Questions about meetings across time zones
How to schedule a meeting across time zones
Start from the overlap, not from your own calendar. Two or three cities usually share a comfortable window; beyond that, someone is always early or late, so rotate the pain rather than fixing it on the same region every week. Record the meeting for anyone outside the window, and put the decision points early in the agenda.
What is the best time for a meeting between London and New York?
Early afternoon UK time. London is five hours ahead of New York for most of the year, so 14:00 to 17:00 in London lands at 09:00 to 12:00 in New York: comfortable working hours in both cities.
What is the best time for a meeting between London and Sydney?
Early morning UK time. Sydney is nine to eleven hours ahead of London depending on daylight saving, so 08:00 to 09:00 in London reaches Sydney at 17:00 to 19:00. There is no overlap that sits mid-morning for both, which is why UK and Australian teams usually alternate who takes the edge of the day.
Can New York and Sydney meet inside working hours?
Barely. The gap is fourteen to sixteen hours, so one side is always outside a normal day. Common practice is 17:00 to 18:00 in New York, which is 07:00 to 09:00 the next morning in Sydney, rotated with an early New York slot so the same team is not always inconvenienced.
Booking the room once the time is set
When the winning hour involves people on site, the last step is the room. A
meeting room booking system with Outlook and Microsoft 365 calendar integration turns the slot you agreed here into a room booking, with
room display panels and check-in keeping
ghost meetings from eating the calendar. For external groups still arguing about the time itself, a
meeting poll settles it fastest. More free resources live in the
HybridHero Hub.