Tips for Scheduling Global Meetings That Don't Suck

You've got a meeting planner open, you've added your colleagues' cities, and now you're staring at a grid of colored blocks trying to find a time that works. Here are some practical tips for making this less painful.

Start with the Most Constrained Person

Find the participant with the narrowest availability window and build around them. If someone can only do 8–10 AM their time, start there and see if it works for everyone else. This is much easier than trying to find a time that works for 8 people simultaneously.

Know Each Person's Actual Hours

Don't assume everyone works 9–5. Some people start at 7:30 AM. Some people leave at 4 PM to pick up kids. Some people have a standing Tuesday meeting you don't know about. Ask people for their actual availability, not their official hours.

Account for Commute and Setup Time

If someone needs 15 minutes to get to their computer and join a video call, don't schedule the meeting for the exact start of their workday. Give them buffer.

Watch for the "Almost" Overlap

A meeting at 5 PM for one person and 5:30 PM for another might seem fine, but if the meeting runs 45 minutes, the first person is working until 5:45 PM and the second until 6:15 PM. Check the end time, not just the start time.

Use the "Next Best Time" Feature

Most meeting planners (including ours) show you the best times first. But also look at the "next best" options — sometimes a time that's slightly less convenient for one person is much better for everyone else.

Set a Default Time Zone for Your Team

If your team is distributed, pick a "home base" time zone for scheduling purposes. This doesn't mean everyone converts to that time zone — it means proposals are made in that time zone. For example, "Let's default to Eastern Time for proposals" gives everyone a common reference point.

Send the Invite with Multiple Time Zones

When sending the meeting invite, include the time in all relevant time zones:

Meeting: Thursday, June 26 at 10:00 AM EDT / 3:00 PM BST / 7:30 PM IST

This eliminates confusion and shows respect for everyone's time.

Record and Share Notes

Someone will always miss the meeting due to time zone constraints. Record it (with permission) and share detailed notes. This isn't optional for global teams — it's essential.