A remote-team scheduling checklist

Before you choose a time

• Collect each participant's city, not just an offset or abbreviation.
• Ask for normal working hours and any non-negotiable boundaries.
• Decide whether attendance is essential for everyone or whether asynchronous updates can replace some calls.
• Choose the city whose local time will anchor the calendar series.

Before you send the invitation

• Check the selected hour in a tool that uses the actual meeting date.
• Look ahead at the next daylight-saving transition for every location.
• Write the anchor city and the other local times in the event description.
• State whether the time stays fixed in the anchor city or rotates between regions.

For the recurring series

• Add a reminder before each transition window where the local time changes.
• Review the arrangement after a few meetings instead of treating the first compromise as permanent.
• Rotate inconvenient slots when the team spans a large east–west distance.
• Record decisions asynchronously so people outside the overlap are not excluded from the work.

Make it shareable

The simplest test is whether every participant can open the same plan and understand why the time was chosen. Set up the cities and working hours in the meeting planner, then share its link alongside the calendar invitation. It gives the team a common reference when daylight saving changes the arithmetic later.