Meeting Planner
Find overlapping business hours across time zones
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Best Meeting Times
How to Use the Meeting Planner
Add the cities of your meeting participants, then look at the color-coded grid to find times when everyone is in business hours (9 AM–5 PM). Green means all participants are in business hours — these are your best meeting windows.
Tips for Cross-Timezone Meetings
When perfect overlap is not possible, prioritize keeping the majority in business hours. Consider rotating meeting times to share the burden of early/late calls. Always specify the time zone when sending calendar invites.
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Scheduling Across Time Zones
Finding a meeting time that works across multiple time zones is one of the most common challenges in global business. The key constraint is identifying overlapping business hours, which shrinks dramatically as the timezone spread increases. Teams spanning the US and Europe have 4 to 6 hours of overlap. US to Asia teams may have as little as 1 to 2 hours, requiring early morning or late evening participation from at least one side.
Our meeting planner visualizes the overlap between selected time zones so you can instantly see which hours are reasonable for all participants. The tool highlights standard business hours in each zone and shows where they intersect, making it easy to propose times that do not require anyone to wake before dawn or stay up past midnight.
For recurring meetings across zones with different DST schedules, the overlap window may shift by an hour twice per year. Our planner accounts for current DST status automatically, but for meetings scheduled months in advance, verify the time conversion closer to the date to catch any DST-related changes in the offset between participant locations.
About This Tool
This meeting planner resource is designed to provide clear, actionable information. All data and calculations are processed locally in your browser for speed and privacy. We do not collect, store, or transmit any information you enter. Bookmark this page for quick return access whenever you need it.
For the best experience, use this tool on a modern browser with JavaScript enabled. The interface is fully responsive and works on desktop computers, tablets, and mobile phones. Results update in real time as you adjust inputs, allowing you to explore different scenarios quickly without reloading the page or waiting for server responses.
We regularly update our tools and content based on user feedback and changing standards. If you notice any issues, have suggestions for improvement, or would like to see additional features, we encourage you to reach out through the contact information available on our about page. Our goal is to provide the most accurate and user-friendly free tool available in this category, backed by transparent methodology and regular updates from authoritative sources.