Find a meeting time across time zones

Prompt that finds fair meeting times across several time zones and shows everyone's local time. Paste it into an AI tool of your choice, which then finds suitable times.

Topic: Meetings & minutes
Type: Prompt
Level: Beginner
Time: about 5 min

Results depend on the tool, the model and what you enter.

Result preview

Example: written by our editors, not real AI output.

| Option | Berlin | New York | Singapore | | A | 14:00 | 08:00 | 21:00 | | B | 09:00 | 03:00 | 16:00 | No slot within everyone's working hours. Recommendation: alternate A and B, B only without New York or with a recording. Note: New York changes its clocks one week earlier; that week A falls at 09:00 there. Invitation: Wednesday 14:00 Berlin / 08:00 New York / 21:00 Singapore

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LocationsWhere are the participants?

MeetingWhat kind of meeting?

ConstraintsWhat is fixed?

Your prompt

Find suitable times for the following meeting.
Participants and locations: [Locations]
Meeting: [Meeting]
Constraints: [Constraints]
Approach: 1. Set the usual working hours for each location and mark them as an assumption if they were not given. 2. Find time slots that fall within working hours for everyone. 3. If there is none, propose two options that rotate the inconvenient times. 4. Check whether the clocks change at any location in the coming weeks and state the effect. 5. Show each option as a table with everyone's local time.
Output: table of local times, recommended option with reasons and a short invitation line with the time for every location.

Take particular care to show everyone's local time and share inconvenient times fairly.

Before you answer, check: Are all instructions met? If key information is missing or a placeholder in square brackets is still in the text, ask instead of guessing. Mark assumptions as assumptions.

This is an instruction for an AI, not the result itself.

Where this prompt works

These AI tools are a good fit for this prompt:

How to use it

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Copy the finished prompt into an AI tool of your choice.
Have the table created for one week before and one week after a clock change. If anything shifts, it belongs in the invitation.

Why does this work?

In distributed teams the same person otherwise always takes the early or late slots. A table with all local times and rotating options makes the burden visible and fair.

Tips

Give the time with its time zone in the invitation and let the calendar convert it instead of copying times by hand.

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Find a meeting time across time zones

Result preview

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