Quick Tips - How to set up a time for a conference call when dealing international participants

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, UK and the other in Rome, Italy.

The World Clock Meeting Planner

http://www.timeanddate.com/worldclock/meeting.html

This handy tool allows you to click up to 6 cities and gives a side by side view to choose the most convenient time to schedule your conference call. Using this tool with the scenario above, it appears there is a 4 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, Hong Kong and Sydney.

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:

• There may be one or more parties which 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 4 hours in advance may not prepare the person waking up at 6 am for a conference call from home.