Jet Lag and International Meetings: Strategies for Coordinating Teams Across Time Zones

Have you ever scheduled an online meeting and discovered that it was midnight for someone on your team?

Working with people in different countries can be difficult when everyone follows a different time zone.

A meeting at 9:00 AM in New York may happen at a different hour in London, Tokyo, or Costa Rica. If you do not check the time carefully, you may send an invitation that arrives in the middle of someone’s night.

International work is now common for freelancers, companies, students, and remote teams. Knowing how to manage time zones can help people work together without unnecessary stress.

In this guide, you will learn how time zones work, what overlapping work hours mean, how jet lag affects international travel, and how to use our World Clock and Convert Time Between Cities tools to plan meetings.

What Is a Time Zone?

A time zone is a region that uses the same standard local time.

The Earth rotates, so different parts of the world experience daylight and darkness at different times.

To organize daily life, countries use time zones to decide what time it is in their region.

For example:

• New York uses Eastern Time.
• London uses the time used in the United Kingdom.
• Tokyo uses Japan Standard Time.
• Costa Rica uses Central Standard Time.

When you work with people in other countries, their local time may be different from yours.

Why Do Different Cities Have Different Times?

The Earth takes approximately 24 hours to complete one rotation.

Because of this rotation, the Sun appears to rise and set at different times around the world.

To make time easier to organize, the world is divided into time zones.

Many time zones are based on differences from Coordinated Universal Time (UTC).

For example:

Location	Standard time offset
Costa Rica	UTC−6
New York, during standard time	UTC−5
London, during standard time	UTC+0
Tokyo	UTC+9

These examples show standard offsets. Some locations change their clocks during the year because of daylight saving time.

Always check the date when planning an international meeting.

The Challenges of Working With International Teams

Remote work allows people to work with colleagues and clients in different countries.

A company may have a developer in Costa Rica, a designer in Spain, and a customer in the United States.

This gives businesses access to people in many locations, but it also creates scheduling challenges.

1. Different Working Hours

A normal working day in one country may begin when another country is finishing work.

For example, a team member in Tokyo may be ready to start work while a colleague in Costa Rica is still asleep.

If the team does not plan carefully, meetings may repeatedly happen outside normal working hours for some employees.

2. Delayed Communication

When team members work in different time zones, they may not receive messages immediately.

A question sent at the end of one person’s workday may not receive an answer until the next day.

This can slow down projects if the team depends on immediate replies.

One way to reduce this problem is to write clear messages that explain:

• What needs to be done.
• What information is required.
• When a response is needed.
• Where the latest project files are stored.

Good written communication allows people to continue working without waiting for a meeting.

3. Meetings During Personal Time

A meeting scheduled for 4:00 PM in one country could happen late at night somewhere else.

If this happens regularly, employees may have less time for sleep, family, and personal activities.

A good international schedule should respect the working hours of everyone involved whenever possible.

What Are Overlapping Working Hours?

Overlapping working hours are the periods when people in different time zones are working at the same time.

This is also called work-hour overlap.

For example, imagine two people:

• A developer in Costa Rica works from 8:00 AM to 4:00 PM.
• A designer in London works from 9:00 AM to 5:00 PM.

During part of the year, London is six or seven hours ahead of Costa Rica, depending on daylight saving time.

This means their normal working hours may overlap for only a few hours.

The exact overlap depends on the date and the working schedules of both people.

How to Calculate Work-Hour Overlap

To calculate overlap, first convert both working schedules to the same time zone.

Then identify the period when both schedules are active.

For example, suppose:

• Person A works from 8:00 AM to 4:00 PM in Costa Rica.
• Person B works from 9:00 AM to 5:00 PM in London.
• London is six hours ahead of Costa Rica on the selected date.

Person B’s working hours in Costa Rica time are:

3:00 AM to 11:00 AM.

Person A works:

8:00 AM to 4:00 PM.

The shared working period is:

8:00 AM to 11:00 AM in Costa Rica.

That gives the team three hours of overlap.

This is a useful time for meetings, discussions, and tasks that require both people to be available.

Why Is Overlap Important?

Overlap helps international teams decide when to schedule activities that require real-time communication.

For example:

Activity	Suggested use of overlap
Team meetings	Schedule during shared working hours
Project discussions	Use the overlap for questions and decisions
Client calls	Choose a time that respects both schedules
Problem solving	Use overlap for urgent issues
Independent work	Complete tasks outside shared hours

Not every task requires a meeting.

If people can work independently, they can use their own local working hours and share updates when their workday ends.

How to Schedule International Meetings Without Disturbing Anyone

Planning a meeting across time zones requires more than choosing a convenient time for the organizer.

You should consider the local time of every participant.

Step 1: Identify Everyone’s Location

Write down the cities where your meeting participants are located.

For example:

• San José, Costa Rica
• New York, United States
• London, United Kingdom
• Tokyo, Japan

Use the city rather than relying only on a time zone abbreviation.

Some abbreviations are used in more than one location and may be unclear.

Step 2: Check the Date

Time differences can change during the year because of daylight saving time.

For example, New York and London change their clocks on different dates.

For a few weeks each year, the time difference between them may be different from the usual difference.

Always check the date of the meeting before sending an invitation.

Step 3: Find a Shared Time

Compare the normal working hours of all participants.

Look for a period that falls within reasonable working hours for everyone.

If no convenient time exists, consider rotating meeting times so the same person does not always have to attend very early or late.

Step 4: Include the Time Zone in the Invitation

Avoid writing only:

“Meeting at 10:00 AM.”

Instead, include the city or time zone.

For example:

“Meeting at 10:00 AM Costa Rica time.”

You can also include the corresponding local time for the other participants.

Calendar invitations that automatically adjust to each person’s time zone can reduce confusion.

How Jet Lag Affects International Work

Jet lag is a temporary condition that can happen when you travel across several time zones.

Your body has an internal timing system that helps organize sleep, wakefulness, and other daily functions.

When you travel quickly across time zones, the local clock may change faster than your body can adjust.

For example, if you travel from Costa Rica to Japan, the local time will be much later than the time your body is used to.

You may feel sleepy during the day or find it difficult to sleep at night.

What Is the Circadian Rhythm?

The circadian rhythm is the body’s internal cycle that follows a pattern of approximately 24 hours.

It helps regulate sleep and wakefulness and is influenced by environmental signals, especially light and darkness.

When you travel across several time zones, your internal clock may not immediately match the local time.

This is one reason people can experience jet lag after long international flights.

Why Does Jet Lag Matter for Remote Workers?

Imagine a business owner travels from Costa Rica to Europe for a conference.

The local time changes, but the owner still has meetings with clients in Costa Rica.

If the owner schedules calls based only on the local clock, the meetings may happen during unusual hours for the clients or during the owner’s normal sleeping time.

Travel planning should include both the destination’s local time and the time zone of the people you need to contact.

A World Clock can help you compare the current time in different cities.

Simple Ways to Plan Around Jet Lag

The following are general planning ideas, not medical treatment:

• Check the destination’s local time before traveling.
• Review important meetings before booking flights.
• Avoid scheduling demanding meetings immediately after a long flight when possible.
• Allow time to adjust to the local schedule.
• Check the time difference again before each important call.

People adjust at different speeds, so there is no single schedule that works for every traveler.

If jet lag causes serious or ongoing problems, consider seeking advice from a qualified healthcare professional.

Essential Tools for Time Zone Coordination

You do not need to calculate every time difference by hand.

Online time tools can help you compare cities, organize meetings, and avoid common scheduling mistakes.

1. World Clock

A World Clock displays the current time in different locations.

It is useful when you regularly communicate with people in other countries.

For example, you can check whether it is currently morning in London or evening in Tokyo before sending a message.

Use our World Clock to compare the time in different cities.

2. Convert Time Between Cities

A time zone converter allows you to enter a time in one city and see the corresponding time in another.

For example, you may want to know what 2:00 PM in New York means in Costa Rica.

Instead of calculating the difference manually, select both cities and enter the time.

This is particularly useful when daylight saving time changes the usual time difference.

3. Calendar Applications

Calendar applications can display meeting invitations in each participant’s local time.

However, you should still check the selected time zone before sending an invitation.

A calendar can display a correctly converted time only when the event’s time zone and settings are correct.

4. Countdown Timer

A countdown timer can help you prepare for an upcoming meeting.

For example, if an international call starts in 30 minutes, you can use a countdown to keep track of the remaining time.

You can use our online Countdown Timer to prepare for scheduled activities.

How to Use Convert Time Between Cities to Avoid Scheduling Errors

Our Convert Time Between Cities tool is designed to help you compare times in different locations.

It can be useful for business meetings, online classes, interviews, and international travel.

Step 1: Select the First City

Choose the city where the meeting organizer is located.

For example:

New York.

Step 2: Enter the Meeting Time

Enter the local time you want to use for the meeting.

For example:

2:00 PM.

Step 3: Select the Second City

Choose the location of the other participant.

For example:

San José, Costa Rica.

Step 4: Review the Converted Time

Check the time shown for the second city.

If the meeting is scheduled for 2:00 PM in New York, the corresponding time in Costa Rica depends on the date.

When New York uses Eastern Daylight Time (UTC−4), 2:00 PM in New York is 12:00 PM in Costa Rica.

When New York uses Eastern Standard Time (UTC−5), 2:00 PM in New York is 1:00 PM in Costa Rica.

This example shows why checking the date is important.

Step 5: Share the Meeting Time Clearly

When sending your invitation, include the organizer’s time zone and, if useful, the local time for the participants.

For example:

“Project meeting: 2:00 PM New York time, 12:00 PM Costa Rica time, on the selected date.”

Always confirm the converted time for the exact meeting date.

You can access our Convert Time Between Cities tool to compare locations before sending your next invitation.

Practical Example: Organizing a Meeting With Four Countries

Imagine a remote team has members in Costa Rica, New York, London, and Tokyo.

The team wants to schedule a one-hour meeting.

Each person has the following normal working schedule:

City	Local working hours
Costa Rica	8:00 AM – 4:00 PM
New York	9:00 AM – 5:00 PM
London	9:00 AM – 5:00 PM
Tokyo	9:00 AM – 5:00 PM

These schedules are examples. The actual work hours and time differences depend on the people and the meeting date.

A meeting that is convenient for Costa Rica, New York, and London may fall late at night in Tokyo.

In this situation, the team has several options:

1. Rotate meeting times so the inconvenience is shared.
2. Hold separate meetings for different groups.
3. Use written updates for people who cannot attend.
4. Record the meeting when appropriate and share the notes.
5. Schedule only essential meetings that require everyone to participate.

The best schedule depends on the team’s working hours and responsibilities.

A good international team does not need to hold every meeting with every person present.

Frequently Asked Questions

Coordinate Your Next International Meeting

Working across time zones does not have to be confusing.

The most important steps are to know where your team members are located, check the meeting date, compare working hours, and communicate the time clearly.

A few minutes of planning can prevent missed meetings and unnecessary interruptions.

Ready to plan your next international meeting?

Use our World Clock to check the current time around the world and our Convert Time Between Cities tool to compare meeting times between locations.

You can also use our Countdown Timer to prepare for your next online meeting.

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