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How to Set Up A Virtual Meeting in Different Time Zones



Working in a multinational company is quite challenging compared to working in a local company. This is because you need to overcome a lot of challenges, including communication barriers and time differences. If your company has a few nationalities involved, then you might have solved these problems. However, if you have to deal with many time zones, employees might find it difficult to create a good communication flow. Setting a Zoom or Google meeting could be challenging unless the employees are obliged to follow a specific schedule. Worry no more because you'll learn some tips to help you set up a meeting and deal with different time zones.

Tips for Scheduling Meetings Across Time Zones

Whether you are the CEO or an employee of a multinational company, conducting meetings is essential to establish a good relationship with everyone. If you are working remotely, or you need to talk to people in other countries, using apps like Zoom, Google Meet, or Skype can help you communicate with them. The good thing about these apps is that they allow you to have a meeting anywhere and anytime as long as you have a good internet connection. However, if the people who need to attend the meeting live in different time zones, choosing a specific schedule could be challenging.

Suppose everyone got used to following the schedule decided by the meeting host; it is still better to pick the time that is most convenient to everyone. Although it might not be the most suitable for them, at least set a meeting that will not disturb their sleep. The question is, how do you set up a virtual appointment across different time zones? Here are some fantastic tips:


  • Check the attendees' schedules

If only a few people will attend the meeting, check their work schedule, especially if they are entitled to a flexible work schedule. You can ask everyone to give the most convenient time for them and see if there is a common schedule for everybody. If not, then you may choose something closer to the time they gave you. Once you have decided what specific time you think is fair for everyone, you can ask them and see if they agree.


  • Don't stick to a single schedule

Suppose the company often conducts meetings; consider using different schedules to be fair with everyone. This way, someone who has attended a meeting at night will have a chance to participate in the conference in the morning.


  • Record the meeting

If there are people who cannot attend the meeting, be considerate to them by recording the session. This way, they can catch up on the things that have been discussed. Not only that, but they can also share their insights which might be more helpful for the company.


  • Use a meeting planner

If you have to consider many time zones, what you need is a meeting planner. This tool can help you since it allows you to choose the date for your meeting and the locations of the people attending. Using the meeting planner will enable you to check the relationship of each location regarding daytime hours. The best thing about using a time tool like this is it also provides proper adjustments for any locations that observe Daylight Saving Time. With a meeting planner, you can easily target a time that works for everyone.

If you are the business owner and need to talk to your employees living in different time zones or someone assigned to set a meeting schedule, you might face challenges in choosing the best time for everyone. To solve this problem, make sure to follow the tips above or simply use a meeting planner to target a fair meeting schedule for every attendee.

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