Meeting Time Planner
Find working-hour overlaps across cities to schedule calls — e.g. the best time to call the US or UK from India.
Formula last reviewed 15 September 2026 · How we verify our calculators
Common working hours
No overlap in these hours — try widening the window
Updates live as you type
Frequently asked questions
Because India is far ahead of the US, standard 9–6 windows barely overlap. Early morning IST often maps to US afternoon/evening — widen the working hours here to surface workable slots for your specific cities.
For each hour of the day it checks whether the local time in every selected city falls within your working-hours window, then lists the hours where all cities are simultaneously “in office”.
Across very large offset gaps (e.g. India and the US west coast), standard working hours genuinely don’t intersect. The tool tells you so — a real, useful answer — so you can plan an early or late call instead.
Yes. Each city’s current offset, including daylight saving, is resolved live from the IANA database, so the overlap reflects the real clock difference today.
Three cities, nine to six, and no overlap at all
Take standard working hours of 09:00 to 18:00 in India, London and New York. The honest answer this planner returns is that there is no overlap — not a narrow window, but none.
The arithmetic is worth seeing. Converting each city's working day to UTC: India's 09:00–18:00 is 03:30–12:30 UTC. London's, on summer time, is 08:00–17:00 UTC. New York's, on eastern daylight time, is 13:00–22:00 UTC. India and London overlap comfortably between 08:00 and 12:30 UTC. New York's day starts at 13:00 UTC, half an hour after India's has ended.
This is not a quirk of the tool. It is the reason distributed teams spanning India and the US west coast either accept early mornings and late evenings, or stop trying to meet synchronously.
How the overlap is computed
Each participant's working window is converted to a common reference (UTC), the intersection of all windows is taken, and the result is converted back to each local time:
Overlap start = latest of all local starts, in UTC Overlap end = earliest of all local ends, in UTC
If the start is later than the end, there is no overlap.
Widening the window is what creates one. Extending to 08:00–20:00 in all three cities produces an India–London–New York overlap of roughly 18:00–20:00 IST, which is 13:30–15:30 in London and 08:30–10:30 in New York — early for New York, late for India, and workable.
Practical guidance for Indian teams
India and London — the easiest pairing. A 4.5 or 5.5-hour gap leaves most of the Indian afternoon overlapping the London morning. Aim for 14:00–18:00 IST.
India and the US east coast — a 9.5 or 10.5-hour gap. The realistic window is 18:30–21:00 IST, which is 09:00–11:30 in New York. Workable for both, unsociable for neither.
India and the US west coast — 12.5 or 13.5 hours. There is no mutually convenient window. The choices are early morning IST (08:00 IST is 19:30 in San Francisco the previous evening) or late night IST. Most teams rotate the inconvenience rather than assigning it permanently to one side.
India and Singapore, Dubai, or Australia — comfortable. Singapore is 2.5 hours ahead, Dubai 1.5 behind, Sydney 4.5 or 5.5 ahead, all leaving substantial overlap.
The DST trap
Because India does not observe daylight saving and most of Europe and North America do, your carefully chosen slot moves twice a year — and it moves without anyone doing anything.
A recurring 18:30 IST call with New York is 09:00 there in summer and 08:00 in winter. Teams frequently discover this only when attendance drops.
Two practical defences: schedule recurring meetings in the calendar of the zone that does not change where possible, so the drift is visible to everyone rather than to no one; and review recurring invitations in the weeks after each transition, particularly late March and early November, when the US and EU change on different dates and the gaps are briefly unusual.
Beyond the overlap window
Lunch and commute matter more than the raw window suggests. A slot that is technically inside working hours but lands at 13:00 in one city or 09:00 in a city with a long commute will be poorly attended regardless of what the arithmetic says.
Where the overlap is genuinely small or absent, the productive response is usually to reduce the need for it: written updates, recorded demonstrations, clear handover notes and decisions made asynchronously with a deadline rather than in a meeting.
Common mistakes
Assuming an overlap exists. For India and the US west coast, it does not within normal hours.
Scheduling from one side's convenience only. Rotating unsociable slots is the only sustainable arrangement.
Ignoring DST drift. Recurring meetings move twice a year.
Forgetting local holidays. A perfect slot is useless on Diwali, Thanksgiving or a UK bank holiday.
Ignoring lunch and commute. Technically available is not practically available.