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How to Set up a Conference Call With Participants in Different Time Zones
The World Clock Meeting Planner
This handy tool allows you to click up to six cities and gives a side-by side-view to choose the most convenient time to schedule your conference call. Go to www.timeanddate.com/worldclock/meeting.html
Scenario One: Your manager, who resides in New York, wants you to set up a conference call with two of his international direct reports, one in London and the other in Rome. Using the World Clock Meeting Planner with this scenario, it appears there is a four-hour window of convenience.
Scenario Two: Your manager wants a conference with all his international direct reports. You need to coordinate a larger conference call with participants in New York, London, Rome, and Hong Kong. In this scenario, no time is ideal; it takes setting up a time that is convenient for most and making arrangements with those who must be included off hours.
When dealing with a wider time zone range you may need to keep in the following considerations:
This handy tool allows you to click up to six cities and gives a side-by side-view to choose the most convenient time to schedule your conference call. Go to www.timeanddate.com/worldclock/meeting.html
Scenario One: Your manager, who resides in New York, wants you to set up a conference call with two of his international direct reports, one in London and the other in Rome. Using the World Clock Meeting Planner with this scenario, it appears there is a four-hour window of convenience.
| 8:00 AM | 1:00 PM | 2:00 PM |
| 9:00 AM | 2:00 PM | 3:00 PM |
| 10:00 AM | 3:00 PM | 4:00 PM |
| 11:00 AM | 4:00 PM | 5:00 PM |
Scenario Two: Your manager wants a conference with all his international direct reports. You need to coordinate a larger conference call with participants in New York, London, Rome, and Hong Kong. In this scenario, no time is ideal; it takes setting up a time that is convenient for most and making arrangements with those who must be included off hours.
| Tue 7:00 AM | Tue Noon | Tue 1:00 PM | Tue 7:00 PM |
| Tue 8:00 AM | Tue 1:00 PM | Tue 2:00 PM | Tue 8:00 PM |
| Tue 9:00 AM | Tue 2:00 PM | Tue 3:00 PM | Tue 9:00 PM |
| Tue 10:00 AM | Tue 3:00 PM | Tue 4:00 PM | Tue 10:00 PM |
| Tue 11:00 AM | Tue 4:00 PM | Tue 5:00 PM | Tue 11:00 PM |
| Tue Noon | Tue 5:00 PM | Tue 6:00 PM | Wed Midnight |
| Tue 1:00 PM | Tue 6:00 PM | Tue 7:00 PM | Wed 1:00 AM |
| Tue 2:00 PM | Tue 7:00 PM | Tue 8:00 PM | Wed 2:00 AM |
| Tue 3:00 PM | Tue 8:00 PM | Tue 9:00 PM | Wed 3:00 AM |
When dealing with a wider time zone range you may need to keep in the following considerations:
- There may be one or more party that will have to make after hours arrangements. A home or alternate phone number may be needed.
- If the participant will be attending from home, politely ask if they can keep it to a quiet area away from the children, pets, TV, etc.
- Remember the time difference when sending out agendas and documents. An email even four hours in advance may not prepare the person waking up at 6 am for a conference call from home.
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