How to Handle Multiple Time Zones in Google Calendar and Online Schedulers

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How to Handle Multiple Time Zones in Google Calendar and Online Schedulers

Nomadic or not, you might be one of the many people in the world who communicate and even work with people in different time zones. Add your (or their) travel into the mix, and it gets even more complicated keeping track of it all.

I’m constantly coordinating with people in other time zones, and over the years I’ve found some helpful tools to stay on top of time zones when working and/or traveling internationally.

Some great functionality is built right into Google Calendar, so you can view more than one time zone right in your calendar. Choose your time zone and one where you have a concentration of clients, friends, or family, and you know at a glance that the call you have scheduled at 10 am your time is at 2 pm their time.

If you use an online scheduler to book sessions with clients, it adds another layer of complexity. If people in different time zones will be booking time with you, be sure to choose a service that handles bookings in multiple time zones and shows people available appointment times in their own time zone.

The more you move around, the more complicated it can get. If, for example, you are in a time zone other than the one you have set in your online scheduler, you’ll have to convert available times correctly.

Someone just asked me the other day how I handle all this, so I put together a short video that explains my approach. The very next day, someone else asked me the same question, and I realized I should share this information with more people! My spur-of-the-moment video screencast is below.

In the video, you’ll see how to set up more than one time zone in Google Calendar, and add a world clock to the sidebar of your calendar. I’ll also show you how I set up my availability in my scheduler when I’m traveling, and another cool tool I use to find appropriate meeting times.

Note: The online scheduler shown in the video is ScheduleOnce, which I was using when I recorded the video in 2013. In 2017, I switched to Acuity Scheduling, which offers virtually all of the same features (and more, in some cases) for about half the price. (That link above is my affiliate link for Acuity, which means I earn a commission if you sign up using this link—at no additional cost to you!)

At the end of the video I mention another great tool, World Time Buddy. You can go to the website or add it as an app in Chrome so it’s easily accessible and shows your preferred locations. This tool can help you determine, for example, the best time to meet with someone in a different time zone, or when would be a good time to host a webinar so people around the world can attend.

If you’re trying to find the best time for multiple people, check out Doodle, where you can propose some times/dates and people select the times they’re available. (I recently scheduled an online event with three other people in different time zones within just a couple hours using Doodle, without tons of emails back and forth!)

Here’s another video that outlines another way to use the time zone tools in Google Calendar when scheduling appointments:

 

Another amazing website I use frequently is TimeAndDate.com. It has so many useful features for nomads and anyone who’s internationally inclined. There’s a world clock that will show you what time it is right now in major cities around the world (a great way to understand time zones at a glance), and a time zone converter and meeting planner (although it’s not quite as easy to use as World Time Buddy). I also love their calculators: the Date to Date Calculator tells you how many days there are between two dates (perfect if you need to know how many days until your next trip!), and the Date Calculator allows you to add any number of hours/days/weeks/months to a date and find out what date it will be (I use this to calculate visa stuff; if I have 90 days in a country, this will quickly tell me what date my visa runs out).

There are plenty of other handy tools and mobile apps, but these are the ones I’ve been using the longest and like most. Try them out and let me know what you think! And if you have other favorites I didn’t mention here, share them in the comments.

 

 

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2018-06-12T18:54:19+00:00August 3, 2017|FAQs, Nomad Life, Travel Logistics, Work & Business|8 Comments

8 Comments

  1. Naomi Peters August 5, 2013 at 9:50 pm - Reply

    Great resources, Amy! I use http://www.timescroller.com/ for a widget on my dashboard and https://www.facebook.com/theworldclock on my iPhone & iPad. Constantly referring to them!

    Have you ever compared ScheduleOnce to Tungle? I used Tungle for a while but fell off because it became more hassle for me (and I’m moving somewhat away from lots of appointments anyway). I also wasn’t 100% crazy about the interface.

    • Amy Scott August 7, 2013 at 2:28 am - Reply

      Thanks for the suggestions, Naomi! I didn’t know about those widgets and apps.

      Yes, I used Tungle for a while and was quite happy with it, but they actually shut down at the end of last year, so I had to make a switch! ScheduleOnce has been a decent substitute for me.

  2. Linzi Wilson August 7, 2013 at 9:28 am - Reply

    Ahhhh thanks so much Amy 🙂 All done… now I’m ready to jump on my long haul flight without stressing about random 3am coaching calls popping up in my calendar…. awesomeness !

    • Amy Scott August 7, 2013 at 11:02 am - Reply

      Perfect! You’re so welcome. And thanks for asking the question; you’re certainly not the only one trying to figure this stuff out, and I’m glad I can help.

  3. Alistair Gill August 11, 2013 at 10:13 am - Reply

    Thanks Amy! Another option if you just need to quickly know the time somewhere is to type the place followed by the word time into Google. It then returns the local time at that place which is super convenient. For example “buenos aires time”

    • Amy Scott August 11, 2013 at 7:15 pm - Reply

      Ah, beautifully simple! Great to know, thanks, Alistair.

  4. Victor Björklund August 11, 2013 at 10:57 am - Reply

    Hi Amy,

    Great post! I have tried this before http://www.timeanddate.com/worldclock/meeting.html but seems like Google calender is a better choice for this!

    Thanks
    Victor Björklund

    • Amy Scott August 11, 2013 at 7:19 pm - Reply

      Yes, as long as you only have two time zones to keep track of, showing multiple time zones in Google calendar works great.

      It gets tricky when you have more to keep track of, though! World Time Buddy will show up to four (for free, more if you have a paid account), so that can be useful.

      I also just found out about this awesome website: http://www.everytimezone.com. I noticed, however, that it’s identifying my local time based on the time zone of my computer system, which isn’t the same as my current location, so that’s another important detail to pay attention to.

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