International Meeting Planning Guide

🇺🇸 US ↔ 🇪🇺 Europe

Best Time: 9 AM - 12 PM EST

European Time: 2 PM - 5 PM GMT/3 PM - 6 PM CET

Optimal overlap for business hours

🇺🇸 US ↔ 🇮🇳 India

Option 1: 8-10 AM EST (6:30-8:30 PM IST)

Option 2: 9-11 PM EST (7:30-9:30 AM IST+1)

Choose based on team preferences

🇺🇸 US ↔ 🇦🇺 Australia

Best Time: 6-8 PM EST (10 AM-12 PM AEST+1)

Alternative: 6-8 AM EST (10 PM-12 AM AEST)

Challenging but manageable

🇺🇸 North America

• Standard Hours: 9 AM - 5 PM
• Lunch: 12 PM - 1 PM
• Time Zones: EST, CST, MST, PST
• Note: Earlier starts in West Coast tech

🇪🇺 Europe

• Standard Hours: 9 AM - 5 PM local
• Lunch: 12 PM - 1 PM (longer in Southern Europe)
• Time Zones: GMT, CET, EET
• Note: August vacations common

🇮🇳 India

• Standard Hours: 9:30 AM - 6:30 PM IST
• Lunch: 1 PM - 2 PM
• Time Zone: IST (UTC+5:30)
• Note: No DST, consistent year-round

🇦🇺 Australia

• Standard Hours: 9 AM - 5 PM local
• Lunch: 12 PM - 1 PM
• Time Zones: AEST, ACST, AWST
• Note: Multiple time zones within country

🇯🇵 Japan

• Standard Hours: 9 AM - 6 PM JST
• Lunch: 12 PM - 1 PM
• Time Zone: JST (UTC+9)
• Note: Long working culture, evening availability

🇨🇳 China

• Standard Hours: 9 AM - 6 PM CST
• Lunch: 12 PM - 1 PM
• Time Zone: CST (UTC+8) - single zone
• Note: Entire country uses Beijing time

DST Considerations

The time difference between US East Coast and Europe varies throughout the year:

• Jan-Mar 9: 5-6 hours (EST to GMT/CET)
• Mar 9-30: 4-5 hours (EDT starts first)
• Mar 30-Oct 26: 5-6 hours (both on daylight time)
• Oct 26-Nov 2: 4-5 hours (Europe ends DST first)
• Nov 2-Dec: 5-6 hours (back to standard)

💡 Pro Tips for US-India Meetings

• Rotate meeting times fairly between teams
• Use asynchronous communication when possible
• Record meetings for those who can't attend
• Consider weekend meetings occasionally (Saturday US = Sunday India)
• Plan shorter meetings (30-45 minutes max)

📅 Pre-Meeting Checklist

• Confirm time zones with all attendees
• Send calendar invites with multiple time zones
• Include backup communication methods
• Test video conferencing beforehand
• Share agenda in advance
• Consider cultural holidays and observances

⏰ Calendar Best Practices

• Always include multiple time zones in subject
• Use 24-hour format to avoid AM/PM confusion
• Set reminders for all time zones
• Include dial-in numbers and meeting links
• Add time zone converter link in description

🌐 Communication Tips

• Speak clearly and slowly for non-native speakers
• Use simple, direct language
• Allow extra time for questions
• Follow up with written summaries
• Be patient with technical difficulties

🗓️ Holiday Awareness

• Christian: Christmas, Easter (varies by denomination)
• Islamic: Ramadan, Eid (lunar calendar)
• Hindu: Diwali, Holi (regional variations)
• Chinese: Chinese New Year, Mid-Autumn Festival
• Jewish: Rosh Hashanah, Yom Kippur

💼 Meeting Etiquette

• Research local meeting customs
• Allow time for relationship building
• Be aware of hierarchy and decision-making styles
• Understand direct vs. indirect communication preferences
• Consider local work-life balance expectations

⏰ Time Perception

• Punctual cultures: Germany, Japan, Switzerland
• Flexible timing: Latin America, Middle East, parts of Africa
• Business-formal: Banking, legal, government
• Casual: Tech startups, creative industries

🔄 Follow-the-Sun Model

For 24/7 operations, hand off work as the day ends in one region and begins in another.

• Asia Pacific → Europe → Americas
• Clear handoff documentation
• Overlapping hours for transitions
• Regular sync meetings

📝 Async-First Approach

Minimize synchronous meetings by defaulting to asynchronous communication.

• Written updates and reports
• Recorded video messages
• Shared documentation
• Clear deadlines and expectations

⚖️ Fair Share Scheduling

Rotate inconvenient meeting times fairly among team members.

• Track who takes early/late meetings
• Alternate weekly meeting times
• Consider time zone equity in team formation
• Compensate for consistently off-hours attendees

Global Software Team

Team: US (EST), India (IST), UK (GMT)

• Monday: 9 AM EST standup (2 PM GMT, 7:30 PM IST)
• Wednesday: 9 PM EST planning (2 AM GMT+1, 7:30 AM IST+1)
• Friday: 10 AM EST retrospective (3 PM GMT, 8:30 PM IST)

Rotates between US morning and India morning

Marketing Campaign Team

Team: US (PST), Australia (AEST), Germany (CET)

• Tuesday: 6 PM PST campaign review (1 PM CET+1, 1 PM AEST+1)
• Thursday: 7 AM PST creative sync (4 PM CET, 2 AM AEST+1)
• Async: Daily updates via Slack

Heavy async work due to difficult time zones