Framework in five steps
- List everyone’s location plus their preferred working hours.
- Plug them into the Timezone planner and save the shareable link.
- Note daylight saving dates via the DST Planner.
- Define “core overlap” windows (usually two hours) and “flex” windows (stretch space for emergencies).
- Rotate recurring meetings through the overlap so pain is shared.
Example: Three-continent product triad
Participants: San Francisco (08:00–17:00), London (09:00–18:00), Singapore (10:00–19:00). In the Timezone tool, you will see only one shared block: 08:00–09:00 SF / 16:00–17:00 London / 00:00–01:00 Singapore. Rather than forcing Singapore into midnight calls forever, adopt a weekly rotation. Week 1 favors APAC with a 07:00 SF call (23:00 Singapore). Week 2 favors the US by moving to 09:00 SF (01:00 Singapore). Week 3 shifts to an async doc. Document the rotation so stakeholders know what to expect.
Example: Customer onboarding with DST in play
A SaaS team supports customers in São Paulo, Chicago, and Madrid. For most of the year São Paulo and Madrid run three hours apart. During March, Chicago jumps forward but Brazil does not observe DST, producing a cascading shift. The DST Planner flags the risky weeks. Before the wave hits, email customers with the new slot and include a Timezone screenshot so they can see their local time.
Communicate decisions transparently
Publish an internal note explaining how overlap was calculated and how often it will be revisited. Include a screenshot of the Timezone grid and links to both Timezone and DST Planner. Set reminders to review the plan before every DST season and whenever a teammate relocates.
Documenting handoffs
Once the cadence is set, capture it in your runbook. List the rotation order, the cities involved, and the escalation contacts for each slot. Add a “what changed” log so anyone can see when DST adjustments or new hires required a reshuffle. Pair the doc with a bookmarked Timezone link labeled with the project name.
Try the tool
Start a fresh Timezone planner tab and pin each city. Use the “Copy link” button so the overlap view is shared with the entire project team. Keep the DST Planner bookmarked for seasonal recalculations.
FAQ
- How often should I revisit overlap rules?
- At minimum before each DST season and whenever someone joins from a new region.
- What if no overlap exists?
- Switch to asynchronous updates, recorded demos, or alternating live windows so nobody is punished continuously.
- Do I need tooling if the team is only two cities?
- Yes. Even two cities experience DST drift. The Timezone link keeps both parties honest about whose convenience is being optimized.