1: US-East to London Meeting

Situation: Scheduling a meeting between New York and London.

Good Time: 10:00 AM EST (3:00 PM GMT) - Works well for both locations during normal business hours.

Poor Time: 9:00 AM EST (2:00 PM GMT) - Still okay, but earlier might be better for London.

Example 2: Multi-Continental Team Meeting

Situation: Team in New York, London, and Tokyo.

Challenge: 13-hour difference between New York and Tokyo means no perfect overlap.

Solution: Rotate meeting times - sometimes 9 PM EST (2 PM GMT next day, 10 AM JST next day), sometimes 7 AM EST (12 PM GMT, 9 PM JST).

Example 3: US to Australia Meeting

Situation: Meeting between Los Angeles and Sydney.

Challenge: Opposite sides of the world with minimal overlap, plus opposite seasons.

Solution: Early morning in LA (6-8 AM PST) equals late afternoon/evening in Sydney (12-2 AM AEDT next day), or vice versa.

Conclusion

Scheduling international meetings successfully requires careful attention to time zones, consideration of all participants, and the right tools. By following the best practices outlined in this guide, you can minimize confusion and ensure that your international meetings run smoothly.

World Clock 24 provides free tools to help you navigate time zone complexities. Use our world clock to check current times in any city, or use our time zone converter to quickly translate meeting times between different regions. Our tools automatically handle daylight saving time, ensuring accuracy year-round.

For more information, explore our guides on Understanding Time Zone Basics and Daylight Saving Time Explained.