WorldTimePortal

Meeting Planner
find the best time across time zones.

Add the cities of everyone joining, pick a date, and see every hour of the day side by side. Green means office hours — the planner highlights the slot that suits the most people.

Plan your meeting

How to schedule a meeting across time zones

Remote teams, international clients and families spread across continents all face the same question: what time works for everyone? A time zone meeting planner answers it by lining up the local time in every participant’s city for each hour of the day. Instead of doing mental arithmetic with UTC offsets, you see at a glance where office hours overlap and where someone would have to join at midnight.

Find the overlap in working hours

The best meeting time is the window where every participant is between roughly 09:00 and 17:00 local time. Between New York and London that overlap is about three hours (9 AM–noon in New York, 2–5 PM in London). Between London and India it is the London morning, when Mumbai and New Delhi are in the afternoon at UTC+5:30. Europe and Australia share only a short window: early morning in Sydney is the previous evening in Oslo, Berlin or Paris.

When there is no perfect slot

Teams in San Francisco, London and Singapore span sixteen hours, so somebody is always outside normal hours. Good practice is to choose the shoulder hours — early morning or early evening — instead of the middle of the night, keep such meetings short, record them for people who cannot attend, and rotate the inconvenient slot so the same team is not always the one staying up late.

Daylight saving time changes meeting times

Daylight saving time starts and ends on different dates around the world. The United States and Canada move their clocks on the second Sunday of March and the first Sunday of November, while the UK and the EU change on the last Sunday of March and October. For a few weeks each year the gap between New York and London shrinks from five hours to four, and a recurring 10:00 call can suddenly start an hour earlier for one side. In the southern hemisphere, Sydney and Auckland do the opposite. This planner calculates every offset for the exact date you pick, so a meeting booked for next month already reflects any clock change.

Tips for international meetings

Always write the time with the time zone, for example “15:00 CET / 09:00 ET”, or share the list of local times from the planner. Watch out for the date line: a Monday evening call in California is Tuesday in Tokyo, Sydney and Auckland. Check public holidays too — our 2027 holiday calendars with week numbers show days when offices are closed. To check the current time in a single city, use the world clock, and to look up a zone or convert one time, visit the time zone map and converter.

Meeting planner FAQ

What is the best time for a meeting between New York and London?
Between 9:00 and 12:00 in New York (14:00–17:00 in London) for most of the year. That three-hour window is the only overlap of normal 9-to-5 office hours. For a few weeks in March and October/November the gap is only four hours, because the US and Europe switch daylight saving time on different dates.
What is the best meeting time between Europe and Asia?
Mornings in Europe. 08:00–10:00 in London or 09:00–11:00 in Oslo and Berlin lands in the afternoon in India (13:30–15:30 IST) and late afternoon in Singapore and Tokyo.
How do I schedule a meeting across the US, Europe and Asia?
There is rarely a slot inside working hours for all three regions. The fairest options are early morning in California, afternoon in Europe and late evening in Asia — or rotating the inconvenient slot between teams from week to week.
Does the meeting planner handle daylight saving time?
Yes. Every offset is calculated for the date you choose from the IANA time zone database, so a meeting planned for a date after a clock change shows the correct local times.
What counts as working hours in the planner?
Green cells are 09:00–17:00 local time, light cells are the shoulder hours 07:00–09:00 and 17:00–22:00, and grey cells are night (22:00–07:00).
Why do some cities show +1 or −1 day?
The meeting falls on a different calendar date there. A 18:00 call in New York is already the next morning in Tokyo and Sydney.