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How to schedule a meeting across time zones

Finding a meeting time gets harder with every time zone you add.Kitokoto puts your times in one poll and shows each one in the reader's own time zone.Free, no account.

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Getting the time right

  1. 01

    Start with the overlap

    Find the hours when your working days overlap. With three or more time zones there may be none. The meeting planner shows them.

  2. 02

    Pick the hour that is fair, not the one that suits most

    The hour most of you like can be 7am for one person every week. Take the hour that is least bad for whoever it is worst for.

  3. 03

    Offer a few times

    Two or three options are enough. Let the team say which ones work.

  4. 04

    Share the early slot

    If the same person always gets the 7am call, take turns with it.

  5. 05

    Keep it short

    An hour is a lot at the end of someone's day. Aim for 30 to 45 minutes.

  6. 06

    Watch the clock-change weeks

    Europe and America change clocks on different dates in March and again in October and November. For a week or two, a weekly meeting moves an hour for some of you.

  7. 07

    Say which time zone

    Write the city next to any time you type into a chat or an email.

  8. 08

    Put it in calendars

    Once the time's set, add it to your calendars. Each calendar shows it at the right hour wherever you are.

Find the time with Kitokoto

The Kitokoto form with three afternoons at 3pm for a planning call
01

A few times in one poll

Emails back and forth across time zones take days. Put the times you could do in one poll instead.

A meeting poll read in New York, with the times shown in New York time
The same poll on a phone
02

Times in your own time zone

3pm in London is 10am in New York. Kitokoto shows every time in the reader's own zone.

Five answers counted under three meeting times, with a private note from Tom
03

Every answer counted

Answers from different time zones are hard to line up. Kitokoto counts them for each time, in one table.

The event page for the planning call, read in New York
04

An up-to-date event page

Details posted in a group chat get buried, and changes get missed. Kitokoto gives your meeting a page with the time, a note and who's coming. When you change a detail, the page changes too.

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Questions

How do you schedule a meeting across time zones?
Find the hours that overlap, then put a few of those times in a poll. Kitokoto shows each time in the reader's own zone.
What is the best time for a meeting across time zones?
The hour closest to working hours for all of you, not the one that suits most. That one leaves the same person at 7am every week. The meeting planner finds it.
How do you plan a meeting across three or more time zones?
Someone in New York, London and Mumbai, all 9 to 5, share no working hour. Aim for the hour that is an hour early for one and half an hour late for another, rather than late night for anyone. Try it in the planner.
Why did the meeting move an hour in October?
Europe leaves summer time in late October and America in early November. For that week the same meeting reads an hour earlier in Europe.
Does Kitokoto convert time zones?
Yes. Each time shows in the time zone of the person reading it.
Does the team need an account to answer?
No. Kitokoto has no accounts, for you or anyone you invite.

Find a time that works for everyone.

Free, no account.

Create your first event