{"id":7816,"date":"2020-07-01T16:48:35","date_gmt":"2020-07-01T16:48:35","guid":{"rendered":"https:\/\/www.ringcentral.com\/small-business\/blog\/?p=7816"},"modified":"2025-07-14T05:53:31","modified_gmt":"2025-07-14T12:53:31","slug":"meetings-time-zones","status":"publish","type":"post","link":"\/us\/en\/blog\/meetings-time-zones\/","title":{"rendered":"A better way to schedule meetings across time zones"},"content":{"rendered":"<p>Whether your company has offices in different places, a flexible remote work policy, or just clients around the world, scheduling meetings across time zones is just a normal part of doing business these days.<\/p>\n<p>And, as the surge in telecommuting thanks to COVID-19 is predicted to last even past the crisis,<sup>1<\/sup> we may soon see an increase in flexibility in living situations and the possibility for many workers to move away from office headquarters. That means coordinating meetings across different time zones is likely to be an ongoing challenge when you need to grab some face time with a client or coworker.<\/p>\n<p>As a company that helps keep remote and in-person teams stay connected every day, we know how important using the right <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/communication-channels\/\" target=\"_blank\" rel=\"noopener noreferrer\">communication channels<\/a> is to your business\u2014so don\u2019t let those pesky time zones stop you from fitting in the meetings you need.<\/p>\n<p>Today, we\u2019ll help you get those meetings across time zones scheduled quickly so you can get back to work with:<\/p>\n<ul class=\"table-of-content\">\n<li><a href=\"#How to schedule meetings in different time zones\">How to schedule meetings in different time zones<\/a><\/li>\n<li><a href=\"#The best time to have a global meeting (yes, there is one)\">The best time to have a global meeting (yes, there is one)<\/a><\/li>\n<li><a href=\"#Tools that make it easier to schedule meetings across time zones\">Tools that make it easier to schedule meetings across time zones<\/a><\/li>\n<\/ul>\n<hr \/>\n<p class=\"p1\">Use these free meeting agenda templates to have more productive meetings. \ud83d\udc47<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/documents\/meeting_agenda_templates.pdf\" data-id=\"69d1837bacc74\" id=\"69d1837bacc74\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d1837bacc74.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Ready to have more productive meetings?<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 Download your free customizable meeting agenda templates <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div><input type=\"hidden\" name=\"Asset_ID__c\" value=\"ODAM-01493\" class=\"download-form-input\"><\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get them now\">Get them now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d1837bacc74.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Here's to more organized and productive meetings!<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<p>And if you&#8217;re interested in some productivity tips to make your meetings more effective, check out this clip from our Better Meetings Masterclass:<\/p>\n<p><iframe sandbox=\"allow-scripts allow-same-origin allow-presentation\" title=\"BMMC ep 03\" src=\"https:\/\/player.vimeo.com\/video\/444978251?dnt=1&amp;app_id=122963\" width=\"500\" height=\"281\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture; clipboard-write; encrypted-media; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/p>\n<p><a name=\"How to schedule meetings in different time zones\"><\/a><\/p>\n<h2>How to schedule meetings in different time zones in 3 simple steps<\/h2>\n<h3>1. Decide if a meeting is needed<\/h3>\n<p>We\u2019ve all seen the memes about the dreaded <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/team-meeting\/\" target=\"_blank\" rel=\"noopener noreferrer\">team meeting<\/a> that could have been an email. The last thing you want to do is go out of your way to schedule time together, especially if you have to inconvenience people with your meeting time and ultimately realize that the meeting wasn\u2019t really needed in the first place.<\/p>\n<p>So, be sure to start by determining <i>why<\/i> you need to schedule this meeting.<\/p>\n<p>Once you decide that it\u2019s really necessary to schedule time together, communicate the reasons for meeting with all attendees so that you have the kind of buy-in that results in good attendance.<\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83d\udca1 Pro-tip: <\/b><\/div>\n<p>Learn everything about how to have <a href=\"https:\/\/www.ringcentral.com\/guide-to-better-meetings\/\" target=\"_blank\" rel=\"noopener noreferrer\">better meetings in this guide<\/a>.<\/p>\n<\/div>\n<h3>2. Find the right time<\/h3>\n<p>The best way to know when you should schedule a meeting across time zones? Just ask. Survey your attendees to check their availability before scheduling something firm.<\/p>\n<p>There are scheduling software tools like Doodle that make it easier to book meetings when you have <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/cross-functional-collaboration\/\" target=\"_blank\" rel=\"noopener noreferrer\">cross-functional teams<\/a> with more complicated considerations. For example, if you have a larger group or a lot of time zones to deal with, using a survey app can be simpler and save you time assembling everyone\u2019s preferences.<\/p>\n<p>On the other hand, if you don\u2019t want to add yet another <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/communication-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">communication tool<\/a> to your tech stack, you could simply ask everyone informally on your <a href=\"https:\/\/www.ringcentral.com\/teams\/overview.html\" target=\"_blank\" rel=\"noopener noreferrer\">team messaging app<\/a>:<\/p>\n<figure id=\"attachment_7823\" aria-describedby=\"caption-attachment-7823\" style=\"width: 840px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"size-large wp-image-7823\" src=\"https:\/\/www.ringcentral.com\/small-business\/blog\/wp-content\/uploads\/image2-199-1024x561.png\" alt=\"RingCentral\u2019s team messaging platform makes it easy to create team threads where you can manage projects, share files\u2014and yes, ask everyone what the best time is to have a meeting.\" width=\"840\" height=\"460\" \/><figcaption id=\"caption-attachment-7823\" class=\"wp-caption-text\">RingCentral\u2019s team messaging platform makes it easy to create team threads where you can <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/project-management-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">manage projects<\/a>, share files\u2014and yes, ask everyone what the best time is to have a meeting.<\/figcaption><\/figure>\n<p><a href=\"https:\/\/www.ringcentral.com\/remote-work-playbook.html\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter wp-image-7825 size-medium\" src=\"https:\/\/www.ringcentral.com\/small-business\/blog\/wp-content\/uploads\/image4-152-695x247.png\" alt=\"Ready to work from home or anywhere\" width=\"695\" height=\"247\" \/><\/a><\/p>\n<h3>3. Share details before the meeting<\/h3>\n<p>Before the meeting, be sure to email all of the information that each attendee needs, including:<\/p>\n<ul>\n<li>An agenda of what\u2019s going to be discussed<\/li>\n<li>Whether the meeting is audio-only or on video<\/li>\n<li>An access link or number to dial if necessary<\/li>\n<\/ul>\n<p>By sharing the meeting agenda ahead of time, you give any teammates who can\u2019t make it the chance to ask questions or share updates in advance. It also allows you to make the actual meeting as efficient as possible, since everyone has the opportunity (and no excuse) to come prepared.<\/p>\n<p>For example, RingCentral\u2019s <a href=\"https:\/\/www.ringcentral.com\/free-conference-call.html\">conference call services<\/a> hook up with both <a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-google-chrome\" target=\"_blank\" rel=\"noopener noreferrer\">Google Calendar <\/a>and <a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-microsoft-outlook\" target=\"_blank\" rel=\"noopener noreferrer\">Outlook\u2019s calendar<\/a> to let you add a <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/best-video-conferencing-for-small-businesses\/\" target=\"_blank\" rel=\"noopener noreferrer\">video conferencing<\/a> link right into your invite (and it even shows you the time zone you\u2019re booking in):<br \/>\n<a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-google-chrome\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter wp-image-7826 size-large\" src=\"https:\/\/www.ringcentral.com\/small-business\/blog\/wp-content\/uploads\/image6-102-1024x674.png\" alt=\"For example, RingCentral\u2019s video conferencing feature hooks up with both Google Calendar and Outlook\u2019s calendar to let you add a video conferencing link right into your invite.\" width=\"840\" height=\"553\" \/><\/a><\/p>\n<p><a name=\"The best time to have a global meeting (yes, there is one)\"><\/a><\/p>\n<h2>What is the best time to have a global meeting?<\/h2>\n<p>The best time to have a global meeting is inevitably going to vary depending on the specific time zones involved.<\/p>\n<p>If you\u2019re just working with different time zones in the US, any time from 1 p.m.\u20133 p.m. EST (10 a.m.\u2013noon PST) is a good sweet spot. It allows West Coast coworkers the time to have their coffee and get into their workday without having to keep East Coasters in the office too late.<\/p>\n<p>If you absolutely have to have a regular meeting at an inconvenient time for someone (for instance, if you have team members in Australia and Europe collaborating with someone in the United States), be sure to rotate who has to get up early or have a call during dinnertime.<\/p>\n<h2><b><a href=\"https:\/\/ringcentral.valuestoryapp.com\/meeting-value-calculator\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter size-full wp-image-48150\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2021\/03\/meetingvaluecalculator.png\" alt=\"meeting value calculator\" width=\"2000\" height=\"880\" \/><\/a><\/b><\/h2>\n<p><a name=\"Tools that make it easier to schedule meetings across time zones\"><\/a><\/p>\n<h2>Tools to schedule meetings across time zones<\/h2>\n<p>Scheduling meetings across time zones doesn\u2019t have to drive you crazy with back-and-forth timing questions. In fact, with the right tools you can make the entire process a breeze. Here are the tools you\u2019ll need for cross-time-zone meetings:<\/p>\n<h3>Must-haves<\/h3>\n<h4>An online meeting platform<\/h4>\n<p>Obviously, you need to actually have the meeting somewhere. A <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/the-best-video-conferencing\/\" target=\"_blank\" rel=\"noopener noreferrer\">video conferencing app<\/a> is great for connecting a <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/running-a-productive-remote-team\/\" target=\"_blank\" rel=\"noopener noreferrer\">remote<\/a> team, and<a href=\"https:\/\/www.ringcentral.com\/online-meetings\/overview.html\" target=\"_blank\" rel=\"noopener noreferrer\"> RingCentral<\/a> offers the flexibility of <a href=\"https:\/\/www.ringcentral.com\/video-call.html\">video call<\/a>, voice call, and team messaging\u2014all on the same app.<\/p>\n<p>You can schedule a call in your calendar app, which automatically generates a meeting link and conferencing information:<br \/>\n<a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-microsoft-outlook\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter wp-image-7827 size-large\" src=\"https:\/\/www.ringcentral.com\/small-business\/blog\/wp-content\/uploads\/image5-127-1024x576.png\" alt=\"Schedule a call in your calendar app, which automatically generates a meeting link and conferencing information.\" width=\"840\" height=\"473\" \/><\/a><\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83d\udca1 Pro-tip: <\/b><\/div>\n<p>When you\u2019re working with a global team, you might not always be able to get everyone on the call. With RingCentral, you can record the virtual <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/virtual-meetings\/\" target=\"_blank\" rel=\"noopener noreferrer\">meeting<\/a> so that nobody\u2019s left out of the loop.<\/p>\n<\/div>\n<h3>Optional scheduling tools<\/h3>\n<h4>A team messaging app<\/h4>\n<p>Speaking of staying in the loop, your team messaging app is the best, most flexible way to follow-up after a meeting. If teammates have to miss the meeting or go straight to bed after, they can check in later and look back at the follow-up discussion to catch up.<\/p>\n<p>For instance, with the <a href=\"https:\/\/www.ringcentral.com\/teams\/overview.html\" target=\"_blank\" rel=\"noopener noreferrer\">RingCentral app<\/a>, follow-up after a meeting is easy, since you can share the call recording, discuss questions or details, and even assign follow-up tasks\u2014all in the same app.<\/p>\n<hr \/>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udd79\ufe0f<\/span> Get a hands-on look at RingCentral features like <a href=\"https:\/\/www.ringcentral.com\/lp\/small-business-phone-service.html\">business phone service<\/a>, <a href=\"https:\/\/www.ringcentral.com\/contact-center.html\">contact center<\/a>, <a href=\"https:\/\/www.ringcentral.com\/virtual-call-center.html\">virtual call center<\/a> and <a href=\"https:\/\/www.ringcentral.com\/ccaas.html\">CCaaS<\/a>, by booking a product tour:<\/p>\n<p class=\"p1\"><button data-href=\"#leadform-popup\" class=\"js-open-popup-activator btn primary\" >Choose a time<\/button><\/p>\n<hr \/>\n<h4>A scheduling survey app<\/h4>\n<p>Doodle, is a free smart scheduling app that allows you to survey everyone involved to find a time for a meeting.<sup>2<\/sup> Plus, it allows you to schedule seamlessly across time zones:<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-43844\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/appdoodle.png\" alt=\"appdoodle\" width=\"975\" height=\"792\" \/><\/p>\n<p>Use it to suggest a few times and see exactly who can and can\u2019t make it to each option, so you can be sure key players are present.<\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83d\udca1 Pro-tip: <\/b><\/div>\n<p>If you already have a team messaging thread going on with your teammates, you can just ask them in there instead of adding another tool to the mix.<\/p>\n<\/div>\n<h4>A time zone tracker<\/h4>\n<p>Whether you\u2019re scheduling a meeting or just want to be conscious of when you\u2019re messaging clients and coworkers across the globe, we love the browser extension Fox Clocks for making it easy to keep track of time zones around the world.<sup>3<\/sup><\/p>\n<p>Select the cities of important clients or team members, and you can choose between having their time zone constantly displayed in your browser or just being available when you click the icon. No more mental math adding or subtracting hours. Most meeting platforms will have time zone features built in, so you may not need this.<\/p>\n<h2>Simplify scheduling across time zones<\/h2>\n<p>When you work with a remote team, have multiple locations, or just have global clients, meeting scheduling can quickly become a headache. Determining availability across time zones doesn\u2019t have to be a challenge, though.<\/p>\n<p>With the right tools and a considerate process in place, you can simplify the scheduling and get onto the important work\u2014you know, that thing you\u2019re actually meeting about.<\/p>\n<hr \/>\n<div style=\"font-size: 14px;\"><sup>1<\/sup> forbes.com\/sites\/tedknutson\/2020\/04\/08\/telecommuting-surge-likely-to-last-past-covid-19-crisis-says-brookings-report<br \/>\n<sup>2<\/sup> doodle.com\/en<br \/>\n<sup>3<\/sup> chrome.google.com\/webstore\/detail\/foxclocks\/obcbigljfpgappaaofailjjoabiikckk<\/div>\n","protected":false},"excerpt":{"rendered":"<p>\t\t\t\t<![CDATA[]]>\t\t<\/p>\n","protected":false},"author":29,"featured_media":42850,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[16978,778,18571,356,18572,18573],"class_list":["post-7816","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-distributed-teams","tag-meetings","tag-meetings-tips","tag-remote-work","tag-scheduling-meetings","tag-scheduling-meetings-across-time-zones"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to Schedule Meetings Across Time Zones<\/title>\n<meta name=\"description\" content=\"Learn how to schedule meetings across time zones effectively. 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