Map working hours before sending anything
Ask every attendee for their city and “will take calls” window. Enter each location into the Timezone planner so you can see overlap blocks on a single grid. Screenshot the grid or copy the share link into the invite so everyone sees the same math. Keep the DST Planner handy when a region is close to a clock change.
Example: Design review across San Francisco, Bogotá, Stockholm
SF works 09:00–17:00 PT, Bogotá 08:00–17:00 COT, Stockholm 09:00–18:00 CET. Drop them into Timezone and you get a practical overlap of 10:00–11:30 PT (12:00–13:30 Bogotá / 19:00–20:30 Stockholm). That forces Stockholm into evening calls. Publish a rotation: Week 1 keeps 10:30 PT, Week 2 shifts earlier to 08:30 PT (10:30 Bogotá / 17:30 Stockholm) so European teammates eat fewer late dinners.
Example: Advisory board across Singapore, Dubai, Chicago
Singapore 09:00–18:00 SGT, Dubai 09:00–18:00 GST, Chicago 09:00–17:00 CT. The Timezone grid shows a narrow live window at 08:00 Chicago / 17:00 Dubai / 21:00 Singapore. Label it as “live overlap” and rotate: every third session becomes an async Loom update for APAC, while North America hosts a live Q&A at 12:00 Chicago (21:00 Dubai / 01:00 Singapore next day) so nobody is always on the extreme edge.
Checklist before you hit send
- List every city plus working window in the meeting notes.
- Link to your saved Timezone planner view so invitees can check their local time.
- Call out upcoming DST transitions and how the meeting will shift.
- Document the rotation plan (weekly, monthly, quarterly) in the calendar invite.
Try the tools
Related guides
FAQ
- How many cities is “too many” for a single call?
- If the Timezone grid shows less than 60 minutes of humane overlap, move to rotations or async updates.
- What if a teammate’s hours change mid-project?
- Edit the Timezone plan immediately and send an updated screenshot; it signals that fairness is still a priority.
- Do I need DST data if everyone is equatorial?
- Maybe not today, but new hires may bring DST regions. Keep the DST Planner bookmarked so you can update quickly.
Need another overlap chart? Use the Timezone tool.