Scheduling a meeting with people in different time zones may seem simple, but it's one of the most common sources of confusion in a globalized workplace. Getting the time wrong for an important meeting can cost you deals, opportunities, and credibility.
The biggest villain of international meetings is Daylight Saving Time. While Brazil abolished the practice in 2019 and maintains fixed time zones year-round, countries like the United States, Canada, the United Kingdom, Germany, and Australia still adjust their clocks seasonally. This means the time difference between Brazil and these countries can vary by 1 hour depending on the time of year.
The most practical tip is to always share invites in UTC. When you say 'meeting at 15:00 UTC', every participant knows exactly what that means in their local time zone, with no room for misinterpretation. Tools like Google Calendar and Outlook automatically convert to each guest's time zone.
Another effective strategy is to always include full dates and explicit time zones when writing emails. Instead of 'see you at 2 PM on Monday', prefer 'see you at 2 PM (Brasília time, UTC-3) on Monday, June 10'. This eliminates any ambiguity.
For those who frequently work with international teams, it's worth adding a second clock to your phone or computer showing the time in your partner's city. Many smartphones allow multiple time zones on the lock screen. FusoMundo also offers a world clock where you can track multiple time zones simultaneously, in real time.
Planning ahead and clearly communicating the time zone is what separates organized professionals from teams that constantly miss meetings. With the right tools, this task becomes simple and automatic.