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About

Meeting Planner

Add the cities everyone is in and read a row of hours for each: working hours green, waking hours grey, the night dark. The hour number lit green at the top has the most people at work and, of those hours, wakes the fewest. Pick it, then download the meeting as a calendar file that lands at the right time in each guest’s own calendar.

What it does

  • Working hours of 9:00 to 18:00 unless you change them, applied to every city on its own clock.
  • When no hour has everyone at work, the pick wakes nobody it can avoid: in October, 9:00 New York, 22:00 Tokyo.
  • London and New York share four working hours, and five in the weeks their clocks change on different Sundays.
  • A city half an hour off, such as Kolkata, shows its own minutes: 13:30, not 13:00.
  • The weekday appears where a city’s new day begins, so Monday 9:00 in Tokyo shows as Sunday evening in New York.
  • The calendar file holds the start in UTC and every city’s time in its notes.
  • Meetings of 15 minutes to two hours, named as you like.

How to use it

  1. Add every city a guest is in; the first is the one you set the time in.
  2. Pick a date, then choose an hour in the grid.
  3. Read the warning line, if there is one, for a gap that changes before the meeting.
  4. Download the calendar file and attach it to the invitation.

What it does not do

  • Each guest’s own working hours: one span applies to every city, so a team that starts at 7:00 in one place needs the hours widened for all.
  • A weekly repeat: in UTC it would keep the same instant all year and move by an hour on clocks that change, so the file holds one meeting and the repeat is set in your calendar.
  • Weekends and public holidays: the grid knows hours, not days off, so Saturday 10:00 in Sydney is green, and the weekday shown where each day begins is the check.

Questions

When is the best time for a meeting between London and New York?

From 14:00 to 18:00 in London, 9:00 to 13:00 in New York, for most of the year. In the weeks between the two Sundays the clocks change, two or three in March and one around the start of November, it opens an hour earlier, from 13:00 in London.

What if there is no hour when everyone is at work?

The hour picked has the most people at work and, of those, the fewest asleep, which here means before 7:00 or from 23:00. For New York and Tokyo in October that is 9:00 in New York and 22:00 in Tokyo. In winter it is 17:00 there and 7:00 next morning in Tokyo, since 9:00 would be 23:00.

Why send a calendar file rather than the times?

A time typed into an invitation is read in each guest’s own zone, and a wrong guess about which zone was meant puts someone on the call an hour early. The file holds one instant, and every calendar turns it into local time by itself.

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