Meeting Planner

Scheduling across time zones, without the spreadsheet

The hardest part of remote work isn't the work — it's finding a meeting time that doesn't ask someone to join at 5 AM. The Meeting Planner solves this visually: each city gets a 24-hour band coloured by typical working hours, early/late edges, and sleeping hours. Click any column to lock a candidate meeting time and see exactly what it would mean for each participant.

What the colours mean

• Green — standard working hours, 9 AM to 6 PM in that city.
• Orange — early morning (7 to 9 AM) or evening (6 to 10 PM). Workable, but outside core hours.
• Dark — sleeping hours, 10 PM to 7 AM. Don't ask people to take meetings here unless it's genuinely urgent.

If every cell in a column is green, you've found an ideal meeting time — the detail panel confirms "Works for everyone." If even one cell is orange or dark, the panel warns you, so you can hunt for a better column or accept the trade-off knowingly.

Tips for cross-timezone meetings

• Rotate the pain. If you regularly meet with someone many time zones away and a perfect overlap doesn't exist, alternate who takes the early or late slot.
• Build a buffer for daylight saving. Twice a year the overlap between regions can shift by an hour — sometimes for a few weeks because countries change their clocks on different dates. The planner adjusts automatically once the change happens, but invitations sent in advance can land at the wrong time.
• Include a GMT/UTC time in calendar invites. When inviting people in unfamiliar zones, adding the universal reference ("3 PM London / 10 AM New York / 14:00 GMT") removes any ambiguity.
• Mind the date. A 4 PM meeting in London on Friday is 1 AM Saturday in Tokyo. Check the detail panel's day label to avoid scheduling someone's "Friday" meeting on their Saturday morning.