How to schedule a board meeting across time zones.
A short, practical guide for EAs who need to get busy directors in different cities into the same meeting.
1. Start early
Board calendars fill up fast. Send options several weeks ahead, and plan for a few people to answer late.
2. Find the shared window
List where each director is based and find the hours that fall in everyone's working day. Across the US and Europe, that is usually late morning Eastern time.
3. Offer a handful of options
Propose three to six times inside that window. Too few and nobody fits; too many and people stop reading.
4. Let each person see their own time
Converting time zones by hand causes mistakes. Use a poll that shows every option in each respondent's local time.
5. Allow "if need be"
Directors will often move something for the board. An "if need be" answer shows you where there is flexibility.
6. Follow up, then lock it
Remind anyone who hasn't answered, pick the time with the most yeses, and send the final invite with the location or video link.