Meeting Time Finder
Find the perfect meeting time across multiple time zones
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Time Rating Guide
What is the Meeting Time Finder?
The Meeting Time Finder is an intelligent tool for finding optimal meeting times across multiple time zones. Instead of manually comparing time zone tables or creating Excel sheets, this tool automatically analyzes all 24 hours of a day and evaluates each hour according to its suitability for all participant locations. The result: A sorted list of the best time windows where nobody has to get up in the middle of the night.
The tool uses a sophisticated rating system: "Excellent" for core working hours (9-11 AM, 2-4 PM), "Good" for acceptable business times, "Acceptable" for edge times, and "Poor" for night/early morning. Time slots with the star symbol are optimal – all locations are in "Excellent" or "Good" times. Visual color coding enables immediate recognition of suitability.
Particularly valuable for international teams, global sales calls, webinars with worldwide audiences, or family video calls across continents. The Meeting Time Finder eliminates trial-and-error in planning and significantly reduces the "Sorry, that's 3 AM for me" stress. Export found times directly as .ics calendar events.
How does the Meeting Time Finder work?
1. Add Participant Locations
Select all cities/time zones of meeting participants. Use continent filters or the search function for quick finding. Add at least 2 locations – the tool then calculates for each time slot what the time is at each location. You can add as many locations as needed (typical: 2-8).
2. Set Meeting Parameters
Select the date for the planned meeting. Date selection is important as daylight saving time changes can alter time differences. Set the desired meeting duration (15, 30, 60, 90 minutes, etc.) – this information is used when exporting to the calendar.
3. Analyze Best Times
The tool shows the top 10 time slots sorted by overall suitability. Slots with a star are ideal – all participants in acceptable times. Each slot shows the specific time for each location with color coding. Green = good, Yellow = okay, Red = problematic. Choose a slot that works for everyone – often a compromise is necessary.
4. Export Calendar Event
Click the download icon next to a time slot to create an .ics calendar event. This file can be imported into Google Calendar, Outlook, Apple Calendar, or any other calendar app. The event contains all time zone information in the description text, so all participants see their local time.
Practical Use Cases
Remote Team Stand-ups & All-hands
Teams with members in USA, Europe, and Asia face the classic time zone dilemma. The Meeting Time Finder immediately shows that 2:00 PM UTC often works well: 9am EST, 3pm CET, 10pm JST. While Japan time isn't ideal, it's acceptable. Alternative slots enable rotation so the same person doesn't always have inconvenient times.
International Sales Calls & Demos
Sales teams must coordinate demos with customers worldwide. Instead of endless email chains "When works for you?", use the Finder: Enter your and the customer's location, immediately see all working slots. Present the customer 3 optimal times – all already verified for mutual acceptability.
Webinars & Online Events
When hosting webinars or training for a global audience, the Finder helps find the time zone with maximum reach. Often 2 sessions are needed (one for Americas/Europe, one for APAC). The tool shows which UTC times cover most regions in "Good" or "Excellent" windows.
Project Kickoffs & Retrospectives
For important meetings (kickoffs, retrospectives, strategy sessions) where full attendance is critical, the Finder uncompromisingly shows only slots acceptable for ALL participants. Star-marked slots guarantee nobody is pulled out of bed or has to participate after midnight – respect for everyone's work-life balance.
Family & Friends Across Continents
Family video calls with relatives in different countries (e.g., grandparents in Europe, parents in USA, children in Australia) require creative planning. The Meeting Time Finder shows realistic options – often weekend morning in one zone and evening in another. Visualization helps create fair rotation plans.
Frequently Asked Questions (FAQ)
How are ratings (Excellent, Good, etc.) calculated?
The tool uses standard working hours as basis: "Excellent" = 9-11 AM and 2-4 PM (core productivity times), "Good" = 8-9 AM, 12-2 PM, 5-6 PM (edge times but acceptable), "Acceptable" = 7-8 AM, 7-9 PM (early/late but possible), "Poor" = 9 PM-7 AM (night/very early morning). These times are general – individual preferences may vary.
Are daylight saving time changes considered?
Yes, completely. The tool uses your browser's IANA Timezone Database, which knows all historical and future DST rules. If you plan a meeting in March (DST changeover in USA/Europe at different times), the tool automatically calculates the correct time difference for the specific date. No manual adjustment needed.
What does the star mean on some time slots?
The star (⭐) marks "perfect" slots: All participant locations are in "Excellent" or "Good" times, with at least one location in "Excellent". These slots are ideal for important meetings where everyone should be alert and productive. Non-star slots have at least one location in "Acceptable" or "Poor" – possible but not ideal.
Why does the tool only show 10 time slots?
The tool evaluates all 24 hours of the day but shows only the top 10 best options. This avoids overwhelming with too many choices. The 10 slots are sorted by overall suitability – the first is the best compromise. With difficult time zone constellations (e.g., USA-Australia, 15h difference), even top slots may require compromises.
How does the .ics calendar export work?
The download button creates an .ics file (iCalendar standard) supported by all common calendar apps. The file contains the event in UTC time (universally correct) and lists all time zone times in the description text. When participants import the event, their calendar app automatically converts to their local time zone.
What do I do if no "Excellent" slot exists?
With extreme time differences (e.g., Tokyo-Los Angeles: 17h difference), often no slot is ideal for everyone. Strategies: (1) Rotation – alternate who has inconvenient times, (2) Prefer asynchronous communication, (3) Split meetings – different times for different regions, (4) Compromise with "Good" slots – 8 AM for one, 5 PM for another is acceptable.
Can I customize the rating criteria?
Currently the tool uses fixed criteria based on standard working hours (9-5 PM). If your team has different preferences (e.g., flexible working, night owls), interpret the ratings accordingly. A "Poor" slot at 8 PM is possibly completely okay for flexibly working remote teams. The colors serve as guidance, not as rules.
Are my city selections saved?
No, city selections are NOT saved. Each session starts empty. This serves privacy – the tool doesn't track with whom you plan meetings. For recurring meetings with the same locations, you must add the cities again, which takes only seconds with the search function.
Does the tool work for historical or far future meetings?
The tool works for any selectable date. Historical meetings are possible (e.g., for analyzing past planning) but make little sense. For far future meetings (years ahead), DST rules may be uncertain if countries change their laws. For typical planning horizons (days to months), the tool is completely reliable.
Privacy Guarantee
- ✓ No city selections are saved
- ✓ No meeting data leaves your browser
- ✓ All calculations occur completely locally
- ✓ No tracking of whom you plan meetings with
- ✓ .ics export creates local files, no cloud storage
- ✓ 100% GDPR/DSGVO compliant by design