Meeting Planner for Time Zones – Find the Best Meeting Time
Meeting Planner for Time Zones
Quick answer
A time zone meeting planner lines up the hours of several cities side by side so you can see when everyone is at work. Karachi is UTC+5, London is UTC+1 in summer and Dubai is UTC+4, so the shared working window on 6 October 2026 is 13:00 to 17:00 Karachi time, which is 9:00 to 13:00 in London and 12:00 to 16:00 in Dubai. Add New York and there is no hour when all four are in office hours.
Our free meeting planner is made for remote teams, freelancers with overseas clients and families spread across countries. It handles daylight saving automatically for the date you choose and lets you compare up to eight cities at once.
How to Find a Good Meeting Time Across Time Zones
Every city has an offset from UTC (Coordinated Universal Time). The gap between two cities is the difference between their offsets, and it can change by an hour when one of them starts or ends daylight saving. The planner shows one row per city and one column per hour, so the columns where every row is green are the hours that suit everyone.
| Karachi (UTC+5) | London (UTC+1) | Dubai (UTC+4) | New York (UTC-4) |
|---|---|---|---|
| 09:00 | 05:00 | 08:00 | 00:00 |
| 13:00 | 09:00 | 12:00 | 04:00 |
| 14:00 | 10:00 | 13:00 | 05:00 |
| 17:00 | 13:00 | 16:00 | 08:00 |
| 19:00 | 15:00 | 18:00 | 10:00 |
Times above are for 6 October 2026. After the clocks change in late October and early November, London moves to UTC+0 and New York to UTC-5, so check the date you actually plan to meet.
How to Use the Meeting Planner for Time Zones
Step 1: Add the Cities Taking Part
Open the meeting planner. Your own time zone is detected and London and New York are added as examples. Use Add a city to add more, up to eight, and click the red cross to remove a city. Set the meeting date and choose your working hours, such as 9:00 to 17:00.
Step 2: Compare Working Hours in the Grid
Each row is a city and each cell is an hour in that city. Green cells are working hours, yellow cells are early mornings or evenings (7 to 9 and 17 to 22) and grey cells are night. Columns marked with a teal line are hours when everyone is working.
Step 3: Click an Hour to Pick the Meeting Time
Click any cell to choose that hour. The panel below shows the time and date in every city. In the example, 14:00 in Karachi is 10:00 in London and 13:00 in Dubai, and the note confirms it is inside working hours for everyone.
Step 4: Copy the Times for Your Invite
Click Copy meeting times to copy one line per city, then paste it into your calendar invite or message so each person sees their own local time.
Tips for International Meetings
- If there is no green column, rotate the meeting time so the same people are not always staying late.
- Watch the date: a morning meeting in New York can already be the next day in Tokyo or Sydney.
- Daylight saving changes on different dates in Europe, North America and Australia, so recheck recurring meetings in March, April, October and November.
- Keep meetings short when someone joins in a yellow (early or late) slot.
Who Uses a Meeting Planner
- Remote teams spread across Asia, Europe and the Americas.
- Freelancers and agencies booking calls with overseas clients.
- Recruiters and sales teams setting interviews and demos.
- Families and friends planning video calls across countries.
Frequently Asked Questions
How do I schedule a meeting across time zones?
Add every city to the meeting planner, set the date and look for columns where every row is green. Click that hour to see the local time for everyone.
What is the best time for a meeting between Pakistan and the UK?
Usually early afternoon in Pakistan. On 6 October 2026, 13:00 to 17:00 in Karachi is 9:00 to 13:00 in London.
Does the planner handle daylight saving time?
Yes. It uses your browser’s time zone data for the date you choose, so summer and winter offsets are applied automatically.
How many cities can I compare?
Up to eight cities, including your own time zone.
What do the colours mean?
Green is working hours, yellow is early morning or evening, and grey is night. A teal line marks hours when everyone is working.
Why is there sometimes no common working hour?
When cities are 10 or more hours apart, their working days do not overlap. Choose a yellow slot and rotate who takes the late call.
Is this meeting planner free?
Yes. It is free, needs no sign-up and runs in your browser.