Scheduling meetings across time zones: How to accommodate preferences and availability? (2024)

The first step to scheduling meetings across time zones is to know the difference between your local time and the time of your meeting participants. You can use online tools like World Time Buddy, Time Zone Converter, or Every Time Zone to compare and convert time zones easily. You can also add multiple time zones to your calendar app, such as Google Calendar, Outlook, or Calendly, to see the time of your events in different locations. Make sure you are aware of any daylight saving time changes that may affect your time zone calculations.

The second step to scheduling meetings across time zones is to communicate clearly with your meeting participants. You should always specify the time zone of the meeting, preferably using a standard format like UTC (Coordinated Universal Time) or GMT (Greenwich Mean Time). You should also confirm the date and time of the meeting with each participant, and send reminders before the meeting. You can use email templates, calendar invitations, or scheduling software to automate this process. You should also avoid using ambiguous terms like "tomorrow" or "next week", as they may mean different things in different time zones.

The third step to scheduling meetings across time zones is to be flexible and considerate of your meeting participants' preferences and availability. You should try to find a time that works for everyone, or at least minimizes the inconvenience for those who have to join at odd hours. You can use online tools like Doodle, Meeting Planner, or FindTime to poll your participants and find the best time slot for your meeting. You should also respect the cultural and personal differences that may affect your participants' schedules, such as holidays, working hours, or family obligations.

The fourth step to scheduling meetings across time zones is to prepare and follow up with your meeting participants. You should send the agenda, objectives, and materials for the meeting in advance, and make sure they are accessible and understandable for everyone. You should also record the meeting and share the notes, action items, and feedback with your participants after the meeting. You should also thank them for their time and participation, and ask for their suggestions on how to improve the meeting experience.

The fifth step to scheduling meetings across time zones is to use reliable tools that can support your meeting needs. You should choose a video conferencing platform that can handle the bandwidth, quality, and security of your meeting. You should also use a cloud-based collaboration tool that can allow you to share files, documents, and notes in real time. You should also test your tools before the meeting, and have a backup plan in case of technical issues.

The sixth step to scheduling meetings across time zones is to learn and improve from your experience. You should solicit feedback from your meeting participants, and evaluate the effectiveness and efficiency of your meeting. You should also identify the challenges and opportunities that arise from working across time zones, and seek ways to overcome them. You should also update your skills and knowledge on time zone coordination, and seek best practices and tips from other administrative assistants.

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

Administrative Assistance

+ Follow

Thanks for your feedback

Your feedback is private. Like or react to bring the conversation to your network.