Plan a call with a traveling coworker

Your coworker is traveling, and the time that worked last week may now be too early, too late, or on the wrong date. Before sending a calendar invite, compare the local time where each of you will be during the call.

Use the World Clock to compare locations, then pick a study sprint that fits both schedules. A quick check is especially useful when the trip crosses time zones or happens near a daylight saving time change.

Choose a time for the study sprint

1. Open the World Clock and compare your city with the coworker's destination city. If they will be in transit, use the city where they expect to take the call, not just the destination on their itinerary.
2. Ask your coworker which local hours are available on the day of the call. Include any travel time, class, work shift, or hotel check-in that could affect their schedule.
3. Look for a shared window when both of you can focus. Set aside time for the sprint itself, a short break, and a few minutes to connect and agree on what to work on.
4. Once you agree, send the calendar invitation with the date, duration, and video call link. Check that the invitation displays the intended local time for both of you.

For a short session, you might plan one 25-minute focus block and a 5-minute break. If you have more time, two 25-minute blocks with a break between them can give you a clear stopping point without making the call feel open-ended.

Pick the right time window

There is a comfortable overlap in working hours

Choose a time that leaves both people alert and available. Do not assume that a time during your own workday is reasonable for your coworker. Ask them to confirm the local time before you send the invite, especially if they are taking the call from a different time zone than usual.

The overlap is very early or late for one person

Try shortening the session or moving it to another day. A 25-minute sprint may be more practical than asking someone to join outside normal hours for a longer meeting. If the trip lasts several days, check whether another day offers a better shared window.

The time looks right but the date differs

One person's evening can be the next day's morning for the other person. Put the date and time zone in your message, for example, “Tuesday at 9 a.m. your local time,” and rely on the calendar invitation to show the corresponding time on your side. Do not confirm a time using only the clock hour.

Your coworker will be traveling during the call

Ask whether they will have a reliable connection and a quiet place to work. A time that fits the clock may still be inconvenient if they will be on a train, checking into a hotel, or moving between locations. Choose another slot if the call needs steady attention.

Prevent time zone mix-ups

1. Confirm the city and date. Ask where your coworker expects to be and which day they can meet. A city is usually easier to compare than a time zone abbreviation, which can be unclear or shared by different regions.
2. Check the device time zone. On Windows 11, open Settings › Time & language › Date & time and check the time zone. On a Mac, open System Settings › General › Date & Time. If the computer is set to the wrong zone, correct it before relying on local calendar times.
3. Check a phone if you are scheduling on one. On an iPhone, open Settings › General › Date & Time. On Android, look under Settings › System › Date & time, though the wording can vary by device. Confirm the displayed zone or automatic time setting.
4. Recheck after a travel change. If your coworker changes cities or the travel date shifts, compare the new location and date before the session. Do not assume the original time still fits.

Why the date matters as much as the time

Time zone offsets can change during daylight saving time, and different places may change clocks on different dates or not change them at all. That means a familiar difference between two cities is not guaranteed to stay the same throughout the year. Compare the actual meeting date instead of relying on a remembered offset or doing the conversion in your head.

A World Clock is useful for comparing local times, but it cannot tell whether your coworker has landed, is free from other commitments, or has a suitable place to join. Confirm those details with them, then check the calendar invitation once more before the sprint.