Updated 25 October 2026

Meeting Time Zone Planner: Find a Time That Works in Every City

Quick answer: To find a meeting time that works across time zones, line up each city's day side by side and look for the hours that fall inside everyone's working day. The planner below does this for up to a dozen cities: green squares are 9 am to 6 pm local time, and columns where every city is green are marked as the best times. Tap any hour to get the meeting time in every city, then copy it into your invite or add it to Google Calendar or any calendar app. It uses your device's time-zone database, so daylight saving changes are handled for the exact date you choose.

Scheduling across time zones goes wrong in predictable ways. Someone forgets that Europe and North America change their clocks on different weekends, so for a week or two in March and late October the usual gap is an hour off. India is 5 hours 30 minutes ahead of UTC and Nepal 5 hours 45, which breaks mental arithmetic. Australia's southern summer means Sydney is UTC+11 when London is UTC+0. And "Tuesday 9 am" in San Francisco is already Wednesday in Tokyo. A planner that works from the real dates avoids all of it.

Meeting planner across time zones
Add the cities of everyone in the meeting. Green hours are normal working hours (9 am to 6 pm) in each place; columns where everyone is green are the best times. Tap an hour to get the time in every city, ready to paste into an invite or add to your calendar. Daylight saving is handled for the date you pick.
Runs in your browser using your device’s time-zone database. Nothing is sent anywhere.

How to Use the Planner

  1. Add the cities of everyone attending. Your own time zone is added automatically; the first city is the base for the timeline.
  2. Pick the date. This matters around daylight-saving changes.
  3. Look for columns with a green line on top: everyone is within working hours. Light grey is early morning or evening; blue-grey is night.
  4. Tap an hour to see the meeting time in every city, with the day of the week. Copy the times, add the meeting to Google Calendar, or download an invite file for Outlook and Apple Calendar.
  5. Copy the link to share the same set of cities with colleagues.

The Best Overlap Windows Between Common Regions

For a typical 9 am to 6 pm working day (times shift by an hour when only one side is on daylight saving time):

BetweenUsual overlapBest time to suggest
New York and LondonAbout 4–5 hours9–11 am New York / 2–4 pm London
London and IndiaAbout 3–4 hours9–11 am London = 1:30–3:30 pm India in summer, 2:30–4:30 pm in winter
New York and IndiaNone in normal hours8–9 am New York = 5:30–6:30 pm India in summer, 6:30–7:30 pm in winter; or split meetings
California and LondonAbout 1 hour9–10 am California / 5–6 pm London
London and SingaporeAbout 1–2 hours9–10 am London / 4–6 pm Singapore
US West Coast and SydneyAbout 1–2 hours4–5 pm California / 10–11 am Sydney, next day

Always confirm in the planner for your actual date, since the overlap changes when clocks change.

Tips for Fair Meetings Across Time Zones

  • Write every time with its city or zone ("3 pm London / 10 am New York"), never just "3 pm". The "Copy times" button does this for you.
  • Rotate the inconvenient slot. If one group always joins at 8 pm, take turns so the same people don't always lose their evening.
  • Watch the date line. Monday morning in Sydney is Sunday afternoon in New York.
  • Be careful in March, October and November. The US changes clocks on the second Sunday in March and the first Sunday in November; Europe on the last Sundays of March and October; many countries, including India, China and Japan, don't change at all.
  • Record or summarise meetings that can't suit everyone, so people in difficult zones can catch up.

Frequently Asked Questions

How do I find the best meeting time for different time zones?

Add each participant's city to the planner and pick the date. Columns marked with a green line are inside working hours in every city. Tap one to get the time in each place, ready to send.

Does the planner handle daylight saving time?

Yes. It uses your device's up-to-date time-zone database and the date you pick, so the offsets are correct even in the weeks when only some countries have changed their clocks.

What is the time difference between New York and London?

Usually 5 hours, with London ahead. For about two weeks in March and one week around late October and early November the gap is 4 hours, because the US and UK change their clocks on different dates.

Why is India's time zone 5:30?

India uses a single national time zone, India Standard Time, set at UTC+5:30 so that it sits roughly at the country's geographic middle. It has no daylight saving time.

Can I send the meeting to my calendar?

Yes. Tap an hour, then use "Add to Google Calendar" or "Download invite (.ics)", which opens in Outlook, Apple Calendar and most other calendar apps.

Sources

Cite this page: Blog Digest, “Meeting Time Zone Planner: Find a Time That Works in Every City”, updated 25 October 2026, https://randomthoughtsever.blogspot.com/2026/10/meeting-time-zone-planner-find-time.html

Related Guides

Overlaps assume a 9 am to 6 pm day and may shift by an hour when only one side observes daylight saving time. Checked in October 2026.