How to Schedule International Business Meetings

Scheduling international business meetings can be one of the most challenging aspects of global business operations. With participants spread across multiple time zones, finding a suitable time that works for everyone while ensuring productive discussions requires careful planning and the right tools.

Understanding the Challenge

When scheduling international meetings, you're not just dealing with different time zones—you're also navigating cultural differences, local holidays, working hours, and personal preferences. A meeting that's convenient for participants in New York might be in the middle of the night for colleagues in Tokyo.

Step 1: Gather Time Zone Information

Start by collecting the time zones of all participants. This includes:

• Current time zones of all participants
• Local working hours for each participant
• Preferred meeting times for each person
• Any time zone changes due to daylight saving time

Use tools like World Clock Pro to track multiple time zones simultaneously and understand the time differences at a glance.

Step 2: Identify Overlapping Hours

Find the time windows when all participants are available. Consider these factors:

• Standard working hours in each time zone
• Lunch breaks and personal time
• Local holidays and observances
• Flexibility for early morning or evening meetings

For example, if you have participants in:

• New York (EST): 9 AM - 5 PM
• London (GMT): 9 AM - 5 PM
• Tokyo (JST): 9 AM - 5 PM

The overlapping hours would be very limited, so you might need to consider early morning or evening meetings for some participants.

Step 3: Use Smart Scheduling Tools

Leverage technology to simplify the scheduling process:

• World Clock Pro: Track multiple time zones in real-time
• Google Calendar: Create events with automatic time zone conversion
• Calendly: Let participants choose from your available times
• Doodle: Poll participants for their preferred times

Step 4: Consider Cultural Factors

Different cultures have different approaches to time and meetings:

• Punctuality: Some cultures are very strict about time, others are more flexible
• Meeting duration: Cultural expectations for meeting length vary
• Communication style: Direct vs. indirect communication preferences
• Hierarchy: How seniority affects meeting participation

Step 5: Create Clear Meeting Invitations

When sending meeting invitations, include:

• Meeting time in multiple time zones
• Clear agenda and objectives
• Expected duration
• Required preparation
• Technical requirements (video call, screen sharing, etc.)
• Contact information for technical support

Step 6: Implement Meeting Best Practices

Once you've scheduled the meeting, ensure it runs smoothly:

• Start on time: Respect everyone's time, especially those who may have adjusted their schedule
• Keep it focused: Stick to the agenda to respect time constraints
• Record the meeting: For participants who can't attend or need to review later
• Send follow-up notes: Ensure everyone has access to key decisions and action items

Step 7: Rotate Meeting Times

To be fair to all participants, consider rotating meeting times:

• Alternate between morning and evening meetings
• Share the burden of inconvenient times
• Consider different time zones for different types of meetings
• Be flexible with individual circumstances

Step 8: Plan for Technical Issues

International meetings often rely on technology, so plan for potential issues:

• Test video conferencing tools beforehand
• Have backup communication methods
• Provide clear instructions for joining the meeting
• Have technical support available

Advanced Scheduling Strategies

Time Zone Optimization

Use tools to find the optimal meeting time that minimizes inconvenience for all participants. Some tools can calculate the "best" time based on everyone's preferences and constraints.

Meeting Templates

Create templates for different types of international meetings:

• Weekly team updates
• Project kickoff meetings
• Client presentations
• Training sessions

Calendar Integration

Integrate your scheduling tools with your calendar system to avoid conflicts and ensure everyone has the meeting properly scheduled in their local time zone.

Common Pitfalls to Avoid

• Assuming everyone can attend: Always check availability
• Ignoring daylight saving time: Be aware of DST changes
• Forgetting local holidays: Research holidays in all relevant countries
• Not providing time zone context: Always include multiple time zones
• Ignoring cultural differences: Consider local customs and preferences

Tools and Resources

Essential tools for international meeting scheduling:

• World Clock Pro: Real-time time zone tracking
• Google Calendar: Multi-time zone event creation
• Zoom/Teams: Video conferencing with global accessibility
• Calendly: Automated scheduling
• World Time Buddy: Time zone comparison tool

Conclusion

Scheduling international business meetings doesn't have to be a nightmare. With the right approach, tools, and consideration for all participants, you can create meetings that are convenient, productive, and respectful of everyone's time and culture.

Remember that successful international meeting scheduling is an ongoing process. Continuously gather feedback from participants, refine your approach, and stay updated on the latest tools and best practices.