Start with working-hour overlap
List each person’s normal working hours in their local time. Then find the smallest window where everyone is reasonably available. Rotate inconvenient times when one region always carries the burden.
Use one source of truth
Send calendar invitations with the correct time zone and avoid writing only “tomorrow morning” in chat. Relative language creates confusion when people are in different countries.
Confirm daylight saving changes
Some countries change clocks during the year and others do not. Recheck recurring meetings around March, April, October, and November.
Write the decision down
After agreeing on a time, share the meeting time in at least two major zones and include the calendar invite link.
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