How to plan international meetings
A repeatable process for finding overlap, avoiding holidays and preventing daylight-saving mistakes.
1. Use cities, not just countries
Countries with several time zones need a city or precise zone. New York and Los Angeles are both in the United States but do not share the same local time.
2. Pick the exact date
The offset can change seasonally, so date-aware conversion is essential.
3. Compare normal working hours
Use the meeting planner or best-call-time tool to find overlap where both participants are inside reasonable daytime or business hours.
4. Check public holidays
National and regional holidays can make an otherwise perfect time unsuitable. Check the destination calendar before sending the invite.
5. Put the zone in the invitation
Calendar software should store the actual instant and show each attendee their local time. Including the source zone in the description also reduces ambiguity.