Scheduling Meetings

Tools & tips to help schedule meetings

Calendar Tools

Calendar Tools

The World Clock Meeting Planner

Helps me schedule calls across timezones.

You can select the cities where participants are located, to see this view:



If you regularly meet with the same configuration of people/timezones, you can bookmark a link for each that will show current time for all selected timezones.

First select your cities:


While you can select by timezone, selecting by city removes the risk of error.
eg for participants in London, the website informs:
"Please note that if one of the participants are in the United Kingdom, you should select a city there (e.g. London), instead of UTC / GMT. London/UK is one hour ahead of GMT during daylight saving time (DST) and this service will adjust for DST automatically."

You get a link like this:

If you check the URL parameters, you see that:

iso= defines the date in the YYYYMMDD format.
px= is the code for each city.

So if you bookmark the link, removing the iso parameter (iso=20220701& in the case above) as such:

the page will display current date when you click on your bookmark.

My etiquette

It's all about making it easy and frictionless for the other party - the (potential) client.

When sending meeting invitations:


usually along the lines of MyCompany x ClientCompany - Purpose.
- depending on where an invitation is viewed, a large chunck of the title can be hidden. So title starting with ClientCompany ... is unhelpful to the recipient.
- indicating the purpose of the meeting, even with just one word, helps quickly assess what it will be about when glanced at.
- I like the format X x Y reminiscent of fashion collaborations. Inspires a sense of doing great things together.


quick summary of what the meeting will be about. Ideally even expected outcome, when known/clear.


these days, it's all Zoom, Teams, Webex et al. Though for a long time, it was with audio-conference dial-ins.
If that is still the case, for whatever reason, I like(d) to ensure that local dial-in number were in the invitation, rather than having to click a link (add friction and frustration).
One step beyond is ensuring that each number has a "tap to dial" option. This is mostly done by appending characters to the dial-in number, handling pauses, password, etc.. (eg +4411111111,,64464#). Participants on mobile can thus join immediately by just tapping on their phone.